Logo/Cover Page

Updated July 2012

www.hudsonriverpotters.com 5th Draft of 2008 Revision TABLE OF CONTENTS

OVERVIEW page 3

PART I: PERSONAL RESPONSIBILITIES Artist Statement/Bio page 4 Business Cards page 4 Digital Photos page 4 NY State Taxes page 5 Pricing page 6 Labeling page 7 Inventory Sheets page 7 Display & Lighting page 7-8 Seed Money page 8 Show Meetings page 8

Part II: GROUP RESPONSIBILITIES Set-up and Breakdown of Show page 9-10 Desk Duties page 10-11

PART III: JOB DESCRIPTIONS Show Chair page 11 Publicity: page 11-13 a) Postcard design/printing/mailing b) Maintain Mailing Database c) Signs d) Media: Newspaper/Radio Ads Table Layout page 14 Checkout & Wrapping page 14 Sitting Schedule page 15 Refreshments page 15 Raffle page 15 Show Treasurer page 16

NOTES & APPENDICES LIST page 17

*Appendix A - Publicity

Appendix B - Check out procedures (includes Artist Inventory List – printable copy attached)

Appendix C - Show Inventory & Job Check List (ATTACHED)

*Email distribution of Appendix A is available under separate cover.

2 OVERVIEW

Each artist is a reflection of the whole group. When we exhibit as Hudson River Potters we are all elements of this whole.

If you are considering participation in a Hudson River Potters Show, please review this handbook carefully to understand the commitment involved and assess your willingness to take on these responsibilities. When you are ready, the camaraderie of a show is a wonderful experience that challenges you to maintain a standard and raise your craft to new levels of professionalism.

In order to join a show, you must have a presence on the Hudson River Potters website prior to the show deadline. This involves submitting an artist statement and good quality images of your work for online presentation. HRP has someone who is ready to assist you in this endeavor. Check the website for current information and assistance:

www.hudsonriverpotters.com

Although Hudson River Potters shows are currently not juried, our shows are the equivalent of a gallery exhibition and sale. Work presented must be of the highest quality.

3 PART I:

PERSONAL RESPONSIBILITIES

Artist Statement/Bio Artists who wish to participate in an HRP show need to prepare a personal artist’s statement or biography. This should be limited to three paragraphs. It is not a detailed resume, but rather a statement and summary of your ceramic career. Bios often include people you have studied with as well as any awards or recognitions you may have received. For help in writing an artist statement, try: www.mollygordon.com/resources/marketingresources/artstatemt/index.html Your artist statement should be displayed on your table. You may want to make copies available to potential customers.

Business Cards Everyone must have business cards both on their display table and at the check out table to be packed with the sale of the merchandise. Each artist will need at least 50 business cards. The easiest way to make a business card is to run some Avery#8873 cards through your personal printer.

Digital Photos Good quality digital photos are included in the postcards promoting the show. This does not mean that you must hire a professional to take the photos. Professional quality means a photo taken with a proper (preferably gradient) backdrop (not bed sheets). The photo should have good lighting and be sharp with the subject framed properly with some background showing. The photo will be used at the discretion of the publicity chairperson. Digital images submitted should be of a large file/pixel size. Example: approximately 24” wide or wider. This will allow the graphic artist to resize the image to the appropriate size and still keep the high resolution/pixel count of the image. Any photos submitted will not be returned, but will stay with the publicity person for submissions to publications if the need arises. Participants must submit images to designated publicity person as early as possible for inclusion in the postcard, due to timeline with printer. If you have questions, please contact a member of the show committee.

4 New York State Sales Taxes

The following rules are mandatory for all artists participating in an HRP show (unless all of an artist’s work is marked NFS). Any artist wishing to sell work at an HRP show must provide a copy of her/his NYS Sales Tax vendor certificate to the show chair before the show date. These sales tax certificates will be inserted into the sales handbook along with each artist’s inventory sheets. Without this tax certificate, you cannot sell any work at an HRP show.

New York State sales taxes are added to the price of each item sold. The tax will be collected from the customer at checkout. Hudson River Potters will collect sales tax on each item sold at a show. The sales taxes that HRP collects will be paid to each individual artist after the show. Artists are responsible for filing their individual NYS Sales Tax Return for amount of sales tax that was collected. You will be given a detailed statement of the sales taxes collected for your sold items, along with the sales records and net sales proceeds after deduction of your share of show expenses.

Each artist who sells work in an HRP show is required to turn over the full amount of sales taxes collected to the New York State Taxation & Finance Dep’t. A copy of your quarterly/annual NYS Sales tax return must be provided to the HRP Show Chair (not the chairperson for the individual show) within 30 days of filing. Anyone failing to provide proof that sales taxes were fully paid will not be permitted to participate in future HRP shows.

5 Suggested Pricing Guidelines HRP shows are a gallery experience, showing only the best work each artist has to offer. Please do not consider selling inferior quality work, even at reduced prices. This is not a seconds sale. You may be asked by the show committee to The following is intended to help you price your work appropriately. While the amount of work that goes into any one piece varies, we realize it can be difficult to determine how to price it. Prices reflect how an individual artist works; whether in production format or involved one-of-a-kind pieces, and anything in between. This guide is the result of a random pricing sampling covering mostly functional items. The lower end of the range is for simpler less involved or perhaps smaller work. The higher end of the price range reflects the more complicated, intricate, and significantly larger pieces. The key is to maintain our integrity as artists. Our pricing reflects how we value our art. Here are some suggested minimums.

Cups/mugs Cup without handles $ 10-16 Mug w/handles 12-25 Goblet 20-28

Bowls Ice cream sized 8-20 Cereal/soup 14-24 Serving bowls 28-59 Display/extra large 53-125

Plates Small plate or tray 4”-6” 9-20 Standard sized dinner plate 18-38 Large plates/platters 12”-14” 34-58 Platters/trays 14”-18” & up 53-110

Vases Small 6”- 8” 18-35 Medium 8”-12” 30-63 Tall 12” & up 50-125

Bottles 18-50

Covered containers/boxes 27-60

Casseroles 48-89

Teapots 43-125

Pitchers 22-78

6 All prices should be in whole dollars, no cents. Minimum price $5.

7 Labeling Each piece needs to have a label with your initials, item # and price clearly marked. The sales desk bears no responsibility for pricing. Unmarked items will not be sold. In the event the label price differs from that on your inventory sheet (see below), customers will be charged the price indicated on the label. While “Removable” Avery labels available at Staples work well, you may need to secure with a piece of clear tape depending on the surface of your pot. Permanent labels are difficult to remove at the time of sale and leave a gummy residue.

Inventory Sheets All participants must submit inventory sheets. Use printable copy (Appendix B) or ask Show Chair for blank inventory sheets if needed, prior to each show. Plan to have each sheet 3-hole punched and filed in the 3 ring binder that resides on the sales table of the show. This task must be completed by each person PRIOR to departing on set up day. Each sale item must be labeled with a sticker having your 2 letter initials, item number, and price.

Display & Lighting You must cover your table with a clean & pressed white sheet. The sheet must reach the floor on all four sides. Standard tables are 6’w x 30”d x 36”h or 8’w x 30”d x 36”h. A king size sheet works well for a 6 foot table, while an 8 foot table will require two, or you may purchase plain white fabric. Wal-Mart supplies extra wide yardage.

To make your set-up more interesting you may wish to create levels rising above the table. Wooden wine crates work quite well. You can also construct a portable shelving system or create shelves by stacking, bricks or other sturdy material between planks of wood. Having the work on different levels makes it more appealing to look at. You can hide non-decorative boxes under a sheet and still achieve a look of staggered height. A piece of contrasting fabric laid across the white sheet adds another decorative touch. Consider using props to enhance the display such as dried flowers.

If your work requires a specific explanation such as the Raku process, consider printing up a short blurb and place it either inside the piece or in a stack on your table. Some people have created labels to indicate food or microwave safeness, although this is not essential

Lighting for individual tables may be desired, with lights securely fastened to table stands or other fixtures. Extension cords, power strips, and lights are the responsibility of each exhibitor. Be sure to bring adequate duct tape to secure all loose cords safely to prevent tripping hazards. Some sellers use table lamps, others clip lights or high intensity lamps, directed toward the table so that no pieces are in the dark, especially during evening shows.

8 DISPLAY: CREATING AN ATMOSPHERE

Consider the following when planning your display:

 Is your display enticing to look at?

 Is your table covering clean and pressed?’” Do you use color contrasts to "show off" your work?

 Did you include flowers or fruits or music to add additional interest?

 Is your name card visible?

 Did you place business cards on the display?

 Is the display well lit?

 Is your display too crowded?" Remember additional pieces can be stored under the display. Those doing "desk" duty will keep your display stocked and in good order. You must set up the "bones" of the display.

Please make small signs to communicate information about your work to consumers. Let them know if it is functional, decorative, fragile, lid removable, waterproof, etc. The signs will give them the answers they will be looking for. At the same time, if the piece is fragile and the lid is removable, it won't be a surprise. If the piece is decorative and not food safe, labeling is especially important. Remember that you probably will be absent when the customer is looking at your work.

SEED MONEY Each participant will be asked for an initial investment (about $75) to commit to a show. This front money covers general expenses related to the show and will be deducted from total show costs after all bills and receipts are in. Expect additional costs such as fixed expenses including credit card operation fees, as well as facility fees, publicity and supply costs.

SHOW MEETINGS It is important to attend all preparation meetings held so that each participant knows what to expect. Generally at least 2 meetings are called, with communication by email in the interim. At the meetings, details regarding the particular venue are discussed, as well as job assignments.

9 Part II: GROUP RESPONSIBILITIES

Successful shows don’t just happen. They are the result of much careful planning and cooperative efforts and require a commitment to share the responsibilities and tasks associated with the show as well as the personal commitment to make and sell your work.

Each potter participating in a show must send in seed money, attend all planning meetings, volunteer for one or more show tasks, sign up and sit for 3 – 4 required sessions, participate in setup and cleanup, not just for your own table but including moving tables as needed and setting up check out and refreshment area, baking or purchasing cookies for the opening reception, as well as assisting the show chairperson when asked. Shows can be stressful, so please maintain a cheerful and professional attitude. Some tasks are much easier than others. Those potters with easier tasks may be required to do more than one task or sit extra sessions in order to equalize the responsibilities fairly.

Set up and Breakdown of Show When participating in an HRP show there are jobs and responsibilities other than setting up your own table. It is a real cooperative effort. Not all jobs carry the same weight but together they make our show successful. It is important for everyone to take an initiative and help out especially during the set up and break down of the show.

The days before show day:

 Label all your pieces and fill out Inventory sheets BEFORE the setup day  Make signs if needed to explain your work, especially if people need to be careful  Bring any promotional material and signup book  Bring your Business Cards for wrapping table  Bake or buy cookies or snacks for opening reception  Iron your tablecloths  Pack pots with lots of padding  Pack your car early  Plan to attend Opening Reception

SET-UP DAY  Be on time  Stay cheerful and cooperative  Help others as needed  Store boxes under your table  Let others know if you have extra work to be displayed if table empties enough

10 BREAKDOWN DAY Coordinate time of breakdown with show chair – don’t just start on your own.

POST-SHOW EVALUATION Communicate with Show Chair anything you thought went particularly well, or could be improved. Offer positive suggestions.

DESK DUTIES For 2009 shows, we started a new plan to help make traffic at checkout flow as quickly as possible and avoid having customers wait (especially while holding pottery!) We will now have 4 people at checkout: 2 people at cash/check desk, and 2 more people at credit card sales desk. One additional person will be available for wrapping. This may vary for each show and will be decided by each Show Chair.

Turn on lights, music and fans at beginning of shift; turn off at end of each day.

When customers come in, ask if they would like to sign our book to be put on mailing list.

If not busy at desk, one of the sitters should walk around the exhibits to help answer customers’ questions for all potters. Don’t just hang around your own table.

Rearrange table displays as necessary when sales leave potters’ tables looking empty.

CHECKOUT PROCEDURES (see Appendix B for detailed procedures and sample forms): 1) Remove labels from pots 2) Place label on white copy of sales slip 3) Fill out invoice with customer name, address, date, your initials, how paid (cash, check, credit card), LIST each item with label ID, brief description of each piece and price (SALES TAX MUST BE ADDED). When you are filling out the sales slip for a customer, please obtain their email address in addition the routine information.

4) Cash: (easy! – look at bills to make sure you have enough and make change out of cash box).

5) Check: (make sure we have phone # on check – put check under tray in cash box). Photo I.D. such as driver’s license is required when accepting checks.

11 6) Credit card: Swipe credit card (MasterCard or Visa only). Minimum credit card sale is $20. 7) Make sure customer has yellow receipt and credit card receipt. 8) Before your shift ends, when not busy with customer, highlight each item sold on each artist’s inventory sheet, and note your initials.

WRAPPING POTS 1) Make sure you use enough paper to cushion the pot – wrap as you would want someone to wrap an item you buy 2) Put artist’s business card in with each pot 3) Use plastic bag for one small item 4) Use correct size paper bag 5) Be aware if we need more supplies before end of show – check at end of day and contact Show Chair if running low.

END OF SESSION CLOSE OUT (see Appendix B for detailed procedures and sample forms) 1) Add up everything. 2) Count cash, checks, credit card slips. 3) Make sure total matches. 4) Fill out manila envelope, place all records and receipts inside. 5) Make sure envelope gets to treasurer. 6) Leave $200 you started with in cash box for next session.

Part III: JOB DESCRIPTIONS SHOW CHAIRPERSON: Show oversight: maintain communication with site contact person; confirm that each participating artist has provided a copy of his/her NYS Sales Tax certificate to file in the sale binder; assign potter tasks; make sure all potters have all information needed to do assignments, provide email updates; be present for entire setup and breakdown to ensure it happens smoothly, monitor quality of ceramics displayed, complete inventory checklist of HRP supplies (see appendix) and record who is storing each. Consider offering welcome remarks at opening.

PUBLICITY:

Publicity is divided into five job descriptions:

(A) Postcard design/printing/mailing This task includes everything from gathering photos, creating a layout, following up with printer, getting mailing labels updated, stamps, and mailing 2 weeks before show date.

We have been sending our work to Modernpostcard for printing:

12 www.modernpostcard.com They have a very helpful site that includes a template for postal regulations. The price is about $200 for 1000, Standard size (for color one side, camera ready art, delivered.)

All participants should be represented by name on the card. Request an email digital image of recent work from each participant (500KB to 1MB).

Use Photoshop to resize and change each photo to CMYK, retouching where necessary, before fitting each into the layout. Request that each participant proof read before submitting to printer. When the layout has been approved by all participants, upload it to Modernpostcard, and hope that all is acceptable. The first round of changes is free, but each change costs $25 after that.

They say the turnaround time is five days, but it really isn’t. The approval process, once they receive the work, takes several days without changes. A change (and it could be something small and technical) adds several days to the job. To be safe, request the photos two months before the postcard mailing date. And within that two months, allow about two weeks to do the work.

This job takes at least 10 hours of computer time to do. If there are problems or mistakes, of course it takes longer. If photos need retouching, it’s very easy to spend an hour on each.

For 2009 and beyond, we also had success with online printing from www.Vistaprint.com.

(B) Maintain Mailing Database Maintain mailing list database. Update as needed, adding new contacts and deleting duplicates and returns of incorrect addresses. Print labels for show mailings and deliver to person designated to prepare and mail postcards.

(C) Signs (ALL signs are responsibility of one person) 1. Flyers Design or update flyer & bumper stickers and email to all participants. Each potter makes copies and hangs as assigned. Post flyers everywhere possible. Tape to our car windows, so that everywhere we go, someone will see the information. See Appendix A for a sample flyer. In the event that you have email addresses this can be sent as an email. In the event that you have a bulletin board at work, perhaps the flyer can be posted.

2. Large Signs Large sign design (11x17 landscape) printout, laminate (order 10 copies

13 and pick up from Staples). Staple laminated signs on 2 folding wood signs and 2-3 stick-in-ground signs and staple to A-Frames.

3. A-Frames and Banner Locate large yellow banner and A-Frames (in storage from previous show). Transport them to show. Contact Show Chair for placement location of banners and hang at show. Decide on placement of A-Frames and set out at show. Buy 6 helium balloons to be tied to the A-Frames.

(D) MEDIA: NEWSPAPER/RADIO ADS Determine which publications are relevant to show area (Gather info from previous shows) (e.g. Journal News Ad and local paper ad design and placement: contact ad sales person to confirm size, dates, and cost, which Journal pubs, usually Weekender and one add-on local paper). Update contact list with most recent contact names, email, address, phone numbers. Write press release for monthly and weekly pubs. Send out press release and follow up with phone call to contact. Write short show blurb for direct placement in local and web listings Take photos of potters and setups to send out during show for ongoing PR including email blitzes and web postings. Update information and provide to next show chair via the general Show Committee.

14 TABLE LAYOUT Make arrangements to see site. AT SITE: 1) Measure floor space 2) Make a table count if tables are available and measure them. 3) Count electrical outlets. 4) Check out lighting situation 5) Make note of available wall space.

THEREAFTER: 1) Establish how much space each participant can have depending on how many are doing the show vs. space available. 2) Find out specific needs of participants: number of tables (space permitting), wall space (if available) etc. 3) Make grid of floor plan and make-up mock tables in respective sizes. Note: If tables are not available, arrangements have to be made to order amount needed and have them delivered. 4) Make a template allotting each participant a designated space. 5) Arrange two tables for check-out and one for refreshments. 6) Set up and take down is a communal effort. Coordinate Setup (be there first thing before everyone arrives) or oversee potter placement of own tables. Coordinate breakdown: make sure each seller helps. Breakdown duties must be emphasized, as all participants are naturally anxious to leave, but each of us has a responsibility to clean up not only our own display, but to be sure the site is left as we found it and all HRP supplies have been accounted for. Prepare inventory sheet of HRP supplies (bags, wrapping paper, signs, banner, etc) and write in who is storing each.

CHECKOUT & WRAPPING CHECKOUT DESK: 1) Check sales box and determine needs: usually need new invoice books; may need: scotch tape, binder supplies, calculator batteries/tape, pens/pencils, name tags, staples, paper punch, pens, highlighters 2) $200 in small bills in cashbox to start. 3) Update potter names in inventory binder 4) Make sure enough paper stock to print up new signs if needed 5) Bring Tablecloth 6) Set up and breakdown CHECKOUT DESK

WRAPPING DESK: 1) Determine need for bags (bag sizes: small, medium, large) and newsprint* 2) Order new bags if needed, and pick up. 3) *Newsprint supplier: U-Haul (and others) 4) Store bags or arrange for storage 5) Set up and breakdown WRAPPING DESK

15 SITTING SCHEDULE This job entails determining the schedule and coordinating times to be certain the check out desk is always covered.

First, figure out the number of days and hours for the show to determine the total hours for the show. Then break the time into segments that have to be covered.

An example from a Briarcliff Show:

Friday Saturday Sunday 9:00 - 12:00 10:30 - 12:30

12:00 - 3:00 12:30 - 2:30

OPENING 2:30 - 5:00 2:30 - 4:30 6:00 - 9:00 PM

Consider the number of participants in the show. E-mail or contact them with a copy of the sitting sessions and have them each fill in ALL the possible times that he or she is available to sit, on the schedule sheet and return it to you.

Even if only 2 sessions are required for each person, the more available times each person indicates, the easier it is to create a FAIR schedule for everyone. Almost every one indicates the opening or closing session since they have to be there. On the other hand, some people have commitments that severely limit their available time. Consider the busiest times for the show e.g. Saturday afternoon and Sunday morning at Briarcliff; all day Saturday at Eastchester. If possible try to schedule a minimum of 3 people for each segment and MORE for the busiest times. Remember, besides helping customers, the tasks include sales slip writing, label removing and card entry, credit card writing, and packing.

It is frequently necessary to make schedule adjustments as unexpected events occur in people’s lives, which makes it difficult for them to stick to the original schedule. Participants should be advised to arrange for replacements if a change is necessary.

Longer running shows like Eastchester Library might only require two participants at slow times. The sitting schedule for that show would have longer segments and possibly up to 4 or 5 sessions per person depending upon the number of participants. Ex.: 9:30 – 1:30 and 1:30 – 4:30

Fill in the final schedule and send a copy to each participant and have them acknowledge receipt for confirmation. Changes may have to be made after that.

16 Refreshments Coordinate with Show Chair to determine what refreshments are needed. Purchase ice, drinks, chips, paper goods, etc. If all participating potters are to be involved, coordinate with each potter to bring cookies, preferably home baked or other items requested. Bring tablecloth, napkins, cups, cooler, ice bucket and tongs, openers, platters, flowers, etc. Set up table for reception. Check table periodically. Straighten up and refresh platters as needed. Empty garbage as needed. Empty cooler as necessary (when ice melts). Clean up and store refreshments if any will be put out for remaining sale days.

Raffle The Show Chair will determine whether a raffle is appropriate and how it will be set up. The purpose of the raffle is to: (a) gain customer/patron information for our general mailing list (b) make more money (c) encourage people to linger (d) generate excitement

If the Show Chair has decided to have a raffle, the “Raffle job” responsibilities will be to:  Prepare tickets or signup slips. The Raffle Ticket to be completed by entrants will include the following; Name, Phone #, E-mail and a section asking "How they heard about the show".

 Solicit donated pieces from potters.

 Set up and arrange small table or area with prizes, raffle ticket entry, and a raffle ticket collection box.

 At show end, determine & notify winners. Arrange for pickup or delivery of prizes.

 Be sure to give all names in raffle to HRP mailing list person.

Show Treasurer Accounting will be the responsibility of the Show Treasurer, and a detailed report will be submitted to the HRP Treasurer for processing of all debits and credits.

Show treasurer collects manila envelopes with all records, receipts, cash, checks & credit card slips at end of each sitting session, leaving $200 in cash box to start next session.

Accounting for the sale of ceramic items is presently done with an Excel spreadsheet indicating the dates, seller, price, and item number, and whether it is a cash or credit card sale. A detailed description will be given to each participant after the close of the show to identify all individual sales, as well as a review and analysis of all show debits, expenses and disbursements.

17 NOTES

For additional information, please contact the HRP Overall Show Committee. Current members include Keith Gordon (Chair), Marilyn Price, Sally Spielvogel, and Audrey Worman. New members are welcome.

The overall Show Committee responsibilities include: (a) Maintaining show material inventory to ensure a smooth transition from show to show (b) Developing and providing guidelines so participants know what to expect/ updating show handbook as needed (c) Creating a show materials check off list for each individual show chair (d) Exploring new venues for shows/sales (e) Coordinating publicity/advertising

APPENDICES

*Appendix A - Publicity Samples: HRP Logo, Flyer, News Ads, Press Releases

Appendix B - Check out procedures (ATTACHED) Sample: procedure for manual credit card sale, sample manual credit card slip, Artist Inventory List (printable copy attached)

Appendix C - Show Inventory & Job Check List (ATTACHED) Includes: Paper and plastic bags, Newsprint, A-Frames, Banner, Paper Goods, Cash Box

*Email distribution of Appendix A is available under separate cover.

Appendix B – Check out procedures out Check – B Appendix

UPDATED Aug 2009 Aug UPDATED

Enter Credit Slip Number -- on sales slip! slip! sales on -- Number Slip Credit Enter

total $ amount of sale (including tax) (including sale of amount $ total the Enter 10.

9. NYS sales tax sales NYS the Enter amount

BEFORE TAX BEFORE – . 8 of items of price total the List

Check out Procedures for Manual Credit Card Credit Manual for Procedures out Check

Appendix B – Check out procedures procedures out Check – B Appendix (if Credit Card machine can’t be used) be can’t machine Card Credit (if

10-Step Procedure + Signature & Expiration Date check check Date Expiration & Signature + Procedure 10-Step

Sample Manual Credit Card Slip Slip Card Credit Manual Sample (if Credit Card machine can’t be be can’t machine Card Credit (if

SECURE THE CASH! THE SECURE 5.

for the next shift. shift. next the for float $200 leave to sure *Be 4.

and credit card slips in envelope. in slips card credit and

Sign your name, date & print your initials on the envelope. Place cash*, checks, checks, cash*, Place envelope. the on initials your print & date name, your Sign 3.

UNTIL THE RECORDS ARE ACCURATE! ARE RECORDS THE UNTIL SLIPS VS. ARTIST’S LABELS, LABELS, ARTIST’S VS. SLIPS

RECONCILE ANY DISCREPANCIES DISCREPANCIES ANY RECONCILE BY DOUBLE-CHECKING SALES SALES DOUBLE-CHECKING BY 

BE SURE THEY BALANCE! THEY SURE BE your shift your . .

total $ amount from each artist each from amount $ total total of all sales for for sales all of total match must The The the the 

Tally 2. the Artist Label sales amount from the sales slips. slips. sales the from amount sales Label Artist the

accurate record. accurate

on the the on totals the record for for calculator printing the Use provided. envelope

, checks, and and checks, , cash the of all Count 1. . List each separately and and separately each List . slips card credit

End of each shift responsibilities shift each of End

Record the date the Record 

Put your initials your Put 

Then, if there is time: is there if Then, 2.

sold item the includes which line the Highlight 1.

Record the sale of each item in the Artist Inventory Binder: Inventory Artist the in item each of sale the Record Artist Inventory Record Inventory Artist

UPDATED Aug 2009 Aug UPDATED Did you secure the cash?? the secure you Did HRP ARTIST INVENTORY LIST (Please print or type) Put initials, piece #, and $ on label Name: ______Address: ______Place your sample label here City, State, Zip: ______Phone #: ______

PIECE # DESCRIPTION $ PRICE

I understand that the Hudson River Potters and/or its members, will not be held responsible for loss or damage, (theft, breakage, etc.) of any item left on consignment at the show and sale.

Artist’s signature______Appendix C – Show Check Lists

HRP Show Job Check List

Your Name: ______

Show Venue: ______

Dates: ______

Participating Job Assignment: Show Chair

Show treasurer

Postcard design/printing + email to participants

Postcard mailing list

Postcard Mailing

Flyers

Newspaper/radio/media ads & publicity

Show photographer

Table layout

Open/Close Checkout Desk – Stock HRP inventory (use Show Check List) Sitting schedule

Refreshments

Raffle

Clean up

C-1 C-1 2012 HRP Shows Fill-In Inventory and Handover Check List Last Show: Lasdon Park - May 18 & 19, 2012

Show 1: Briarcliff Congregational Church – November 2012

Show 2: Eastchester Public Library – December 2012

Storage for 2013: ______

Amount Amt to Buy for Stored-by Item and Recommended Amount available Next Show: Person Briarcliff Brian CHECK-OUT SUPPLIES: 1 Cash Box (start w/ $200 in small bills/change) 1 3 Rubber Stamps (‘ALL SALES FINAL’, 3 ‘Pay To’,’ HRP Address’) 10 Manila Envelopes 10 Daily Tally Sheets 2 Manual Credit Card Machines 2 100 Credit Card Slips– long ones enough? 1 Telephone Extension Cord 1 3 rolls Credit Card Paper Tape 2 Calculators 2 2 AC/DC Converter 2 3 Calculator Paper Tape 1 Elect. Extension Cord 6 AA Batteries 1 Power Strip Multi-Outlet 3 Tax Tables (Need update?) 3 1 Checkout Procedures Form (update?) 6 Working Ballpoint Pens 4 Working Highlighters 3 Scotch Tape rolls 1 roll Masking Tape 1 roll Duct Tape 2 Staplers 2 2 small boxes - Staples 1 box Paper Clips 1 Pkg Rubber Bands 2 CC table signs – ‘MasterCard/Visa’ X (Not needed)

C-2 Appendix C – Show Check Lists UPDATED July 2012/Roni 2012 HRP Shows Fill-In Inventory and Handover Check List

Amount Amt to Buy for Stored-by Item and Recommended Amount available Next Show: Person Briarcliff Brian SIGNS 1 Banner 1 1 A-Frame (update each show) 1 2 to 4 Ground signs (new or update) (Marilyn) 3 Pedestals- donated to Muscoot 2011 0

1 Potters’ Inventory Binder (each artist’s page inserted at show) 1 Each Show Potter Table Names various Missing: 1 HRP Sign-In Book 0 Each Show 1 Potter Job Responsibility List Each Show 1 Potter Contact List 100 “Join HRP Email List” cards NEW! Clear plastic pin-on business card holders 15 ? NEW! Square Direct-swipe iPhone reader 1

Brian BAGS/NEWSPRINT: Paper Bags – small Paper Bags – medium Paper Shopping Bags - large Plastic Bags (“Thank-you” imprint) 4 boxes U-Haul newsprint 3 + NEW! Plastic bins – 1 large & 1 medium (replaces old boxes!) 2

REFRESHMENT SUPPIES (when used): 50 Cups 250 Napkins Tablecloths 2 Bottle/Can Openers 2 boxes Tableware 3 Platters 1 Cutting Knife 50 Paper Plates 2 rolls Paper Towels

C-2 Appendix C – Show Check Lists UPDATED July 2012/Roni 2012 HRP Shows Fill-In Inventory and Handover Check List

NOTES:

One ground sign allowed for Briarcliff Check before each show if still working: Manual CC machines, calculators, rubber stamps, pens, highlighters Update each show: Potters’ binder with inventory and contact info and tasks: needs updating each show.

No Longer Usable: (Roni) Broken 1- Electronic Credit Card Machine/Contract/Manual

C-2 Appendix C – Show Check Lists UPDATED July 2012/Roni