The Abiquiú Studio Tour and the Abiquiú Gathering of Artisans are two separate annual art events produced by the Abiquiú Arts Council.
The Abiquiú Arts Council is run by volunteers. No one receives any payment for their work on the behalf of the artistic community. Some people have enough time and motivation to become Board members. These wonderful folks take on greater responsibilities and, along with community volunteers, produce the Abiquiú Studio Tour and the Abiquiú Gathering of Artisans.
These events cannot happen without the help of volunteers in the community.
Here is a list of the volunteer positions necessary to make the Abiquiú Studio Tour and the Abiquiú Gathering of Artisans happen.
AAC JOB DESCRIPTIONS
Board President – Up to 10 hours/week all year
The President is essentially in charge of making sure AAC events happen. The “buck” stops with the President.
- Supervise and control all the business affairs of the corporation.
- Preside at all meetings of the Board. This includes preparation of the agenda in consultation with officers and committee chairpersons.
- Sign any contracts or other instruments that the Board of Directors has authorized.
- Regularly meet or communicate with the Event Coordinator.
- Appoint chairpersons (or co-chairpersons) of committees. Identifying the job coordinator, independent contractors for the map, and committee chairs.
- Represent the organization to the public.
- Periodically consult with Board Members on their roles and help them assess their performance.
Vice President – Board Position – Up to 5 hours/week March-November
- In the absence of the President or in the event of her/his inability to act, perform the duties of the President.
- Assist the President in the performance of duties.
- Perform such other duties as from time to time may be assigned by the President or by the Board of Directors.
Secretary – Board Position – 1-2 hours/month all year
- Keep the minutes of the meetings of the Board of Directors and the AST general meeting. Distribute minutes in a timely fashion.
- See that all notices are duly given in accordance with the provision of the bylaws or as required by law.
- Maintain current, accurate list with contact information (post office address, telephone, email) of each Director and designated non-voting Board members.
- Be custodian of the corporate records. Maintain these records and ensure their accuracy and safety. See Article XII. Exhibit at all reasonable times to any director or his/her agent, copies of bylaws, membership list, the minutes of the proceedings of the Board of Directors.
- Assume responsibilities of the President in the absence of the President and the Vice President.
Treasurer – Board Position – 2-4 hours/month all year
The treasurer is fully responsible for the following, even if some of these duties are delegated to others.
- The Treasurer shall serve as Financial Officer of the AAC and will assume all duties of the Financial Officer in accordance with Generally Accepted Accounting Principles.
- Assume charge and custody of, and be responsible for, all funds and securities of the corporation within the policies determined by the Board.
- Receive and give receipts for moneys due and payable to the corporation.
- Report to the Board of Directors on the financial standing of the organization whenever requested to do so, at least at each Board meeting.
- Ensure that all government reports are submitted on a timely basis. These include: the annual report to the Secretary of State, the 990 and the filing with the Attorney General providing copies to the board and giving copies to the Secretary for the corporate files.
- Facilitate and oversee audits.
- Work with President and committee chairpersons in preparing the annual budget and presenting the budget to the Board of Directors for approval.
Treasurer Assistant – 2-4 hours/month all year
Responsible to back up the Treasurer in all things.
Event/Tour Coordinator – Board Position – Up to 4/hours/week May-October
The Event Coordinator is responsible for the following, even if some of these duties are delegated to others.
- The Tour Coordinator, as directed by the Board, with input of committee chairs and participants, establishes the schedule and deadlines for operation of the current year’s event.
- Maintaining the schedule and calendar as developed by the Board.
- Communication with Committee heads. Managing and assisting such individuals with their responsibilities so their assigned tasks can be accomplished in a timely manner.
- Acting as a liaison between Committee heads and Independent Contractors to make sure they have all the information necessary to accomplish their assigned tasks and they are meeting deadlines.
- Working with the Board of Directors to coordinate communications to the participants, Independent Contractors and the public.
- Reporting communications to the Board in a timely manner or at the monthly Board meetings (whichever is more urgent).
- Acting as the Point of Contact for the AAC when inquiries are made from the press, the public or any other interested party.
Event Coordinator Assistants – Up to 4 hours/week May-October
Responsible for tasks as assigned by the Event Coordinator.
- Up to 4 assistants – the more assistants the easier the workload!
Fundraising Chair – Board Position – Up to 3 hours/week March-July
Responsible for overseeing the Raffle Coordinator, Silent Auction Coordinator, Merchandise Coordinator and Donations Coordinator
Donations Coordinator – Up to 5 hours/month April-June & November
Responsible for raising funds through donation-request letters. Responsibilities include:
- Working with the Communication Committee head to write a donation-request letter
- Working with the Communication Committee head to create a donation form to accompany each letter
- Creating a mailing list of potential donors
- Making sure the addresses are up to date
- Making sure the contacts are up to date
- Formatting the letters with each recipients’ name, address and salutation
- Acquiring supplies – stamps, envelopes, labels, paper
- Getting the letters printed
- Getting address labels printed
- Getting return address labels printed
- Getting the letters signed by the President of the arts council
- Collating, folding, stuffing, stamping and mailing of the letters
- Keeping track of the donors and their donations
- Writing thank you notes
Donations Coordinator Assistant – Up to 5 hours/month April-June & November
Education/Outreach Committee – Up to 6 hours/month March – October
Responsible for organizing educational programs and community outreach. Responsibilities include:
- Reaching out to area schools to determine needs and how the AAC can become involved in meeting those needs
- Creating educational programs to be taught in the schools or in the community (ie at the Library)
- Finding artists willing to teach classes.
- Coordinating with the O’Keeffe center
- Creating small art-related projects for children
- Organizing a team of table-sitters for the Abiquiú Farmer’s Market and other area events.
- Helping to promote the AST and AGA in the community.
Communication Committee – Up to 3 hours/month all year
Responsible for writing all letters and communications. Responsibilities include:
- Working with the President and other committee heads to create appropriate communications
- Assisting the Donations Coordinator with the donation request letter and form
- Writing and submitting announcements to the Abiquiú News
- Communication with event participants via email, letter or in person.
- Writing statements and blurbs to be included in advertisements
- Writing scripts for radio advertisements
- Writing any other letters, emails or other communications as may be necessary
Administration/Data entry/IT – Up to 6 hours/month February-June
Responsible for data management. Responsibilities include:
- A knowledge of computers, spreadsheets, tables and charts
- Data entry
- Working with the President and Vice President to create the online registration form.
- Ability to separate pertinent information out of a large spreadsheet for specific uses
- Organizing the data collected from the registration forms for the use of various committees, committee heads and independent contractors.
- Maintain a list of all participants including name, address, contact information, email address, exhibit location, fees paid, etc.
- Providing information to various committee heads
- Providing images to the Graphic Design committee
- Organizing artist images for jurying purposes
- Organizing images for the map
Membership/Participant Chair – Up to 8 hours/month July-October
Responsible for communicating with the artists and food vendors. Responsibilities include:
- Working with the Communications committee
- Acting as the point of contact for questions
- Setting up the mercados
- Assigning artists to artist hosts
- Handling keys, unlocking and locking locations
Stops Coordinator – Up to 6 hours/month June-October
Responsible for making sure all stops are within the AST boundaries. Responsibilities include:
- Knowledge of the tour boundaries
- Working with the Membership/Participants Chair
- Creating a map showing the locations of all stops and all participants assigned to those stops
- Providing this map to the Graphic Design committee and Event Coordinator
- Determining the number of stops and communicating this to the Sign Committee
Sign Committee – 8-10 hours/month September-October
Responsible for maintaining and distributing all road-side signs and flags. Responsibilities include:
- Inventorying all signs and flags to make sure we have enough for the number of stops
- Assessing the condition of all signs and flags
- Purchasing necessary supplies to keep the signs/flags in good repair
- Repairing/maintaining the signs and flags
- Distributing the signs/flags
- Picking up the signs/flags after events
- Arranging for storage of the signs/flags
Volunteer/Jobs Coordinator – 5 hours/month May-October
Responsible for organizing and assigning volunteers. Responsibilities include:
- Making sure each participant has volunteered for a job
- Working with other committee heads to make sure they have the people they need
- Reassigning volunteers to committees that don’t have enough people
- Reassigning volunteers who may not be physically able to accomplish the necessary task
- Collecting reports from committee heads of the volunteers who did and did not complete their required tasks/hours
- Communicating with volunteers to make sure they complete their hours
- Communicating with volunteers regarding schedule changes, problems, etc.
- Tallying up all volunteer hours
- Working with the Communication Committee head to write letters to volunteers who did not complete their required hours
Graphic Design Committee – Up to 5 hours/week June-September
Responsible for overseeing the design & printing of our maps, rack cards, ads and other collateralResponsibilities include:
- Working with the President to determine the “look” of collateral
- Selecting images from those that have been submitted by the artists
- Contacting artists for high resolution images if not submitted that way
Map
- Working with the map designer to determine the overall “look” of the map
- Providing approved images to the map designer for the cover
- Getting information from the Stops Coordinator and forwarding it to the map designer
- Organizing each artists’ information (photo, name, stop #, description, contact info) and getting it to the map designer
- Organizing the Donor and Sponsor information and getting it to the map designer
Ad design
- Working closely with the Advertising Coordinator
- Providing images in the proper resolution to the Advertising Coordinator
- Designing or overseeing the design of ads
Social Media Coordinator – Up to 2 hours/week May-October
Responsible for maintaining our social media presence.
- Posting on Instagram and FaceBook regularly
- Posting photos and stories about the artists and the event on social media
Advertising Coordinator – Up to 3 hours/week February-October
Responsible for gathering advertising prices and working directly with publications to place ads. Responsibilities include:
- Working with the President and Tour Coordinator to determine publication priority
- Working with the President and Tour Coordinator to determine an overall advertising strategy that is within our advertising budget
- Providing information to the Lodger’s Tax Representative
- Assisting in writing the Lodger’s Tax Grant
- Making sure invoices are submitted to the Lodger’s Tax representative properly
Print Ads Coordinator – Up to 3 hours/week March-September
- Downloading media kits
- Gathering information on all potential publications
- Publication name
- Contact info
- Ad prices
- Ad sizes
- Deadlines
- Entering all data into a spreadsheet
- Working with the Graphic Design Committee to develop ads
- Working with the publication’s representative to submit the ad
- Resizing ads if necessary
Radio Ads Coordinator – Up to 10 hours in August, September
- Gathering pricing information
- Working with the President and Tour Coordinator to determine station priority
- Working with the President and Tour Coordinator to determine an overall advertising strategy that is within our advertising budget
- Determining deadlines
- Assisting with ad script development
- Assisting with interviews
Free Ads Coordinator – Up to 10 hours in May
- Identifying free advertising opportunities
- Gathering information including
- Publication name
- Contact info
- Ad sizes
- Deadlines
- Placing ads
Distribution Committee – Up to 2 hours/week June-September
Responsible for distribution of maps, rack cards and flyers
- Receiving and storing cards, maps or flyers
- Organizing and supplying paid distributors
- Organizing volunteers and assigning areas for distribution
- Holding volunteers accountable (Checking to make sure they didn’t just throw flyers in the trash)
- Keeping track of volunteer hours and reporting it to the Jobs Coordinator
Preview Exhibit committee – Up to 15 hours throughout the year
Responsible for organizing the Artists’ exhibit at the Abiquiú Inn
- Contacting Abiquiú Inn management and securing the space for the exhibit
- Determining the exhibit dates including drop-off and pick-up dates/times
- Securing an agreement from the Abiquiú Inn and providing it to the President for signature.
- Working with the Communication Committee to send out exhibit information to participating artists
- Updating the Artist Agreement document, printing it out and providing it to artists at drop-off.
- Accepting artwork
- Installing artwork
- Creating and printing tags
- Providing a spreadsheet to Inn personnel so they can keep track of sales.
- De-installing artwork
- Returning artwork to the artists
Party Committee – Up to 10 hours in October
- Organizing an after-event artists’ get together
- Securing a location
- Communicating time/place to participating artists
- Set up and clean up