Artist Alley: Difference between revisions
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== Basic Department Description == | |||
Offer vendor tables. You plan location, rules, and dates. Open applications, accept/deny applications, wait lists. At con, you are checking in your vendors, and selling some at con tables. | |||
=== What do you do for the convention/What is your purpose? === | |||
* Also offer some spots to Marketing department for important table trades | * Also offer some spots to Marketing department for important table trades | ||
=== What skills are handy for those in this position? === | |||
* Organization | * Organization | ||
* Communication-emailing. | * Communication-emailing. | ||
=== What is your staff email? === | |||
* [[[email protected]]] (These are the forward facing "job” emails that get posted to the public and forward emails to your personal VF email. Your personal VF email is what you log in to and use to read and respond to emails.) | |||
== Yearly Responsibilities == | |||
* Complete a table layout (This should be done before applications open.) | * Complete a table layout (This should be done before applications open.) | ||
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* As with dealers application: they should add some information on what they are selling. This is to prevent people for using vendor tables as game demos. Demos can be done in the games room. | * As with dealers application: they should add some information on what they are selling. This is to prevent people for using vendor tables as game demos. Demos can be done in the games room. | ||
* We have a selection reserved beforehand AND a handful of spots available for daily drop ins AT CON so don | * We have a selection reserved beforehand AND a handful of spots available for daily drop ins AT CON so don't fill ALL your spots! | ||
=== Accepted artists decision date === | |||
* 2016 started in october of 2015 | * 2016 started in october of 2015 | ||
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* 2018 | * 2018 | ||
=== Closing applications === | |||
* 2016 Jan 31st | * 2016 Jan 31st | ||
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* 2018 | * 2018 | ||
=== what days and what time is artist alley open. === | |||
keep in mind you need check-in/setup times available for sign in for expected vendors and for drop ins as well. | keep in mind you need check-in/setup times available for sign in for expected vendors and for drop ins as well. | ||
* Deadline for marketing to have table trades | * Deadline for marketing to have table trades | ||
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* create an application, or re-use one already made. OR Convention Master | * create an application, or re-use one already made. OR Convention Master | ||
* Make sure this has a REQUIRED ‘real name’ field AND a | * Make sure this has a REQUIRED ‘real name’ field AND a "Prefered Business Name” field. We need to know who they are in the reg system as well as be able to put their proper business name on the website if they pre-order a table space. | ||
* Make sure this also has a REQUIRED space for them to put in their website URL or Gallery link. | * Make sure this also has a REQUIRED space for them to put in their website URL or Gallery link. | ||
* Make sure it also has a REQUIRED area for them to choose what days they want to be in the artist alley. (Friday/Sat/Sunday, Usually the same days as the DD is open.) | * Make sure it also has a REQUIRED area for them to choose what days they want to be in the artist alley. (Friday/Sat/Sunday, Usually the same days as the DD is open.) | ||
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* create a spreadsheet to help organize where your applicants will go. it can also host a wait list. | * create a spreadsheet to help organize where your applicants will go. it can also host a wait list. | ||
* Consult Chairs about getting a form to sign for Artist Alley just like the Dealers Den and Art Show applicants must sign. (Liability waiver and TOS for the vendors to sign so that they understand the rules about the Artist Alley.) You do not make the form, one will be provided, but you MUST contact the chairs. | * Consult Chairs about getting a form to sign for Artist Alley just like the Dealers Den and Art Show applicants must sign. (Liability waiver and TOS for the vendors to sign so that they understand the rules about the Artist Alley.) You do not make the form, one will be provided, but you MUST contact the chairs. | ||
== Are there things you need to order/get during the year? == | |||
* Number signs for the tables/spots, or have a print out of the name for reserved tables. (Consult sign shop) | * Number signs for the tables/spots, or have a print out of the name for reserved tables. (Consult sign shop) | ||
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* Order Cash Box from Treasury/Chairs<sup>[[[j]]]</sup> for at con artist alley applications. (This is to make sure that ops will have one for you during the days you need it! Ops is where you will get it from during the event.) | * Order Cash Box from Treasury/Chairs<sup>[[[j]]]</sup> for at con artist alley applications. (This is to make sure that ops will have one for you during the days you need it! Ops is where you will get it from during the event.) | ||
== What do you need to do during the year to function AT CON? == | |||
* Have a table layout (map) | * Have a table layout (map) | ||
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* On your at-con sign in sheet, make sure there is a sign out section as well so you can mark in the time someone has left their table, if they do. (Make sure it is communicated to the artists to come sign out if they leave or to tell you if they need to leave for a moment, otherwise their table may end up forfeit to the next person in line.) | * On your at-con sign in sheet, make sure there is a sign out section as well so you can mark in the time someone has left their table, if they do. (Make sure it is communicated to the artists to come sign out if they leave or to tell you if they need to leave for a moment, otherwise their table may end up forfeit to the next person in line.) | ||
== How many volunteers do you need to function well AT CON? (make sure everyone has proper breaks in their at con schedule!) == | |||
* 2016 did not have any volunteers, but Artist Alley should have a Lead and a 2nd at least, because you are REQUIRED to have someone at the check-in table during all Artist Alley hours to handle any issues or to sign in late comers if there is space. (Or to fill in spaces if a vendor leaves/signs out of their table!) | * 2016 did not have any volunteers, but Artist Alley should have a Lead and a 2nd at least, because you are REQUIRED to have someone at the check-in table during all Artist Alley hours to handle any issues or to sign in late comers if there is space. (Or to fill in spaces if a vendor leaves/signs out of their table!) | ||
* Volunteers will be to keep an eye on the tables, sit for people who need breaks, get people water, sign in latecomers. You will probably only need 1-2 + yourself and your 2nd, for the day. (make sure everyone has shifts!) | * Volunteers will be to keep an eye on the tables, sit for people who need breaks, get people water, sign in latecomers. You will probably only need 1-2 + yourself and your 2nd, for the day. (make sure everyone has shifts!) | ||
== What equipment do you need to function well AT CON? == | |||
* laptop, or a notepad/paper for yourself to keep track of who pays/is in the AA and where. | * laptop, or a notepad/paper for yourself to keep track of who pays/is in the AA and where. | ||
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* Should have an official form for Artist Alley, just like the Dealers Den and Art Show CONSULT CHAIRS! | * Should have an official form for Artist Alley, just like the Dealers Den and Art Show CONSULT CHAIRS! | ||
* Cash Box for at convention Artist Alley applicants. | * Cash Box for at convention Artist Alley applicants. | ||
* You need to ask for it every day from Operations. | * You need to ask for it every day from Operations. | ||
== What staff will you be working with AT CON? == | |||
* more than likely you will be dealing with ops, and IT. | * more than likely you will be dealing with ops, and IT. | ||
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* Reminders about daily at convention artist alley spots (We have a selection reserved before hand AND a handful of spots available for daily drop ins AT CON.) | * Reminders about daily at convention artist alley spots (We have a selection reserved before hand AND a handful of spots available for daily drop ins AT CON.) | ||
Your Department on the Website/in the Conbook | == Your Department on the Website/in the Conbook == | ||
* Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design? | * Do you need a website/conbook page/blurb for your department/event? What information do you need on this page/blurb? Do you need to provide a layout design? | ||
=== Website === | |||
* rules | * rules | ||
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* Pre-order/Reserved Artist list WITH website links! | * Pre-order/Reserved Artist list WITH website links! | ||
=== Con book === | |||
* location/map | * location/map | ||
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* If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it! | * If you spot any mistakes in your blurb for the conbook, make sure to contact them ASAP about it! | ||
6 Months before con, what do you need to have done? | == 6 Months before con, what do you need to have done? == | ||
* Add in items your department should have completed by this time and items to finish ASAP. | * Add in items your department should have completed by this time and items to finish ASAP. | ||
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* creating a layout (map) | * creating a layout (map) | ||
3 Months before con, what do you need to have done? | == 3 Months before con, what do you need to have done? == | ||
* Do you have enough volunteers? | * Do you have enough volunteers? | ||
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* You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.) | * You should start building a schedule for your team. (Use the Master Schedule for the year! Programming lead sets this up every year and it houses our event schedule as well as the work/team schedules for at con departments.) | ||
1 Month before con, what do you need to have done? | == 1 Month before con, what do you need to have done? == | ||
* Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.) | * Send in your BEO’s to Hotel Lead. (Banquet Event/Equipment Order. This is what the hotel needs to set up for your room if applicable. Tables, chairs, etc. You also need a layout of how the room is to be put together with those items.) | ||
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* When you hand it in each day, make sure to sign your name, and department on the envelope. To reseal the envelope you need to use the numbered sticker provided. (confirm with treasury every year to confirm of this.) | * When you hand it in each day, make sure to sign your name, and department on the envelope. To reseal the envelope you need to use the numbered sticker provided. (confirm with treasury every year to confirm of this.) | ||
After the Convention/Before the Firing Party | == After the Convention/Before the Firing Party == | ||
* Clean up your tables, do not leave any signs around. | * Clean up your tables, do not leave any signs around. | ||
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* If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[[email protected]]] & [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] | * If VancouFur owes you money for department spending, PLEASE PLEASE send your reciepts to [[[email protected]]] & [[[email protected]]] and then fill out [[https://goo.gl/forms/I9u1EEhAFNAaJfIQ2]] | ||
Break down of contacts | == Break down of contacts == | ||
* Who on staff do you need to be in contact with regularly for your department to function? | * === Who on staff do you need to be in contact with regularly for your department to function? === | ||
* your exec, if you’re ever stuck, or have questions. | * your exec, if you’re ever stuck, or have questions. | ||
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* If you wish to have wifi for your vendors [2016 did][2017 had to use hotels,not IT’s fault]) | * If you wish to have wifi for your vendors [2016 did][2017 had to use hotels,not IT’s fault]) | ||
==== Social media (is one of your big ones) ==== | |||
* Spreads your information | * Spreads your information | ||
* Keeps everyone updated on your department | * Keeps everyone updated on your department | ||
==== Website (is your other big one) ==== | |||
* If you need to update, they will do it, | * If you need to update, they will do it, | ||
* Holds all your rules, and information. | * Holds all your rules, and information. | ||
==== Con book ==== | |||
* Needs table layout, and information | * Needs table layout, and information | ||
==== Hotel ==== | |||
* Needs BEO’s, and table layout. | * Needs BEO’s, and table layout. | ||
==== Theme ==== | |||
* You need to inform them where decor can, and can not go. or if you dont want big decor things. For 2016 i had a map of my area, and highlighted the areas of no decor. It will be changing for 2017, as the layout has changed. | * You need to inform them where decor can, and can not go. or if you dont want big decor things. For 2016 i had a map of my area, and highlighted the areas of no decor. It will be changing for 2017, as the layout has changed. | ||
==== Treasurer (in regards to cash box-during convention) ==== | |||
=== Who is your executive contact? === | |||
=== Do you have contacts outside of VF staff that you should be in contact with? === | |||
* No, you are only in communication with your vendors, and staff. | * No, you are only in communication with your vendors, and staff. | ||
Department Inventory and Ordering Resources | == Department Inventory and Ordering Resources == | ||
General feedback/tips for future staff when ordering products (sizing, how much the order vs how many expected attendees, etc) | |||
=== 2016 === | |||
* 11 tables (one for check ins, 10 for vendors) | * 11 tables (one for check ins, 10 for vendors) | ||
* 22 chairs | * 22 chairs | ||
=== 2017 === | |||
* 14 tables (check-in/info desk, 13 vendor tables) 2.5 were table trades | * 14 tables (check-in/info desk, 13 vendor tables) 2.5 were table trades | ||
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* numbers | * numbers | ||
=== Friday === | |||
* 2016 - .5 was empty. 9.5 tables were used (almost full) | * 2016 - .5 was empty. 9.5 tables were used (almost full) | ||
* 2017 - 4.5 tables were empty - 8.5 tables had vendors | * 2017 - 4.5 tables were empty - 8.5 tables had vendors | ||
=== Saturday === | |||
* 2016 - .5 tables were not used. 9.5 tables were used. (almost full) | * 2016 - .5 tables were not used. 9.5 tables were used. (almost full) | ||
* 2017 - .5 tables were not used - 12.5 tables were used (almost full) | * 2017 - .5 tables were not used - 12.5 tables were used (almost full) | ||
=== Sunday === | |||
* 2016 - 6 tables were used | * 2016 - 6 tables were used | ||
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* Will be adding this to the form of preference. -change tables daily, or stay same spot. And removing assistance from form. They can have assistance, and that should be placed in the rules. But they do not need to list who their assistant is. | * Will be adding this to the form of preference. -change tables daily, or stay same spot. And removing assistance from form. They can have assistance, and that should be placed in the rules. But they do not need to list who their assistant is. | ||
Do | == Do's and Don'ts of the Department == | ||
=== What worked well/Would suggest doing again? === | |||
* i highly recommend doing pre-registrations, and at con | * i highly recommend doing pre-registrations, and at con | ||
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* Recommend using the area where the concession stand was. | * Recommend using the area where the concession stand was. | ||
=== What didn't work/would suggest to avoid? === | |||
* There were no signs. This is a must now! Table numbers, or naming the tables ahead of time. | * There were no signs. This is a must now! Table numbers, or naming the tables ahead of time. | ||
* Richmond Executive Airport Hotel: | * Richmond Executive Airport Hotel: | ||
=== Tables in the entrance walkway: === | |||
* If you need to add more tables, only place 2 tables in this area. Otherwise I would suggest avoiding this area. | * If you need to add more tables, only place 2 tables in this area. Otherwise I would suggest avoiding this area. | ||
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* Smoke can be an issue as well, as smokers are just outside the door, and it wafts in. | * Smoke can be an issue as well, as smokers are just outside the door, and it wafts in. | ||
=== Glass walkway === | |||
* A suggestion to turn one of the tables so that people can see it. This will block the doors to the courtyard. (may be a risk, get confirmation from hotel lead) | * A suggestion to turn one of the tables so that people can see it. This will block the doors to the courtyard. (may be a risk, get confirmation from hotel lead) | ||
* Can not block the door leading outside, as that is a fire hazard. (this door is opposite the courtyard door, and must remain unblocked) | * Can not block the door leading outside, as that is a fire hazard. (this door is opposite the courtyard door, and must remain unblocked) | ||
=== On the application form === | |||
* Add: half table, full table option | * Add: half table, full table option | ||
* Add: description of what they are selling (Artist Alley is for vendors, and table trades. Not Game demos (game demos can be done as an event) | * Add: description of what they are selling (Artist Alley is for vendors, and table trades. Not Game demos (game demos can be done as an event) | ||
=== What would you suggest to be done for the future years of your department that aren't already in motion? === | |||
* Signs | * Signs | ||
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* It is not very clear in the rules about selling. Need to elaborate better on what can be sold, and not sold. | * It is not very clear in the rules about selling. Need to elaborate better on what can be sold, and not sold. | ||
* | * "This must be your own work displayed at your table.” May need some better wording. They may sell merchandise, but only if it is something they contributed art wise, like a book, maybe they wrote it, or drew the pictures for it, or they are the publicist. Or book company that sells these books. | ||
* they can not be items purchased from a store, or from your own collection to resale, this is not a garage sale, or a store in general. This is for artists to sell their work. | * they can not be items purchased from a store, or from your own collection to resale, this is not a garage sale, or a store in general. This is for artists to sell their work. | ||
Other Resources | == Other Resources == | ||
* Resources for how you organized your time, any apps that were helpful to you, etc. | * Resources for how you organized your time, any apps that were helpful to you, etc. | ||
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* when form is filled out, the applicants go on a spreadsheet. easy to colour code, and communicate with. | * when form is filled out, the applicants go on a spreadsheet. easy to colour code, and communicate with. | ||
=== Docs === | |||
* to write up newsletters | * to write up newsletters | ||
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* if there were any complaints from previous year, i can look at it in one doc, and try to find a solution | * if there were any complaints from previous year, i can look at it in one doc, and try to find a solution | ||
=== maps === | |||
* making a layout where all your tables go. | * making a layout where all your tables go. | ||
* marking a zone of no decor. you do not want to overcrowd your vendors with decor, or block them. | * marking a zone of no decor. you do not want to overcrowd your vendors with decor, or block them. | ||
=== CM (convention master) === | |||
* to keep track of who is registered, and if people have paid. | * to keep track of who is registered, and if people have paid. | ||
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* Easy to place on assigned days | * Easy to place on assigned days | ||
PLEASE REMEMBER | == PLEASE REMEMBER == | ||
* Always respond to emails/contacts, even if it is just to say "I recieved your email and will get back to you soon!” / "I don't know the answer but I am looking into it for you!” | |||
* Always respond to emails/contacts, even if it is just to say | |||
* Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!) | * Be sure to contact the Chairs or Admin to make sure you have access to the materials you will need for the year like your Staff Email, Access to any folders/sites with materials, etc. (Be on the lookout for invites or emails to these things and check your junk mail too!) | ||
* Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven | * Make sure you TEST your new staff email (if any) and report problems immediately to the Chairs! (if you haven't gotten any emails in a while, do another test!) | ||
* Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing! | * Make sure you keep all of your information up to date with the convention staff! Contact the volunteers lead to update your information if the volunteers spreadsheet is not available for direct editing! | ||
* Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive! | * Do not WAIT for someone to contact you. If you have a moment to reach out, do so! Depending on who you are working with, the communication road may not be a 2 way street and you will have to do a lot of poking. Please be proactive! | ||
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* Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[[email protected]]] / [[[email protected]]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year | * Make sure you know who your Executive is! They are there to help you and oversee the branch of departments you are in. Contact [[[email protected]]] / [[[email protected]]] to check or check the contact page on the website! You can also use the [[contact sheet]] for the year | ||
[[Category:Business]] <!-- Branch --> | [[Category:Business]] <!-- Branch --> | ||
[[Category:Department]] | [[Category:Department]] | ||
[[Category:Draft]] <!-- Remove once this page has been edited and cleaned up --> | [[Category:Draft]] <!-- Remove once this page has been edited and cleaned up --> | ||