Head of the Art Room

Costs:
Panel and table spaces are typically rented to the artists for $10 (it was updated in 2006 since the previous cost of $5 per panel barely covered material cost for putting the panels together, let alone paying for the space the art show takes up) per 4' x 4' panel or table surface. This $10-per-space fee remains a flat rate throughout the entirety of pre-reg/registration; it is the one thing that does not move up in a price bracket as time goes on. HOWever, the convention also takes 10% of the art room sales, 10% of each work sold during the art show. This is a more important number when it comes to paying for the con than one would think.

Tables: These should be supplied for no extra cost to your convention by the hotel. Usually the space sells for the same as the panel; $10 for a 4' x 4' (or, rather, 8' x 2' ) surface. Let your Hotel Coordinator know how many are needed, and it is then his or her job to ensure that the Hotel provides them during set-up.

Panels: You will have to buy materials and put these together yourself, on site, or find a decent place to rent them from. It is doubtful that the hotel will have anything to accommodate you on this point. (And at least as far as every Gathering I've been to, no one has had luck renting them either.) Cost for panel material will vary. Home Depot is your friend. So is pegboard and its little art-hooks. (See the Art Panels section of the budget page for more details.)

Among your first priorities is to figure out how many people you can accommodate in the room, maximum, keeping in mind how the number of tables vs. panels requested will affect your total. While one typically arranges the set-up of the art room around the number and types of works submitted, you are working with a limited amount of space and need to discern a cut-off number for the purchase of space in the art room. A cramped show will make everybody’s work look bad. So will a poorly-lit one; make sure that the room tagged for your convetion's art show has adequate lighting!

General Duties

1. Keeping track of the artists:

This is pretty obvious but sometimes it can be overlooked. The art show coordinator needs to know how many artists are involved, how many pannels each artist has rented, how many tables were rented, and all the artists contact info. It is always good to email the artist as to confirm their order as soon as it is processed. It is also good to have this master list of artists at the con to check in who has arrived and who is a no-show.

2. Keeping track of the non-attending artists:

Every Gathering there are always one or two artists who participate by mail. The coordinator is in charge of obtaining and holding their art, setting it up on the panel at the convention, then taking it down at the end of the show and returning the unsold pieces to the artist. If the coordinator is unable to handle the non-attending artists piece then they should know who *is* handling it, and keep track of what is sent in and returned home.

In fact, if the Art Head is unable/unwilling to handle this aspect of the job, he or she should appoint the handler themself.

3. Publicizing the Art Show:

Sometimes the artshow goes unnoticed amongst the hype of the guests, events, and panels. The coordinator should make sure to let other artists know about the show. This can be as simple as posting in online message boards, news groups, and talking in artists communities. Word of Mouth is a powerful thing.

And while the Gathering is a gargoyle-centric convention, not all the art needs to be. Artists of other genres are welcome to display and try to sell their work; variety is nice, plus, well, the con gets a cut of the sales regardless of the subject matter.

Setting Up And Tearing Down

Its the coordinators job to supervise and help with the setting up of the art room and panels as well as taking them down at the end of the con. This also includes figuring out where and how to get the display boards, how to transport them to the hotel, and how to set them up. Its best to talk with the rest of the con staff on how to go about renting or buying the display boards for the art show. Some Staff will want the art show coordinator to be in charge of that aspect; some staff may have someone else be in charge of getting the materials and bringing them to the hotel.

Figure out whose duty this is early on, and make sure they know it is theirs. Check back with them over the course of the year to see how their search is going. NEVER ASSUME ANYTHING. ; )

Display panels are usually made up of peg board, PVC pipe, and a selection of joints for the PVC pipe. Wooden 2 x 2 's instead of PVC are also sometimes used.

To hang the art you will need plenty of hooks for pegboard, and black binder clips to clip to the art so you can hang the workds on said pegboard hooks.

Sometimes you will have a set up crew. Sometimes you will not. If you are stuck by yourself don't be afraid to ask the artists to help you out. They are usually very friendly and willing to help with the set up. In fact, some artists will want- even insist- on setting up their work themselves. Make sure you are as on time as you possibly can with set up. Allow time for error. Sometimes things go missing and you'll need to run to a local Home Depot.

Tearing down should be done by staff only. Artists can supervise if they insist, but this reduces the chance of someone accidentally walking off with sold work, or bumping up the final sell price for a work. To my knowledge, this has never happened...and hopefully never will. Remove the art carefully and keep each artist separate from each other. That way the artists and people who bought art can simply come up to your table and pick up their pieces.

Set-up is early on the first day of the con, as early as you have the time for after the room is unlocked by the hotel. Having set-up run into Opening Ceremonies is not fun; plus, it is nice if the art room is actually up for viewing the first day of the con.

Tear-down should likewise occur before Closing Ceremonies, so the art can be given to the buyers/returned to the artists in good time. Some people leave earlier the last day- make sure they know when the artwork is available for pick-up.

Selling Art

The Art Room Coordinator is in charge of keeping track of each piece of art that was sold. You should keep a very accurate list. The more information, the less headaches you'll have later. The vital information you should take down for sales is the title of the piece, the artist who did it, the name of the buyer, and the price it sold for. If a buyer purchases more than once piece from several different artists, make an itemized list of each piece for yourself and the buyer.

Sold art shouldn't be picked up until the end of the show, regardless if it has been payed for right at the end of the silent auction. The best way to do this is make receipts. At the end of the show, the buyer can simply show you the receipt and you can hand them their art. Its up to the coordinator if they want the pieces for sale (not on silent auction) to be paid for up front or at the end of the show. Silent auction pieces will have to be paid for at the end of the show.

DO NOT let buyers come in and take the art off the panels. This is how theft happens.

Prints have been a big question mark in past Gatherings. I find the best solution is to not sell prints at the art show. The coordinator will have enough on his or her plate trying to keep track of everything else. If an artist wants to sell prints, tell them they can do so themselves through Artists Alley. Anything sold through Artists Alley is the responsibility of the individual artist. This includes any money they make.[Which the con does not take a percent of.]

Voting

Creating the categories for voting:

This is something that is usualy best to discuss with the rest of the staff for input. In general there are three Catagories: Cannon Characters (pieces characters from the show) Fandom Characters (Pieces with only characters from fanfictions, chatrooms or RPG games) and Fantasy/SciFi (Fantasy/SciFi can also include fanart from other Fandoms). These categories should further be separated by medium (Computer Generated, Painting, Marker, 3D, etc.) How you divide them and how many or how few categories is up to the coordinator, and you may want to combine several types (such as pencil and graphite and pen-and-ink). Sometimes fun catagories can be created as well (Funniest Picture, Sexiest Goliath, etc). Take a look at the categories and fun awards offered by previous, or other, conventions.

The "Best of Show" vote can either be a separate category or go to the picture that has gotten the most votes overall in the art show.

Counting Ballots

This can be the most tedious part of being an art show coordinators iif done by paper slip voting. The ballots should be counted before closing ceremonies. Its best to do this with another staff member. A second pair of eyes makes for a more accurate count.

In 2003, Dreamie and Winterwolf put together an artist's database for the con, including a computer program for entering one's votes which automatically tallies them. While such a program is not good for things like, say, pre-registration, it works perfectly well for something like this. I'm pretty sure the "arbitrary" numbers on the convention badges at '03 were actually sign-in codes for voting to ensure that no one voted twice. They are willing to share this easy-to-use database, if you contact one of them about it. Creating an online poll would probably work pretty effectively as well, if you don't have a coder around.

The present year's Convention Staff, while certainly allowed to display their work, should not eligible for any awards. (This isn't true for every staff but I find if an art show coordinator wins an award, it looks fixed and just plain tacky.) Make it clear on the panels that the artist in question is not to be voted on.

Awards and Ribbons

Talk to the staff and find out who needs to purchase ribbons or trophies for the art show (Probably this will be the Merhcnadise Coordinator) and let them know exactly what you need. Usually, gathering awards first, second, and third place in the art show for each category, and "winner" / "honorable mention" ribbons can be used for the "fun" categories. Remember to get a few extra prize ribbons in case there's a tie! Sometimes there are leftovers from previous cons. But every so often the coordinator has to go out and find ribbons for the art show. These can usually be found at your local party favor store, or in bulk on-line. Sometimes certificates are given out to all the artists who participated. [See the section in budgeting "Incidentals"]

You will either have to print these up yourself, unless there is someone else in charge of all printing stuff, in which case you need to let them know exaclty what you need, and a list of names you need it for.

Paper Work

Along with keeping track of the art show, a small amount of paper work comes with the job. The coordinator is required to type up piece sheets for each individual piece for the artists as well as silent auction sheets, art show ballots, and name plates. All this paper work should be kept in a packet for each artist and given to them when they check in.

1. Piece Sheets:

Though not every coordinator has done this, I find this extra work makes the work after the con go far smoother. Request that the artists send in a list of the pieces they plan to exhibit. This information should include the title of the piece, what medium was used, the category of the piece (Cannon, Fandom, Fantasy, etc.), and the price, if it is for sale. This will give you a master list of all the work that will be in the show. This helps with keeping track of what artists sold what and for how much. This also makes the art show look more professional and clean with nicely typed piece cards by each work of art. If an artist has no clue what they will bring, insist they make a list for what they do have and make blank cards they can fill out themselves. This way any surprise pieces will have a card in some way shape or form.

...and since often half the artists don't know for sure every piece they are entering until they leave for the con, they are often necessary. Make sure to update the overall Art List with these last-minute additions.

2. Name Tags:

A plate (laminated tag or cardstock) with the name of the artist. Sometimes they will want to go by their real name, sometimes by an alias. Its always good to MAKE SURE TO ask the artist what they prefer to go by.(Some people in the fandom are very touchy about the use of their given names.

If an artist has a table as well as a panel, make two name plates. Its also good to write on the name plate "Not eligible for voting" if a staff member has decided to display work in the art show.

3. Silent Auction:

A favorite of the art show is the silent auction. Think e-bay on paper. These sheets should have a place for the title of the piece, the starting price, and a place for each bidder to leave their name and their bid. These sheets should be kept with its piece until the winning bidder comes to pick up his or her art.

4. Art Show ballots:

This is simply a form for the show viewers to vote with. I find the best type of ballot to make is a fill in ballot. The participant simply writes in the artist and the title of the piece in each category.

Artist Alley

This is relatively new to the Gathering but has proven to be a big success. Many artists want to sell prints or do commissions at the con, or simply have a place to hang out and doodle. This is a good way for an artist to make money with out a middle-man. This has not been an event that an artist has paid for but the decision whether or not to charge for it is ultimately in the Con Staff's hands.

Artist's Alley is (physically) a row of tables inside or just outside the Art Room, and can double as a place for Writer's to sign copies of the yearly Fanfic Anthology, provided that it is a tradition that carries on in the future. Make sure to include these in the number of needed tables that the hotel has to supply.

[For the record, yes, we intend to have Artist's Alley at the 2005 Vegas Gathering, and no, it will not garner extra fees. There will be a sign-up for it however. And there should be an Anthology of some kind as well (see the section below on "Expenditures" for more on the concept).]

1. Setting up an Alley

Talk to the staff on where to set up the Artist Alley. Some prefer it to be in the Art Room. Some prefer it to be in the Dealer's Room. Either way, the coordinator is responsible for this as well as the art show. This needs to be decided early in advance, to avoid room layout problems. Once you establish where the alley will go, make sure there are enough tables and chairs for each artist's set up.

...and no, you're "alley" doesn't actually have to be alley-shaped. ; ) A ring of tables will do, if that is the only space you have for it.

2. Scheduling

Each artist should sign up for a time slot. When they are and how long they go are up to the coordinator. Sometimes artists want to sign up for more than one day. Make sure that the alley isn't scheduled against anything it shouldn't be (The radio play, opening or closing ceremonies, or masquerade) Usually the schedule of the room dictates this for you. The art room is typically closed for all of the previously-mentioned events, and closes each day usually just before "dinner time".

It is good to display the artist alley schedule so people know if and when their favorite artist is working. This should go on the convention website once there is a finalized version, and a print-out of it should be posted at the alley itself where everyone passing by can see.

3. Signing up for the Alley

Sign ups for artist alley should begin as soon as the art show sign up. This is another thing the coordinator should have a master list of. Who is signed up, and when they are scheduled. Sometimes artists wish to sign up on site. This has never been a problem in the past but make sure they know they have to bring their own supplies.

4. What an artist needs.

Its NOT the coordinator's responsibility to bring art supplies for the alley. Make sure each artist knows they have to supply their own material. This includes but isn't limited to: paper, pencils, markers or any other media they choose, A cash box or cash wallet of some sort, a receipt book if they wish, and prints they wish to sell.

Artists should NOT store their supplies in the Artists Alley. They are responsible to cleaning up their site and securing their own possessions.

After The Con

1. Emailing the artists

Before the checks are sent out, Its good to email the artists and tell them the grand total of what they sold. That way if they have any questions, they know you are still manning the art show email address. [Or at least the art side of the convention email address. Or that you are still available through a personal address, if you choose.]

2. Paying the artists:

The money the artists made will be handled by the treasurer. The coordinator should hand the receipt book and lists of sales to him or her. Sometimes the treasurer will request that the coordinator be in charge of organizing the lists of who sold what. Once again, it is always good to keep as detailed a list as possible.

3. Sending the art back:

For artists who participated via mail, The coordinator is required to send the artist's work back to them. Usually the artist is required to pay for their work to be sent back; make sure that the artist 1) knows about this postage fee, and 2) has in fact included it with their sent-in work or with their registration fee.

CP 101 would like to thank Cindy "Eden" Kinnard for her excellent write-up of the duties of an Art Room Head.