Volunteers

Each year approximately 200 volunteers join together to work on the Sidney Fine Art Show. With 1,250 entries expected for adjudication, the Show is a huge project for a town the size of Sidney.

You can help!

 

SIDNEY FINE ART SHOW VOLUNTEER FORM

Either download the Volunteer-form-2017-Final OR fill out the online form.  The completed PDF form can be mailed to Box 2221, Sidney, BC, V8L 3S8 attention: SFAS Volunteer Coordinator. OR dropped off at: Tulista ARTSEA Centre, 9565 5th St. Sidney: SFAS Volunteer Coordinator

OR email all the info requested to: [email protected].

Volunteers are needed for two main groups of activities for the Show:

1) Those involved with the adjudication of artists’ submissions in September, and

2) Those involved with setting up and running of the Show for the juried-in selections in October.

The Volunteer Form allows you to provide us with your preferences as to dates, times, and types of activity. Job descriptions of positions available are outlined below and should help you decide what you’ll feel most comfortable doing.

JOB DESCRIPTIONS FOR VOLUNTEERS

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A few cautions and suggestions:

 

Wear comfortable clothes and shoes as shifts can be tiring.

 

There is no secure place to keep your handbag or jacket, so leave them in your vehicle or wear a waist pouch for your valuables.

 

Be very careful with the artwork.  These are the artists’ best work submitted for judging, worthy of the best care possible. Be especially careful not to puncture the paper when holding or hanging paper-backed glass-covered 2D pieces.  And do not tip pastel paintings forward as some of the pastel particles may be dislodged when in that position.

 

During the adjudication process, you may learn some of the judges’ decisions regarding specific pieces of art.  Please treat this information as highly confidential, and do not share this information with anyone else.

 

We want everyone to have fun! We appreciate your consideration in being flexible with respect to shifts and assigned positions. Our volunteer organizers try to satisfy all your requests, but it is not always possible to coordinate everyone’s preferences.

 

Volunteer tags and white gloves for handling the art will be provided when you arrive.  Please return them when your shift is over.

 

Don’t forget to take breaks during your shifts.  Sit down and rest a bit.  Coffee, water, sandwiches and other refreshments will be provided.

 

If you are having problems or are confused about your assignment or assigned time, please check with one of the Shift Managers.  They are there to help and guide you.

 

Closer to Adjudication and Show dates we will advise you by email of your assigned shifts. We will not phone you unless we have questions about your form. You will be asked to confirm, or advise us of any issues by return email or by coming into the Tulista Centre.

 

We look forward to reconnecting with all of last year’s wonderful volunteers and meeting new people. Pass the word and thank you!!!

 

SHIFT MANAGERS

Dates Available for Shift Managers:

Adjudication

Sun. Sept. 10 Art Drop-Off Day – 2 shifts  8am-1pm; 12:45-6pm (1 volunteer needed per shift)

Mon. Sept. 11 Artwork Adjudication – 2 shifts  8am-1pm; 12:45-6pm (1 volunteer needed per shift)

Tues. Sept. 12 Artwork Adjudication – 2 shifts  8am-1pm; 12:45-6pm (1 volunteer needed per shift)

Wed. Sept. 13 Art Pick-Up day – 2 shifts  8am-12:45pm; 12:30-5pm (1 volunteer needed per shift)

Show

Tues. Oct. 10 Art Drop-Off & Show Set Up 2 shifts  8am-12:15pm; 12-4pm (1 volunteer needed per shift)

Wed. Oct. 11 Show Set Up 2 shifts  8-10am; 3-5pm (1 volunteer needed per shift)

Thurs. Oct. 12 – Show Set Up – 1 shift  8am-2:30pm (1 volunteer needed)

Thurs. Oct. 12 Opening Night – 1 shift  4:30pm—9:30pm (1 volunteer needed)

Fri. Oct. 13 Show – 3 shifts  8am-12:45pm; 12:30pm-5:15pm; 5pm-9:30pm (1 volunteer needed per shift)

Sat. Oct. 14 Show – 3 shifts  8am-12:45pm; 12:30pm-5:15pm; 5pm-9:30pm (1 volunteer needed per shift)

Sun. Oct. 15 Show & Closing – 3 shifts  8am-12:15pm; 12pm-4:15pm; 4pm-8pm (1 volunteer needed per shift).

  • Must have good understanding of all volunteer positions and how they fit into the whole process of preparing for and putting on the Sidney Fine Art Show.
  • Sign in volunteers and provide ID tags and white gloves, and ensure they are returned at shift end.
  • Help Greeter(s) in assisting volunteers and public during Intake, Retrieval and Show days.
  • Help provide instruction and ensure smooth running of all volunteer activities.
  • Provide personal assistance, support and relief where necessary to ensure that the overall process proceeds smoothly and efficiently.
  • Facilitate a smooth transition during shift changes.

KITCHEN MANAGERS

Dates Available for Kitchen Managers:

Adjudication

Sun. Sept. 10 – Art Drop-Off Day – 2 shifts  8am-12:30pm; 12:30pm-6pm (1 volunteer needed per shift)

Mon. Sept. 11 – Artwork Adjudication – 2 shifts  8am-12:30pm; 12:30pm-6pm (1 volunteer needed per shift)

Tues. Sept. 12 – Artwork Adjudication – 2 shifts  8am-12:30pm; 12:30pm-6pm (1 volunteer needed per shift)

Wed. Sept. 13 – Art Pick-Up day – 2 shifts  8am-12pm; 12pm-5pm (1 volunteer needed per shift)

 

Show

Tues. Oct. 10 – Art Drop-Off & Set Up – 2 shifts  8am-12pm; 12pm-4pm (1 volunteer needed per shift)

Wed. Oct. 11 – Show Set Up – 2 shifts  8am-12:30pm; 12:30pm-6pm (1 volunteer needed per shift)

Thurs. Oct. 12 – Show Set Up – 1 shift  8am-2:30pm (1 volunteer needed per shift)

Fri. Oct. 13 – Show – 3 shifts  8am-12:30pm; 12:30pm-5pm; 5pm-9:30pm (1 volunteer needed per shift)

Sat. Oct. 14 – Show – 3 shifts  8am-12:30pm; 12:30pm-5pm; 5pm-9:30pm (1 volunteer needed per shift)

Sun. Oct. 15 – Show & Closing – 2 shifts  8am-12pm; 12pm-6pm (1 volunteer needed per shift)

  • NOTE: It is preferable that the Kitchen Managers have their Food Safe certification, however this is not a requirement.
  • Ensure beverages (coffee, tea, water) are available for volunteers throughout the day.
  • In the morning, lay out fruit and breakfast items.
  • Pick up lunch items from Sidney Thrifty Foods at about 11 am.
  • Put sandwiches out around 11:15, restock as needed.
  • Put a few goodies out all day and keep restocking.
  • Keep the kitchen clean and tidy at all times.

GREETERS

Dates Available for Greeters:

Adjudication

Sun. Sept. 10 – Art Drop-Off day – 2 shifts  9:30am-1:00pm; 12:45pm-4:30pm (2 volunteers needed per shift)

Wed. Sept. 13 Art Pick-Up day – 2 shifts  9:30am-1:00pm; 12:45pm-4:30pm (2 volunteers needed per shift)

 

Show

Tues. Oct. 10 Art Drop-Off day – 2 shifts  8:30am-11:30am; 11:15am-2:30pm (2 volunteers needed per shift)

Thurs. Oct. 12 – Opening Night – 1 shift  5pm-9pm (14 volunteers neededshift time may vary within listed range)

Fri. Oct. 13 Show – 4 shifts  8:30am-12:00pm; 11:45am-3:15pm; 3pm-6:15pm; 6pm-9pm (1-2 volunteers needed per shift)

Sat. Oct. 14 Show – 4 shifts  8:30am-12:00pm; 11:45am-3:15pm; 3pm-6:15pm; 6pm-9pm (1-2 volunteers per shift)

Sun. Oct. 15 – Show & Closing – 3 shifts  8:30am-12:15pm; 12pm-3:45pm; 3:30pm-7:30pm (1-2 volunteers per shift)

During Adjudication Activity

  • Be present at the front doors to Mary Winspear Centre at all times.
  • Provide a friendly welcome!
  • Direct people to the appropriate tables to unpack/pack and register.
  • Confirm that artists have their Art ID Forms (AID) ready before they proceed to registration table.

During Opening Night Reception

  • Some Greeters will be present at the front doors to Mary Winspear Centre to greet guests, check invitations, and direct sponsors, patrons and artists to the appropriate areas.
  • Some Greeters will be present at the entrance to the Charlie White Theatre to check in the sponsors, patrons and artists to the prize-giving ceremonies.
  • Some Greeters will be present at the entrance to Bodine Hall where they will hand out catalogues.

During Show Dates

  • Greeters for Show need to know the whole process: welcome people, show them where to buy tickets, show them the jurors’ displays, know where artwork can be purchased at the Sales Desk, etc.

Show Closing

  • Direct purchasers to Sales Desk and artists to room 2 for retrieval of unsold art.

UNPACK/PACK TABLE

Dates Available for Unpack/Pack:

Adjudication

Sun. Sept. 10 – Art Drop-Off day – 2 shifts  9:30am-1pm; 12:45pm-4:30pm (2 volunteers needed per shift)

Wed. Sept. 13 Art Pick-Up day – 2 shifts  9:30am-1pm; 12:45pm-4:30pm (2 volunteers needed per shift)

 

Show

Tues. Oct. 10 Art Drop-Off day – 2 shifts  8:30am-11:30am; 11:15am-2:30pm (2 volunteers needed per shift)

Sun. Oct. 15 Art Pick-Up day – 1 shift  4:30pm-7:30pm (3 volunteers needed) Purchaser/Artist Pick-Up after close of Show.

 

  • Assist artists as required to unpack or pack their pieces – ensure nothing falls etc. – however, do not take over to do it for them nor interfere.
  • Keep the area clear of packing materials.
  • Remind artists to take their packing material home with them and bring it back during each pick-up day.

RUNNERS (Artist Assistants)

 

Dates Available for Runners:

Adjudication

Sun. Sept. 10 – Art Drop-Off day – 2 shifts  9:30am-1pm; 12:45pm-4:30pm (10 volunteers needed per shift)

Show

Tues. Oct. 10 Art Drop-Off day – 2 shifts  8:30am-11:30am; 11:15am-2:30pm (8 volunteers needed per shift)

Sun. Oct. 15 – Art Pick-Up day – 1 shift  4:30pm-7:30pm (10 volunteers needed) Purchaser/Artist Pick-Up after close of Show.

 

  • NOTE: Significant walking and lifting of art is required for the duration of the 3-4 hour shift.
  • Work in vestibule areas taking art to Artwork Crew in Bodine Hall and other display rooms.
  • Help the artists carry artwork to/from their vehicles if they need and request assistance.

 

Show Closing

  • Help purchasers and artists find work, check receipt with artwork number.
  • Escort purchasers and artists to exit door where a security volunteer will again match numbers.
  • Show them where they can pack up their work.

ARTWORK CREW

(CONFIDENTIALITY IS IMPORTANT)

Dates Available for Artwork Crew:

Adjudication

Sun. Sept. 10 – Art Drop-Off day – 2 shifts  8:30am-12:45pm; 12:30pm-5:30pm  (8 volunteers needed per shift)

Mon. Sept. 11 – Adjudication of Artwork – 2 shifts  8:00am-12:15pm; 12pm-4:30pm (27 volunteers needed per shift)

Tues. Sept. 12 – Adjudication of Artwork – 2 shifts  8:00am-12:15pm; 12pm-4:30pm (6-8 volunteers needed per shift)

Wed. Sept. 13 – Art Pick-Up day – 2 shifts  9:30am-1pm; 12:45pm-4:30pm (10 volunteers needed per shift)

 

Show

Tues. Oct. 10 – Art Drop-Off day – 2 shifts  8am-11:15am; 11am-2:30pm (6 volunteers needed per shift)

 

  • NOTE: Significant standing, lifting and walking required for the duration of all Artwork Crew shifts.
  • Prepare the rooms that will hold the artwork during adjudication.
  • Take artwork from Runners and arrange in numerical order for judging.
  • During the adjudication process, display artwork for the Jurors and afterwards keep artwork in numerical order.
  • During artwork pick-up, verify that ID number on artwork yellow Art ID Form (AID) copy agrees with number on pink AID copy to prevent errors.

3-D/PASTEL ROOM HELPERS

(CONFIDENTIALITY IS IMPORTANT)

Adjudication only

Dates, shift times and responsibilities as for Artwork Crew above.  (2 volunteers needed for each shift)

In addition, you will:

  • Provide security at the 3D room doors to ensure no unnecessary people are in the room.
  • Ensure artwork and yellow Art ID Form (AID) copies stay together.

ADJUDICATION TEAMS (Artwork Crew, Scribes, Jurors)

First day of adjudication

  • Each of the 3 Jurors reviews all of the art independently.
  • A Scribe is assigned to each Juror to record the assessment of each work of art.
  • To display the art, Artwork Crew volunteers are arranged into 3 teams, one team for each Juror.
  • Each team consists of a Team Leader, 2 Finders, several Displayers, and 2 Replacers, as assigned by the Team Leader.
  • The Finders locate each successive work of art in numerical order and transfer each piece in succession to the Displayers.
  • The Displayers hold the art up for display, say the art ID number to the Scribe, inform the Scribe of any number which may be missing, and return the art to the Replacers.
  • The Replacers replace the art in numerical order as close as possible, ensuring that it is placed in the correct numerical group of ten.
  • Team Leaders should ensure that the process proceeds smoothly.
  • Rotate positions appropriately as finding and replacing jobs can be tiring.

 

Second day of adjudication

  • All 3 Jurors together review art selected for further assessment.
  • The Artwork Crew gathers the selected art into a separate area in Bodine Hall.
  • They display this art for the Jurors, and when this further assessment is completed, replace the art in the correct place.
  • Generally only a limited number of Artwork Crew are needed thereafter to assist the Jurors, so the afternoon shift is often shorter.

 

NOTES:

  • Each team member’s prime responsibility is to the artist – handle the art with care.
  • Your next responsibility is to the Jurors. They have a large volume of pieces to adjudicate so keep the display line moving.
  • Because of space limitations, not all artworks can be placed separately but are stacked together in groups. Ensure the art is placed front-to-front and back-to-back, with bubble-pack between each and between the support surface and the art.
  • Ensure that adjacent stacks of art do not overlap to prevent artworks from falling.
  • When displaying art, hold it carefully by the sides, or with one hand on a side and the other underneath to support the work.
  • Do not comment on the art being displayed to your colleagues, the Juror or the Scribe.
  • Remember that scores and comments by the Juror are confidential. Do not pass along anything that you might hear.
  • Do not display your own art. If one of your pieces is coming up, ask someone else to display it and move to the back of the display line.

INTAKE RECORDERS

Dates Available for Intake Recorders:

Adjudication

Sun. Sept. 10 – Art Drop-Off day – 2 shifts  9:30am-1pm; 12:45pm-4:30pm (12 volunteers needed per shift)

 

  • NOTE: This volunteer role requires attention to detail and accuracy. The information entered into the spreadsheets during art intake for Adjudication provides the basis for all other administrative steps in the adjudication process. Errors at the initial stage can lead to misplaced artwork, failure by artists to collect the work, potential liability claims for damages, and other risks.
  • Check that the information on the Art Identification Form (AID) is complete and accurate.
  • Determine the location code for each piece (3-D, work under glass, work on canvas, or photography).
  • Enter required information on the spreadsheet provided.
  • Check that artwork is not damaged.
  • Confirm email contact addresses and remind the artist (or designate) of the pick-up time and date.
  • Attach the white copy of the AID to the original application form, the yellow copy to the artwork and return the pink copy to the artist. The pink copy is required to pick up the artwork at the end of the adjudication process.
  • Pass the artwork to a Runner for distribution to the appropriate room.

 

Dates Available for Intake Recorders:

Show

Tues. Oct. 10 Art Drop-Off – 2 shifts  8:30am-11:30am; 11:15am-2:30pm (8 volunteers needed per shift)

 

 

  • Check the artist’s AID forms against the adjudication records, confirm name and email address, and attach the envelope containing the appropriate descriptive ticket to the art.
  • Return the pink copy of the AID form to the artist; the yellow copy goes with/or attaches to the back of the artwork.
  • Pass the art to a Runner who will then take the art to the Artwork Crew in the temporary collection room.

OUT RECORDERS

Dates Available for Out Recorders:

Adjudication

Wed. Sept. 13 Art Pick-Up day – 2 shifts  9am-12:45pm; 12:30pm-4:30pm (12 volunteers needed per shift)

 

  • Check the artist’s receipts against the intake records, confirm name and email address, and direct the artists to Bodine Hall where the Artwork Crew will assist the artists to retrieve their artwork and then accompany them to Door Security.

 

Dates Available for Out Recorders:

Show

Sun. Oct. 15 – End of Show Art Retrieval – 1 shift  4:30pm-7:30pm (8 volunteers needed)

 

  • Double-check the pink copy of the Art ID Form (AID) against the artwork yellow copy when the artists come to pick up their artwork after the show.
  • Ask the artist to initial the Pick Up (PU) column on the correct line of the spreadsheet for each piece they are picking up.
  • Out Recorder initials the pink copy to confirm that the artist has been to the out-take desk.
  • Remind artists to ensure the yellow copy of the AID remains on the artwork until they have received the results of the adjudication. If the artwork is accepted, the yellow copy must be attached to the piece for show intake.
  • Direct the artists to the appropriate room where an Artwork Crew volunteer will help them locate their artwork.

DOOR SECURITY

Dates Available for Door Security:

Adjudication

Wed. Sept. 13 Art Pick-Up day – 2 shifts  9:30am-1:15pm; 1pm-4:30pm (3 volunteers needed per shift; 2 for Bodine Hall and 1 for the 3D room)

Show

Sun. Oct. 15 End of Show Art Pick-up – 1 shift  4:30pm-7:30pm (2 volunteers needed)

 

  • Double-check the artist’s copy of the AID against the artwork numbers when art is picked up after adjudication.
  • After the Show, double check that the purchasers and the artists have received/retrieved the correct artwork.

RESUME BINDERS

Dates Available for Resume Binders:

Show

Tues. Oct. 10 Art Drop-Off day – 2 shifts  8:30am-11:30am; 11:15am-2:30pm (3 volunteers needed per shift)

 

  • Artists provide 3 copies of a one-page CV. Place each copy into a plastic sleeve and insert alphabetically into 3 binders.
  • Check the alphabetizing process.

SHOW ATTENDANTS (This is a standing job)

Dates Available for Show Attendants:

Show

Thurs. Oct. 12 – Opening Night – 1 shift  5pm-9:30pm (4-6 volunteers needed)

Fri. Oct. 13 Show – 4 shifts  8:30am-12:00pm; 11:45am-3:15pm; 3pm-6:15pm; 6pm-9pm (6-8 volunteers needed per shift)

Sat. Oct. 14 Show – 4 shifts  8:30am-12:00pm; 11:45am -3:15pm; 3pm-6:15pm; 6pm-9pm (6-8 volunteers needed per shift)

Sun. Oct. 15 Show – 2 shifts  8:30am-1pm; 12:45pm-5:15pm (6-8 volunteers needed per shift)

 

  • Check tickets and give out catalogues at the entrance door to Bodine Hall.
  • At the exit door, hand stamp visitors who wish to re-enter and ensure no one without a hand stamp enters.
  • On the floor with information clipboards, answer questions about where specific pieces of artwork are located.
  • Keep security in mind by observing.
  • Circulate and trade jobs as needed.

TICKET SELLERS

Dates Available for Ticket Sellers:

Show

Fri. Oct. 13 Show – 4 shifts  8:30am-12:00pm; 11:45am-3:15pm; 3pm-6:15pm; 6pm-9pm (3 volunteers needed per shift)

Sat. Oct. 14 Show – 4 shifts  8:30am-12:00pm; 11:45am-3:15pm; 3pm-6:15pm; 6pm-9pm (3 volunteers needed per shift)

Sat. Oct. 14 Meet the Artists Night – Wine Ticket Seller – 1 shift  6pm-9pm (1 volunteer needed)

Sun. Oct. 15 Show – 2 shifts  8:30am-12:45pm; 12:30pm-5pm (3 volunteers needed per shift)

 

  • NOTE: Must be comfortable handling cash and giving correct change.
  • Sell single and three-day tickets to show attendees at the entrance to Bodine Hall.
  • Need to know details of show (will be told when you get there) in order to answer questions from visitors.