- Try to keep the "big name" demonstrators together. If you put, say, San Do, against Jane Doe and Mary Smith, Jane and Mary might not get anyone coming to their demo room. Usually when up against a well-known artist, the little-known or unknown ones don't have anyone.
- Keep a list of who will demonstrate what subjects. Usually the first subject listed is the one they prefer to demonstrate if they are only going to do one demo.
- If you end up being short on demos, write and ask if they will do more than one.Don't surprise them when they arrive.
- Try to keep the demo subjects varied. If there are too many on the same subject, no one goes to them...or else the first demonstrator gets all the attendees and no one else does.........
- Try to have the best teacher on any subject demo that subject. If there are more than one teachers attending who are good at the same subject, see what else they are good at and ask for that. Don't have 3 or more demos on any one subject. It is best to only have one demo on a subject but sometimes this isn't possible as some artists will only demo a certain subject. ( also sometimes it is interesting to have different approaches to the same subject so repeats aren't always undesirable)
- Send a card to the demonstrator as far in advance as possible( aim for 6 weeks) to let them know when and what subject. Ask to be let known if a change is needed. This covers you and allows the demonstrator to have everything needed for the demo.
- If you can, know what the demonstrator's work looks like. Sometimes this isn't possible, as they are new, but if you can it will give you a boost on what subjects to assign them and who to put them against.
- Don't assign a subject the demonstrator didn't put on the contract.
- If a demonstrator asks for a specific time, they usually have a reason for it. Try to work with them.
- If you have any uninteresting subjects offered, place them all together. If only one subject is uninteresting, try to place it with the unknown artists.
- Find out if any of the booth holders travel together and place those booths together. Usually they help each other out. Also, don't schedule their demos at the same time for that reason.
- Find out if any of the booth holders are feuding and place them across the room from each other. Makes for less stress.............( This involves a bit of gossip but makes for a happier show)
- Have the finished schedule blown up at a photocopy place. Make it as large as you can and have it on the wall behind the registration booth. Any changes can then be made on a blank label and placed over the original demo. Keep all changes in one color (not black...I suggest either red or purple so that it will stand out.)
- Be sure that the booklet states that the updated schedule will be found behind the registration booth and that all changes will be written in (whatever ) color...and that the schedule is subject to change.You'd be surprised how many people will miss the schedule or changes unless it is written down for them..
- Be sure to have the word "TO" in the schedule time: eg. 1:00 TO 2:00 ...not 1:00-2:00. For some reason, the hyphen doesn't mean "to" to some people. They think it means "and" and will expect the demonstrator to do the same thing 2 hours in a row.
- Be sure the demonstrators know which room they will demonstrate in and where it is located.(It is a nice courtesy to have a hostess come to the demonstrator's booth before the demo time to take them to the demo room and help them carry their demo supplies and pieces). This is especially important if the rooms are located in a weird location from the exhibit hall. ( One show I was at had the demo rooms on another floor, one across the street and one on the other side of the hotel! I was also at one where the demo rooms were all in a hallway with curtains across it separating the rooms...all lined up in a row .....and another where 3 demos were in the same room with nothing separating them. The demo tables all faced the center of the room and the attendees faced the artists. This caused a lot of confusion as 2 of the artists yelled corrections on what the other had to say....)
- If a demonstrator asks not to be scheduled against a certain other demonstrator, try not to. Sometimes this will happen because they want to attend the other artists demo or because they don't want the competition.
- Try to find out if the demonstrator needs any special equipment. ( such as Jane Marcks who uses an overhead projector) Usually they will let you know in advance but sometimes you get surprised.
- You will need a "baby sitter" chairman. Some artists get very ticky if they aren't assisted with their equipment to their rooms, have a babysitter for their booth or one to take the door tickets. Ask if the artist will need help with their booth when you send the contract.
- The baby sitter is supposed to keep the demo area clean after the demo so that the next demonstrator can just set up their demo.
- You will also need to make sure that the rooms are set up correctly before the first demo. It is no fun for the demonstrator to arrive to find the tables against the wall ( or no table at all ) and no chairs set up.
- Be sure that there is water and a clean glass for the artist.
- Have a limit on the number of booths selling the same thing....ie. 2 white china dealers ( 3 if one carries Limoges or Bavarian instead of Japanese china) Do not place booths with the same supplies next to each other.
- Send letters asking for donations for the show from artists and china companies.
- Start gathering items for goody bags ( for hospitality package buyers) as soon as possible (most businesses have a limited budget for give-aways so get there early )
- Send acknowledgement at the time you receive any item, add the donator's name to the convention booklet and after the show, send another thank you with the convention booklet so they can see that they were mentioned.( Costs more in time and effort but makes for good will....and an easier time asking for donations for the next show)
- Remind clubs to get dues in on time so that you can get new yearbook pages printed.
- Send or give cards with yearbook pages...Saves money and easier to keep together.
- Decide on banquet and/or buffet favors.
- If these will be painted, start early
- Decide who to ask for raffle pieces. Have a backup list in case of turndowns
- Decide on any other money-making ideas such as a silent auction, white elephant sale, etc
- Send convention information -include map- at least 6 weeks before the show( have the information available as early as possible in case anyone needs it sooner)
- Hospitality books...registration tickets for Thurs. Fri, Sat....Banquet, Buffet and special drawings if any...( decide on what to have for special drawing...sometimes we have this to encourage people to buy hospitality books so you know how many to expect)
- Name signs for booths
- Buffet menu
- Banquet menu ( don't get too fancy.............remember some have allergies and special diets....but most hotel banquet facilities are very accommodating)
- Notify clubs if you have a limited amount of space for either or both of the meals. Set a deadline for getting tickets bought.
- ALso, when planning meals, try to go with a menu that will allow for additional places up till noon of the day of the meal> If the menu is too fancy, this isn't possible but on most menu items, again, the banquet staff can usually accommodate about 10% additional dinners...(most hotels will plan for about 10 extra dinners above the number given them for the dinner but some plan for the exact number you specify...so clarify their policy at the time you are setting up the dinner.
- Decorations for the banquet: do we do them or does the hotel supply them?
- Decorations for registration table
- Convention schedule....have a large one printed and on the wall behind the registration desk. This gives you something to write the changes on. ALso, announce any changes in demos approximately 15 minutes before the demos.
- Signs for club exhibit room, demo rooms, hospitality room, etc.
- Special drawing for only those who are staying at the hotel. This is to encourage hotel bookings which helps to lower costs.
- Raffle pieces
- Ticket boxes for same
- Photos of same to send to clubs as soon as possible
- Tickets for same to send to clubs as soon as possible
- Have someone responsible for mailed raffle tickets. ( At past shows, there were raffle tickets put in the boxes that were not paid for............Unsold tickets should be returned to the treasurer.........)
- Raffle table decorations and someone to watch the table
- Registration table - have names for paint-ins, hospitality books, banquet ticket list, tickets for demos)
- Workers: ( should be given an identifying ribbon or something...can be hand-made or typed) ..NEED raffle table sitter, registration table workers, door prizes, extras to sit in booths when artist is gone to demo,baby sitters for demo rooms, someone to seat special guests at banquet, runners to give banquet prizes and take up tickets at meals.....
- Work schedule
- Prize for workers
- Box for workers' tickets
- Banquet pieces....be sure to add business card or some identifying label to each piece so that the winner can send a thank you card ( some shows add a blank thank you card and an envelope as a hint)
- Table for drawings at banquet
- 2 boxes for drawings at banquet...one for regular drawing, one for special drawings)
- Buffet pieces
- Auction?
- Opening ceremonies: Special guest???
- Guest book and pen
- Entertainment for banquet
- Demo schedule
- Memorials ( be sure that the clubs notify before the convention so you can have a list ready)
- Print yearbook.......Convention booklets ( Outside cover, state officers, convention schedule, any special guests, donors listed, credit for raffle pieces, demonstration schedule
- Installation of new officers ........need someone to install the officers...who will furnish gifts for past officers?
- Table for yearbooks
- Ribbons and judge(s) for yearbook, themes and children ............Ribbon for opening ceremony
- Teachers' table
- Young peoples' table
- Demonstration table (where demonstrators can put out a sample piece of what they will be demoing)
- Seminar table...( find out from clubs how many members will participate by having china on this table, It encourages clubs to have seminars
- Board meeting on Thursday night
- Board meeting on Saturday morning
- Teacher meeting on Friday morning
- Goody bags
- Publicity...get lots of printed material on shop windows and in any type of publication. Southern Living has a place for this. Be sure to notify China Decorator as soon as the previous show is over.(note from Marci: Local TV shows will also generally be receptive to having someone come on the show and talk about china painting and the show: Don't limit publicity to just china painters...try to encourage the public to come ...Its also a good idea to state that the show is an exhibit and sale of handpainted porcelain, rather than just calling it a china painting show..The general public tends to think of "chinapainting shows" as exhibits of Chinese paintings.......
AND EMAIL me, MARCI .ABOUT PPIO'S SHOW PAGE...( we will list basic show information for free and will provide you with an entire show page with pictures, maps...whatever you choose...in exchange for a full page ad for PPIO in your show booklet. )( Marci's email...... rxguitar@comcast.net. )
- Items for banquet drawing
- Cash box and cash for registration table
- Door prizes and stickers for donor's name
- Poster for lobby of hotel
- List of new officers
- Remind new president that she speaks at the banquet and has the Saturday morning business meeting
- Get list of items needed for paint-ins ( if you decide to have them) from the artists and send to those to sign up
- Cardboard and rubber bands to carry home wet plates from demos and paint-ins (can use masking tape instead of rubber bands..works better and is cheaper )
- What to do about photographer for convention? ( Things that need to be photographed: Opening ceremony, exhibits, raffle china, demo piece table, some demos, hospitality room, banquet, buffet, breakfast meetings, installation of officers, entertainment, any special guests, raffle winners, winners of some of the demo drawings, artists and dealers booths
- Demo plates
- Announce table and yearbook winners and give ribbons
- President gives speeches at both meals
- Who gives the invocation each night?
- Boxes for demo rooms and door prizes
- Chalk board or dry erase board for listing of door prize drawing numbers
- Do we need to make a menu for the banquet with schedule of events during banquet?
- Identification: officers, booth holders ( including demonstrators), workers, past presidents
- Gift for President
- Keep WOCP/Federation informed of anything they need to know: dates, places, demonstrators, raffles, things needed for hospitality. Ask if they can babysit demo rooms, hospitality rooms etc. Keep them involved to promote harmony and co-operation. ( The goal is to promote the art of china painting and get it to grow, not a popularity contest for the clubs)
- note from Marci: If possible, set up an area on the show floor with some tables and chairs and some water or refreshments to give show attendees a place to rest for a while. This will encourage them to stay longer if they can sit down for a few minutes and get a little refreshment.
- BE PREPARED FOR A LOT OF CRITICISM!!!( AND REMEMBER, THOSE WHO CRITICIZE THE MOST ARE THE ONES WHO DO THE LEAST!)
I hope you can use this information. If you have any questions, please feel free to contact me:
Alice Wofford
200 Sherwood Avenue
Sherwood, AR 72120
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