Oregon Potters Association Operations Manual by olliegoblue27

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									               Oregon Potters Association
                                            Operations Manual

                                              Table of Contents
Table of Contents ............................................................................................................ 1
Purpose........................................................................................................................... 4
Authority .......................................................................................................................... 4
Manual Updates .............................................................................................................. 4
Manual Holders ............................................................................................................... 4
Articles of Incorporation................................................................................................... 5
Bylaws............................................................................................................................. 5
Policies............................................................................................................................ 5
OPA History .................................................................................................................... 6
Mission Statement ........................................................................................................... 7
Membership .................................................................................................................... 7
Dues ............................................................................................................................... 7
Newsletter Only Subscription .......................................................................................... 7
Offices ............................................................................................................................. 7
Activities .......................................................................................................................... 7
Insurance ........................................................................................................................ 7
Receipt of Donations ....................................................................................................... 8
Charitable Activities ......................................................................................................... 8
Job Position Information .................................................................................................. 9
OPA Job Positions .......................................................................................................... 9
    Officers ...................................................................................................................... 9
    Board Members / Committee Chairs .......................................................................... 9
    Other Positions .......................................................................................................... 9
General Requirements For All Positions ........................................................................ 10
    Budget Requests ..................................................................................................... 10
    Going Over Budget .................................................................................................. 10
    Expense Reimbursement ........................................................................................ 10
    Meeting Attendance / Reporting Requirements - Officers ........................................ 10
    Meeting Attendance / Reporting Requirements – Committee Chairs ....................... 11
    Meeting Attendance and Job Requirements – Members At Large ........................... 11
    Meeting Attendance / Reporting Requirements - Showcase Steering Committee .... 11
    Meeting Attendance / Reporting Requirements - Showcase Committee Chairs ....... 11
    Points Penalties....................................................................................................... 11
    Job Description Updates ......................................................................................... 12
OPA Job Descriptions (Officers)
    OPA President......................................................................................................... 13
    President Elect ........................................................................................................ 14
    Past President ......................................................................................................... 15
    Secretary (OPA) ...................................................................................................... 16
    Treasurer(s)............................................................................................................. 17
    Newsletter Editor ..................................................................................................... 19
    Showcase Chair ...................................................................................................... 20


OPA Operations Manual                                           Page 1 of 145                                             Revised June 2008
OPA Job Descriptions (Board Members/Committee Chairs/Other Positions)
   Clay in Education Chair ........................................................................................... 22
   Data Coordinator ..................................................................................................... 23
   Empty Bowls Chair / Co-Chair ................................................................................. 25
   Finance Committee ................................................................................................. 27
   Hospitality Chair ...................................................................................................... 30
   Justice Center Windows Chair ................................................................................. 32
   Manual Editor .......................................................................................................... 33
   Member At Large (12 members) .............................................................................. 36
   Membership Chair ................................................................................................... 37
   Mentor Chair............................................................................................................ 39
   Picnic Chair ............................................................................................................. 41
   Program Chair ......................................................................................................... 42
   Video Librarian ........................................................................................................ 43
   Video Production Chair............................................................................................ 45
   Voice Mailbox Chair................................................................................................. 47
   Webmaster .............................................................................................................. 48
   Workshop Chair....................................................................................................... 49
The History of Showcase .............................................................................................. 50
Requirements for Showcase Policies ............................................................................ 56
The Showcase Steering Committee .............................................................................. 56
Showcase Job Positions ............................................................................................... 57
   Showcase Steering Committee ............................................................................... 57
   Showcase Committee Chairs .................................................................................. 57
Showcase Job Descriptions
   Adult Clay Participation Area Chair .......................................................................... 58
   Advertising Chair ..................................................................................................... 60
   Awards Chair ........................................................................................................... 63
   Bookkeeping Chair .................................................................................................. 64
   Building Chair .......................................................................................................... 69
   Children‘s Clay Participation Area Chair .................................................................. 70
   Committee Placement Chair .................................................................................... 71
   Demonstrations Chair .............................................................................................. 73
   Display (Education) Chair ........................................................................................ 75
   Display (Garden) Chair ............................................................................................ 76
   Display (Interior) Chair ............................................................................................. 78
   Educational Institution/Non-Profits Chair ................................................................. 80
   Equipment Rental Chair .......................................................................................... 82
   Flyer Posting Chair .................................................................................................. 84
   Gallery Display Chair ............................................................................................... 85
   Gallery Physical Set Up Chair ................................................................................. 86
   Gallery Registration Chair........................................................................................ 88
   Graphics Coordinator .............................................................................................. 90
   Group Booth Chair................................................................................................... 92
   Holding Table Chair ................................................................................................. 94
   Information Booth Chair ........................................................................................... 96
   Information Packet Chair ......................................................................................... 98
   Installation Project Chair .......................................................................................... 99
   Lobby Display Chair .............................................................................................. 100
   Mailing List Chair ................................................................................................... 102
   Map Chair .............................................................................................................. 110


OPA Operations Manual                                        Page 2 of 145                                         Revised June 2008
   Points Chair ........................................................................................................... 112
   Poster Chair .......................................................................................................... 113
   Publicity Chair ....................................................................................................... 115
   Sales Chair ............................................................................................................ 117
   Sales Cash Treasurer............................................................................................ 119
   Sales Credit Card Treasurer .................................................................................. 122
   Secretary (Showcase) ........................................................................................... 126
   Security Chair ........................................................................................................ 127
   Showcase Archivist ............................................................................................... 129
   Showcase Registrar .............................................................................................. 130
   Signage Chair........................................................................................................ 132
   Special Events Chair ............................................................................................. 134
   Sponsorship Chair ................................................................................................. 136
   Traffic Chair ........................................................................................................... 138
   Work Shifts Chair .................................................................................................. 140
   Wrapping Chair ..................................................................................................... 144
General Appendices
   Appendix A ....................................................................................................... Bylaws
   Appendix B ............................................................ Showcase Policies and Points List
   Appendix C ...................................................... Cashier Responsibilities & Instructions




OPA Operations Manual                                        Page 3 of 145                                         Revised June 2008
              Oregon Potters Association
                                  Operations Manual

                                            PURPOSE

The purpose of this manual is to set forth a detailed written record of the association‘s policies,
procedures, and job descriptions beyond the minimum requirements set forth by the
association‘s bylaws. It is also intended to provide a centralized document where all officers
and committee chairs may record specific details, contact names, suppliers, and any other
pertinent data necessary to complete their job duties. This data will then be used for training
purposes for new officers and committee chairs.

                                           AUTHORITY

The information contained in this manual may not conflict with and cannot supersede applicable
Oregon Revised Statutes (ORS 65, ORS 128.610, and ORS 128.801) or the association‘s
bylaws.

                                       MANUAL UPDATES

Updates to this manual which change or create OPA policies require approval of the OPA
Board. Updates which change or create Showcase policies require the approval of the
Showcase Steering Committee.

All updates and additions to the manual that are for information only and do not change any
policies may be done at the discretion of the Manual Editor. Updates changing minor details in
the job descriptions do not require approval of the OPA Board or SSC. Duties listed in the job
descriptions may not be removed unless they are obsolete or unless approval is obtained from
either the OPA Board or Showcase Steering Committee.

The Manual Editor will monitor the minutes of all general, board, and steering committee
meetings for approved motions that change or create policy and update the manual accordingly.

The format of the manual should be kept as simple as possible without extensive graphics so
that maintaining and updating the manual can be done in a timely manner. The job descriptions
will be kept in a consistent format.

.
                                       MANUAL HOLDERS

Manuals may be accessed on the OPA web site or may be issued to the officers which includes
the President, President Elect, Past President, Treasurer(s), Secretary, Newsletter Editor, and
Showcase Chair. At least one hard copy of the manual should be available at all general,
board, and steering committee meetings. Copies of job descriptions and portions of the manual
that apply to all members holding point positions will be distributed to all other Board and
Steering Committee members. (This may have to change to emailing the file due to $$$ cost.)




OPA Operations Manual                       Page 4 of 145                           Revised June 2008
                               ARTICLES OF INCORPORATION

The OPA Articles of Incorporation were originally filed in 1983. A copy may be found on the
OPA web site at www.oregonpotters.org.

                                            BYLAWS

The bylaws have been purposefully written in broad terms to allow the greatest flexibility of
operation while providing minimum standards for our 501(c) (3) non profit status. Any changes
to the bylaws should be carefully thought out to ensure we retain that flexibility. A copy of the
current bylaws is in Appendix A of this manual.


                                           POLICIES

GENERAL POLICIES

Conflict of Interest - Need sample.

Child Safety - Have sample that needs to be rewritten to cover our needs.

Sexual Harassment - Need sample.

Nondiscrimination - Need sample.

Confidentiality - Need sample.

Loans Prohibited - Need to write.

Political Activity - Need sample.

Contracts - Need sample.

These will be developed AFTER Showcase 2008.


OPERATIONAL POLICIES

We already have a number of policies in place. Some are written into the job descriptions,
many are written into the Showcase information, and many are probably buried in Board and
Steering Committee minutes. Policies will be added in this section as needed.




OPA Operations Manual                      Page 5 of 145                          Revised June 2008
                                         OPA HISTORY

In 1980, a group of local potters formed the Oregon Potters Cooperative. There were 56
members. The founders wanted to accomplish five things: 1) Supply materials and equipment
to it‘s members at low costs; 2) Serve as an ombudsman and spokesman for Oregon potters to
the public, galleries, and national ceramics organizations; 3) Share information and problems; 4)
Provide learning experiences and encourage growth and excellence in our craft; and 5) Provide
social opportunities and mutual support.

For the first few years, the co-op was focused on purchasing and studying materials. Many
members made their own clay, so the co-op arranged bimonthly purchases of dry materials.
Group buying also resulted in discounted prices on glaze materials, kiln furniture, cones, moist
clay, bricks, colorants and other items.

In addition, members shared information on materials, equipment, clay building techniques,
firing processes, marketing, effective display techniques, and business concerns. Meetings
featured guests speaking on those and many other topics of interest to the members. In
response to members difficulties being paid by galleries and stores, the co-op lobbied for the
Oregon Consignment Law and consulted a lawyer to create a model consignment contract.

In 1982, the co-op started "Ceramic Showcase". It is held in the spring usually the weekend
prior to mother's day. The goal was to educate the public, sell pottery, and have fun. It's now
the largest all clay show in the USA. By 1991 after the burden of running the show had become
overwhelming, the Showcase Steering Committee was established. Although the OPA Board is
still ultimately responsible, the SSC takes care of all the details of running the show.

In 1985, the name of the organization was changed from Oregon Potters Cooperative to the
Oregon Potters Association because we did not fit the legal description of a cooperative. Many
members still refer to the group as a "cooperative" since cooperation was and still is the most
important part of this group.

One of OPA‘s strengths is the information exchange. In addition to the information shared at
meetings, there are six comprehensive newsletters sent to members each year. The
newsletters contain important information about OPA activities as well as pottery news, notices
of upcoming shows, and member advertisements.

Most ceramic materials previously purchased through group buys are now reasonably priced at
local suppliers. Every year, we do still make group purchases of the more expensive materials
such as cobalt, copper, tin, cones, and kiln shelves.

In 2005, OPA became a 501(c) (3) non-profit corporation in hopes that it would save us some
money and make it easier to obtain educational grants. This has had both blessings and
surprises. While we have saved money in some areas such as taxes, we have had some
increased expenses with accounting services and additional reporting requirements. It‘s also
made operations more complicated . . . thus the need for this manual.

Many of OPA‘s activities have become part of Ceramic Showcase. When the show expanded in
2004, space was added for educational institution booths, a high school gallery, an ―Empty
Bowls‖ booth, and a display which promotes our ―Clay in Education‖ program.

We now have more than 400 members, a well established annual show, some well established
social events, a great network of clay artists, and we still have a great cooperative spirit.


OPA Operations Manual                      Page 6 of 145                         Revised June 2008
                                    MISSION STATEMENT

―To promote creativity, excellence and growth through education and a cooperative spirit.‖
(Updated June 2006 Board Meeting.)


                                        MEMBERSHIP

Membership is open to all serious professional and non-professional potters in Oregon and
Southwest Washington.


                                             DUES

Dues for membership are $45.00 per year and are not pro-rated. Of that amount, $40.00 is
used for OPA operations and $5.00 is used for the Clay in Education program.


                            NEWSLETTER ONLY SUBSCRIPTION

Newsletter only subscriptions are available to any living more than 100 miles outside the
Portland Metro area. Newsletter only subscriptions are $12 per year and are not pro-rated.


                                           OFFICES

The official address of the OPA is 4614 SE Salmon Street, Portland, OR 97215. The address
may be changed as necessary. The mailing address of an officer or a committee chair may be
used for specific purposes such as receipt of bank statements, membership forms, show
applications, etc.

The official phone number for OPA is 503-222-0533. The phone number may be changed as
necessary. A voice message system shall be maintained on the phone. Messages shall be
reviewed and answered by the Voice Mailbox Chair.

The Oregon Potters Association official web site is www.oregonpotters.org.


                                         ACTIVITIES

OPA may engage in any lawful activity that is not for profit and fulfils the goals of the
organization as stated in the OPA and Ceramic Showcase mission statements. The OPA Board
of Directors must approve all activities.


                                         INSURANCE

OPA must maintain indemnity insurance coverage (as required by Article IX of the bylaws). The
insurance invoice is sent directly to the treasurer each year in November or December for
payment to cover the following year.




OPA Operations Manual                     Page 7 of 145                         Revised June 2008
                                   RECEIPT OF DONATIONS

All donations either monetary or in kind must be reported to the treasurer so that appropriate
reports and acknowledgments are completed on a timely basis.

The Sponsorship Chair(s) is the primary contact for all of our sponsors. No one may directly
contact a sponsor without prior approval of the Sponsorship Chair. Any OPA officer or
committee chair (including Showcase) soliciting or receiving any donations either monetary or in
kind, must coordinate the solicitation and receipt with the Sponsorship Chair(s). The
Sponsorship Chair(s) must report the details to the Treasurer. The Treasurer and Sponsorship
Chair(s) will develop and maintain a system and standardized forms for reporting and
acknowledging all donations to insure our reporting requirements are completed on a timely
basis.


                                   CHARITABLE ACTIVITIES

All activities that create charitable income which will be donated to an outside organization
performed by both OPA and Showcase must be self supporting. All expenses for these
activities will be paid from the gross income generated by the activity and the net income will
then be donated.




OPA Operations Manual                      Page 8 of 145                          Revised June 2008
JOB POSITION INFORMATION

Each OPA member holding a job position brings to that position their unique talents and
expertise. The job descriptions contained in this manual include both the minimum
requirements of the position and the job as it is being done by the person currently holding the
position.

As the needs of the organization change, the OPA Board of Directors may update the minimum
requirements of any job or they may delete or add committee chair positions.

All OPA jobs are non-paid voluntary positions. The member performing each job earns
Showcase points. Each job is assigned a number of points from 6 to 15 depending upon the
difficulty of the duties, the time involved performing those duties, and the importance of the
position. The point values for each job are listed in Appendix B. A few of the positions requiring
extraordinary time and work commitments are granted a stipend. All stipends are taxable
income.


                                     OPA JOB POSITIONS

The following is a list of OPA Officers and Board of Directors job positions:


                                           Officers

          President                                         Treasurer (OPA)
          President Elect                                   Treasurer (Showcase)
          President (Past)                                  Showcase Chair
          Secretary (OPA)                                   Newsletter Editor




                             Board Members / Committee Chairs

   Clay in Education Chair                                       Mentor Chair
   Data Coordinator                                              Picnic Chair
   Empty Bowls Chair / Co-Chair                                  Program Chair
   Hospitality Chair                                             Video Librarian
   Justice Center Windows Chair                                  Video Production Chair
   Manual Editor                                                 Voice Mailbox Chair
   Member At Large (12 members)                                  Webmaster
   Membership Chair                                              Workshop Chair




                                       Other Positions

                               Finance Committee (3 members)




OPA Operations Manual                      Page 9 of 145                          Revised June 2008
                        GENERAL REQUIREMENTS FOR ALL POSITIONS

Budget Request

Each officer and committee chair is responsible for requesting an annual budget. Prior to 2005,
the procedure was to simply plan for a 10% annual increase of all budget categories. However,
income did not increase annually by the necessary 10%. In late 2004, the Finance Committee
was created and the budget procedure was changed. The monetary amount of the request
must be based upon current price estimates of actual needs. Price quotes for major
expenditures should be obtained whenever possible.

Board members not intending to continue in the same job the following year must still complete
the budget request. If the budget amount approved is insufficient for the new member filling the
position, a budget update must be requested and approved by the OPA Board of Directors.

Budget request forms for Showcase will be mailed out in early September and for OPA in early
October. All forms must be completed and returned to the Finance committee by the deadline
specified.

The Finance committee is responsible for reviewing the budget requests and submitting a
recommended budget in which income and available funds exceed expenses to the OPA Board
of Directors for OPA operating expenses and to the Showcase Steering Committee for the
Showcase operating budget. All Board and SSC members are encouraged to bring creative
ideas that benefit the membership to the attention of the Board and SSC and include expense
estimates in their budget requests.

Going Over Budget

If the budget you requested is insufficient to cover necessary expenses, you must request a
budget increase prior to committing to the expenditure. OPA budget increases must be
approved by the OPA Board of Directors. Showcase budget increases must be approved by the
Showcase Steering Committee.

Expense Reimbursement

All expenses for OPA and Showcase activities paid by individuals should be submitted to the
Treasurer for reimbursement.

Small register receipts should be affixed to a standard piece of paper to ensure they do not get
lost. Specify either ―OPA‖ or ―SHOWCASE‖, the committee name, and a brief description of
what was purchased.

Some reimbursements such as long distance phone calls or postage may be supported by a log
of the charges rather than receipts. Check with the Treasurer for details.

Equipment Inventory

An equipment inventory is maintained by a board member at large who serves as an Equipment
Inventory Clerk. The OPA Treasurer shall report all equipment purchases to the Equipment
Inventory Clerk so that the items can be added to the list. All members who have in their
possession equipment belonging to OPA must report the location of that equipment annually to
the Equipment Inventory Clerk.


OPA Operations Manual                     Page 10 of 145                         Revised June 2008
Disposal of Equipment

When equipment becomes obsolete and is no longer in use, the member with possession of the
equipment will contact the appropriate governing body (either the OPA Board or the Showcase
Steering Committee) for disposal instructions. All disposals and accidental destructions of
equipment must be reported to the Equipment Inventory Clerk.

Meeting Attendance / Reporting Requirements - Officers

OPA Officers are expected to attend all board and general meetings. When other commitments
prevent attending the meetings, the officer should submit a report to the OPA President and
OPA Secretary.

Meeting Attendance / Reporting Requirements – Committee Chairs

Committee Chairs (except Hospitality) must either attend board meetings or submit a report to
the president and secretary at least 24 hours prior to the meeting. For chair positions whose
jobs are seasonal, it is appropriate to report that there is ―nothing to report‖. (Hospitality is
excluded because the primary duties are performed at the general meetings.)

Meeting Attendance and Job Requirements – Members At Large

Board Members At Large are required to attend at least 4 board meetings per year and are
expected to complete short term projects as needed. Points will be deducted if additional
meetings are missed; 1 additional meeting missed, 1 point deducted; 2 additional meetings
missed, 3 points deducted; 3 additional meetings missed, 4 points deducted; all meetings
missed, all points deducted.

Meeting Attendance / Reporting Requirements - Showcase Steering Committee

The Showcase Steering Committee consists of certain Showcase committee chairs as listed in
the Showcase Policies. The Steering Committee members are expected to attend all steering
committee meetings and the annual Showcase wrap up meeting in May. If attendance is not
possible, a written report should be submitted to the Showcase Chair and Showcase Secretary
at least 24 hours prior to the meeting.

Meeting Attendance / Reporting Requirements - Showcase Committee Chairs

All Showcase Committee Chairs that are not part of the Showcase Steering Committee are
expected to attend the annual Showcase wrap up meeting in May. If attendance is not possible,
a written report must be submitted to the Showcase Chair and Showcase Secretary at least 24
hours prior to the meeting. In addition, all committee chairs should review all steering
committee meeting minutes and are encouraged to attend the steering committee meetings or
submit written reports to the Showcase Chair and Showcase Secretary at least 24 hours prior to
the meeting whenever there are issues to report.

Points Penalties

Members who do not perform the minimum requirements of their job may incur point penalties
up to the full number of points to be awarded for that job. Point penalties for missed meetings
by Members At Large are automatic and reported by the OPA Secretary to the Points Chair


OPA Operations Manual                      Page 11 of 145                          Revised June 2008
based on Board meeting attendance records. All other point deductions require the approval of
the OPA Board of Directors or the Showcase Steering Committee.

Job Description Updates

Each OPA Officer, OPA Committee Chair, and Showcase Committee Chair is responsible for
updating their job description annually.

All changes to the job descriptions must be submitted to the Manual Editor as an update to the
job description as it appears in the current manual and must be in the same format if submitted
electronically.

Duties listed in the job descriptions may not be removed unless they are obsolete or unless
approval is obtained from either the OPA Board or Showcase Steering Committee.




OPA Operations Manual                    Page 12 of 145                         Revised June 2008
Job Description - OPA President

History – The position of president is a three year commitment. After being elected, the
candidate serves the first year as President Elect, the second year as President, and the third
year as Past President. There are different job requirements and points for each year the
candidate serves.

Job Duties

    Set dates and agenda for all general and board meetings.
    Run all general and board meetings.
    Meet with other committees, officers, finance committee, etc. as needed.
    Respond to the needs of the organization by fielding phone calls, emails and requests from
     members and outside organizations.
    Represent OPA at NCECA and other occasions that arise.
    Guide the organization with a plan and goals for the year.
    Negotiate the rental contract for the meeting space to hold the bi-monthly general meetings.
    Organize and run the election in January at the end of your term.

Education / Experience / Skills

  Prior experience in the OPA organization is required. Prior participation on the OPA Board
   or on a Showcase Committee is desirable.
  Skills include, good organization, follow through, patience and understanding, ability to work
   well with people.
  Simple word processing skills as well as email skills are a must.
  Must be familiar with the OPA Operations Manual and the OPA Articles of Incorporation and
   bylaws.

Budget - Expenses include phone expense, printing/copying, office supplies, and postage.
There is also a $1,100 allowance to cover expenses for attendance to NCECA. This is a benefit
of the office and payment is made as a reimbursement for submitted expense receipts. It is not
a stipend.

Other Information

  In order to create the ballot for the January election, a notice should be put in the December
   newsletter and be sent by email stating a deadline for nominations that allows the president
   sufficient time to comfortably complete the ballot in time for the January general meeting.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                      Page 13 of 145                        Revised June 2008
Job Description - President Elect

History - This position is intended to serve as a one year training period for the OPA presidency
and as a back up for running meetings in the event the President cannot attend.

Job Duties

    Attend general and board meetings.
    Run the meeting if needed.
    Attend Finance Committee meetings to become familiar with the budget.
    Prepare for your year as president by planning your focus and goals.

Education / Experience / Skills

  Some experience in the OPA organization is desirable.
  Skills include, good organization, follow through, patience and understanding, ability to work
   well with people.
  Simple word processing skills as well as email skills are a must.
  Must become familiar with the OPA Operations Manual and the OPA articles of
   incorporation and bylaws.

Budget - Expenses include phone expense, office supplies, and postage.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                     Page 14 of 145                         Revised June 2008
Job Description - Past President

History - This position serves as an advisor to the current OPA President and is a back up for
running meetings in the event both the President and President Elect are unavailable. This last
year of the OPA Presidency should also be used to follow up on unfinished projects from the
previous year. It may also be used as a time to work on special projects for which the person
currently holding the position has both a passion and expertise.

Job Duties

    Attend general and board meetings.
    Run the meeting if needed.
    Follow through on projects taken on the previous year as president
    Choose an area in the organization to focus on improving.

Education / Experience / Skills

        See skills listed under OPA President

Budget - Although this position rarely has expenses, phone expense, office supplies, and
postage would be appropriate.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                      Page 15 of 145                       Revised June 2008
Job Description - Secretary (OPA)

History - In the past, this job was considered an entry level position and an opportunity to
become more familiar with the organization. With the recent review and update of the bylaws, it
was discovered that the job requirements include much more than taking minutes at meetings.
A box of ―records‖ has been passed from President to President as long as the organization has
existed even though the bylaws state that the secretary is responsible for keeping the records of
the corporation. The current secretary is compiling a file of records vital to the organization.

Primary Responsibilities

  Attend OPA Board and general meetings, take minutes, and distribute the minutes to the
   OPA Board and to the Manual Editor.
  Keep files of all meeting minutes and supply copies to the bookkeeper annually.
  Keep files of all important OPA documents including the Articles of Incorporation, bylaws,
   the OPA Operations Manual, insurance policies, and contracts
  Report points deductions for Member At Large missed meetings to the Points Chair.

Education / Experience / Skills

    Excellent note taking and writing skills.
    Computer and email skills.
    Business skills are desirable.
    Must be familiar with the OPA Operations Manual, the OPA Articles of Incorporation, and the
     OPA Bylaws.

Specific Duties/Timeline

Meeting Minutes
  Verify that the attendees of board meetings are listed accurately in the minutes. This is very
   important for the members at large since there are mandatory point deductions if they miss
   more than 2 board meetings.
  Attendees of general meetings are not recorded in the general meeting minutes.
  Data recorded in the minutes should be clear and concise. Record sufficient detail of all
   issues so that the reasons for any resulting actions are clear. Long discussions should be
   summarized.
  Record full details of any motions that will result in the need to update the OPA manual.
  Send a copy of all minutes to the Manual Editor.
  Board meeting minutes should be completed and distributed in a timely manner. A second
   distribution of the minutes just prior to the next board meeting with a meeting reminder is
   helpful.
  The results of the annual election of officers will be included in the minutes of the January
   annual meeting.
  Maintain a notebook with a complete set of minutes and have it available at every meeting.
  A signed copy (attested by the secretary) of all minutes including those for general
   meetings, board meetings, and steering committee meetings must be bound in a report
   cover and sent to the OPA Bookkeeper (Artheen Horsley) at the end of each year.

Budget - Expenses include phone expense, office supplies, and postage.




OPA Operations Manual                     Page 16 of 145                         Revised June 2008
Job Description - Treasurer(s)

History - In 2003 the treasurer‘s position was split into two positions, OPA Treasurer and
Showcase Treasurer. However, a 50/50 split along the lines of OPA/Showcase proved both
highly inequitable and an error prone overburden of coordination. The OPA work is about a
quarter of the total work load and is spread evenly through the year. The Showcase work is
about three quarters of the total work load and is highly concentrated between January and
July. In 2004, it became apparent that the treasurer(s) work load had significantly increased
over the previous few years. Due to the difficulty of finding a member willing make a
commitment to this time consuming position, the bylaws were updated with a reference to
―treasurer(s)‖ to allow for either two treasurers or for one person to hold both positions. For the
purpose of points, the positions are separated into OPA Treasurer and Showcase Treasurer.
The Showcase Treasurer must be available to work full time from the beginning of Showcase
until the checks are mailed to the artists which takes approximately three weeks.

Job Duties

    Make bank deposits in a timely fashion.
    Balance all OPA banking records with bank statements.
    Work with the Finance Committee to create the annual OPA and Showcase budgets.
    Review all payables to ensure we are being billed fairly and accurately.
    Pay bills in a timely manner.
    Keep accurate and organized accounting records including copies of all invoices and all
     receipts submitted by members for reimbursement.
    Prepare financial reports for OPA Board and Showcase Steering Committee meetings which
     include bank balances and current budget reports.
    Attend all OPA Board, Showcase Steering Committee, and General Meetings OR submit a
     written report not less than 24 hours prior to the meeting and be available by phone during
     the time the meeting is held.
    Respond to internal financial inquires.
    Provide quarterly and annual reports to the bookkeeper and CPA.
    Attend Ceramic Showcase, serve as an advisor to all Showcase accounting committees.
    Compile information provided by the Showcase accounting committees, Showcase
     Registrar, and Building Chair to create a spreadsheet to calculate payments for the artists.
    Mail Showcase checks to the artists within 15 business days after the show.
    Work with the bookkeeper and CPA to ensure that all tax returns are filed and other
     reporting requirements are met on a timely basis.
    Present a fiscally conservative position.
    Keep members private information secure.
    Maintain a complete Treasurer‘s Operation Manual with exact details and timelines for the
     performance of each duty and submit a copy annually to the OPA Secretary for inclusion as
     a supplement to the OPA Operations Manual.

Education / Experience / Skills

    Accounting/bookkeeping knowledge and skills are a must.
    Knowledge of OPA and Showcase operations is a must.
    Previous participation in Showcase is helpful.
    Previous participation on the OPA Board or Showcase Steering Committee is helpful.
    Computer skills including Quicken, advanced spreadsheet skills, and basic email skills are
     required. A Macintosh computer and software are provided by OPA. However, it was


OPA Operations Manual                      Page 17 of 145                          Revised June 2008
   decided at the end of 2005 to convert the system to a PC in order to be more compatible
   with the rest of OPA. The history data is still on the Macintosh.
  Excellent communication skills are helpful especially after Showcase when artists are
   anxious to be paid.
  Delegation skills are very helpful.

Budget - The treasurer manages budgeting for expenses made by the treasurer as well as all
other budget categories that are not managed by any other job position. There is a separate
standard budget request form that covers those categories to ensure important expenditures are
not overlooked. The form should be updated annually as needed.

Other Information

This is the most important and most time consuming job in OPA. It‘s very important that
candidates for this position understand the full scope of the position prior to nomination.

All information submitted to the treasurer must be accurate.

Information provided by Showcase Bookkeeping and other Showcase accounting committees
which is used to calculate payments to the artists must balance within an acceptable margin of
error to the Showcase income. It is not the treasurer‘s job to look for errors.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                      Page 18 of 145                          Revised June 2008
Job Description - Newsletter Editor

History - The newsletter has been a valuable source of information for the members since the
organization started. It is published in February, April, June, August, October, and December.
The February issue includes a current member list and the October issue includes membership
renewal and Showcase applications. Current newsletters contain all important information
regarding OPA and Showcase as well as pottery news of interest to the membership, notices of
opportunities for shows and grants, information regarding local workshops, and member
advertisements. In 2005, the newsletter was made available by email or internet resulting in a
significant savings on printing and postage costs. Members still have the option to receive a
paper copy of the newsletter in the mail.

Job Duties

  Write, compile, and stamp the OPA newsletter 6 times per year. Each newsletter takes
   about 12-16 hours to complete.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Excellent writing skills.
  Good computer skills.
  Must be very nosy!

Equipment Inventory

  A Dell Laptop Computer (Have 2 as of March 2007. One will be disposed of after the
   transition.)
  HP Laser Printer
  ScanTek Scanner (Not being used as of March 2007. Available for transfer or will be
   disposed of if no other committee can use it.)
  Two Electric Staplers

Budget - Expenses include office supplies, printing/copying, postage, and labor for folding.
OPA also reimburses the Newsletter Editor for subscriptions for pottery related publications
which are used for input for the newsletter.

Last Revision

  Updated by Janet Buskirk - March 2007




OPA Operations Manual                      Page 19 of 145                        Revised June 2008
Job Description - Showcase Chair (includes Co-Chair Responsibilities and Duties)

Job Summary/History - The Showcase Chair position was created in 1991 when planning
Ceramic Showcase became an overwhelming burden for the OPA Board of Directors. This job
description covers both Showcase Chair positions since the responsibilities are shared between
the positions. The Showcase Chair delegates a portion of the responsibilities to the Co-Chair.

Primary Responsibilities

  Oversee the physical and contractual aspects of Ceramic Showcase.
  Set dates and times for Showcase Steering Committee meetings and run the meetings.
   They are typically held monthly between June and November and between January and
   March. Unless there are urgent issues to solve, there are no meetings in April or December.
   There is a wrap up meeting in May after the show.
  Keep in contact with all Showcase Committee Chairs
  Negotiate and finalize the contract for rental of the hall at the Oregon Convention Center
   (OCC).
  Be on call at all times during the show from the beginning of setup until the hall is empty
   after the show.
  Schedule periodic ―retreats‖ to brainstorm for new ideas on how to improve the show.

Timeline / Specific Duties

For planning the current show:

  May: Attend the wrap-up meeting for the previous show and note any problems or issues to
   address for the upcoming show.
  June - November and January - March: Run Showcase Steering Committee meetings.
  February: Have the Building Chair submit the floor plan to the Fire Marshal to obtain a
   public assembly permit.
  April (or 30 days prior to the show): Request and proofread the Event Document from OCC
   listing their daily plan of show set-up requirements and show hours, etc.
  At set-up and the show: Coordinate hours so that one or both chairs are available during all
   hours of set-up and the show. Meet with OCC Event Coordinator to obtain keys for the hall
   and all extra rooms we are using. Maintain a check out log for the keys and check
   periodically to see that the keys are being returned. There are significant extra charges for
   lost keys. The Treasurer, Bookkeeping Chair, and Cash Sales Chair are given keys to the
   extra rooms they will be using for the duration of the show. The storage room key is kept at
   the information desk. Obtain a radio from the information desk.
  At the end of the show: Make sure exhibitors remove all contents from the hall including the
   tape on the floor. Return the radio to the information desk. Collect and return all keys to the
   OCC Event Coordinator or OCC Security.

With Oregon Convention Center event coordinator, prior to March 1:
  Review event program times, move-in and move-out times, room usage for Showcase.
  Review requirements for the bookkeeping room, the storage room.
  Review the audio/visual labor and equipment requirements including PA, DMX (music), and
   stage set for demo area with coordination from demo chair, and considering the spatial
   requirements of the musical group to be employed.
  Review the utility requirements including electrical needs for the entire show and the phone
   lines for the sales area.


OPA Operations Manual                     Page 20 of 145                          Revised June 2008
  Request parking passes from the OCC Event Coordinator. These passes are for the
   Showcase Chair, Showcase Co-Chair, Building Chair, Bookkeeping Chair, Showcase
   Treasurer, Cash Sales Treasurer, and the OPA President.
  Order the bar for Friday night from OCC‘s Aramark.
  Order tables (rounds) and chairs from OCC. These are free of charge when located near
   food courts. (The chairs for the demo area are included with the stage set.)
  Request that OCC keep food court doors closed during show, to allow all front hall doors to
   be open and facilitate a more accurate attendance count.
  Review general layout of Showcase with Event Coordinator, looking for possible Fire
   Marshall issues.
  Discuss disposal of the clay waste from the adult clay area.

With the Steering Committee Chairs, Prior to February 1:
  Request notice of all changes in electrical needs or other infrastructure changes for
   Showcase.

With the Steering Committee Chairs, Prior to March 15:
  Contact the chairs for the Gallery Physical Set-Up, the Garden Display, the Interior Display,
   and the Lobby Display to schedule move-in/move-out times.
  Contact the Adult Clay Area Chair to schedule move-in/move-out times. .
  Determine the number of radios needed for communication during the show with the Info
   Booth Chair. Radios are usually obtained for the Showcase Chair, Security Chair, Traffic
   Chair, Equipment Rental Chair, the information desk, and the bookkeeping room.
  With the Equipment Rental Chair, review DWA contract for pipe and drape, tables, and
   chairs. Compare with OCC provided fixtures to prevent redundancy.

For the next show after the current show:

  July (22 months out): Contact an OCC Sales Representative to pencil in Ceramic
   Showcase.
  November (18 months out): Request a contract from OCC for the show hall and all extra
   room and lobby needs.
  March (14 months out): Sign and submit the contract to OCC with the first payment.
   Contact the Treasurer to arrange for the first payment and schedule the balance of the
   payments.

Education / Experience / Skills:

    Excellent organizational skills.
    Good communication skills.
    Ability to speak publicly in front of large groups.
    Basic computer and email skills.
    Detailed knowledge of Ceramic Showcase operations.

Budget - In addition to the normal expenses for the Chair which typically may include phone
expense, office supplies, copying/printing, postage, and miscellaneous supplies, the Showcase
Chair is responsible for requesting the portion of the Showcase budget that is not the
responsibility of any Showcase Committee Chair or the Showcase Treasurer.

Last Revision - Updated by Bev Curtis - August 2007



OPA Operations Manual                     Page 21 of 145                         Revised June 2008
Job Description - Clay in Education Chair

History - this job was created by Jeanne Charles in the early 1990's. She had done a project
with street kids and thought it would be a good thing to encourage in OPA and created a
committee to support it. It was greeted with overall support from the Association. When the
program started, it was decided our projects could not be a substitute for school programs and
therefore, projects could not be done during school hours. Funds pay only for instruction time.
In February of 2005 the OPA Board made an exception to allow projects during school hours in
rural areas where after school programs are impractical due to travel times for the students and
parents. As of early 2005, the OPA Board is reviewing the program. The Ceramic Showcase
Installation projects have brought in additional funds. There are already excess funds in
savings because so few projects are being done. Ideas for expansion include the development
of standard programs, having a seminar for OPA members interested in participating in projects,
and using funds for equipment and supplies. A ―dream time‖ suggestion was to have a Clay
mobile, a large vehicle or trailer that would serve as a movable classroom.

Job Duties

  Submit information regarding projects in the newsletter when needed.
  Respond to inquiries regarding projects.
  Approve or deny requests.
  Submit bills to the OPA Treasurer for payment.
  Solicit volunteers to staff existing projects.
  Solicit new projects.
  Update the Clay in Education program to meet the changing needs of the organization.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for funds needed to operate during the following year.

Education / Experience / Skills

  Good organization and communication skills.
  Teaching experience very helpful but not required.

Current Projects/Timeline

  Portland Art Festival - Mid June - A clay play area for children and adults.
  Art in the Pearl - September - A clay play area for children and adults.
  Ceramic Showcase - Late April or early May - Distribute special stickers to artists for
   donations and organize the display on the Clay in Education shelving unit.

Other Information - Many ideas have been discussed at OPA Board meetings for updating the
Clay in Education program. Those ideas include having a variety of written class curriculums,
soliciting requests from organizations wanting to utilize our educational programs, matching
volunteer potters with the programs, and working with schools to revitalize clay educational
programs. A retreat to discuss ideas has been planned but still needs to be scheduled.

Budget - Operating expenses include phone expense for long distance, office supplies, and
postage. Funds for instruction are dependent on income from membership and other donations.

Last Revision
  Updated by ENTERNAME - MONTH YEAR

OPA Operations Manual                     Page 22 of 145                          Revised June 2008
Job Description - Data Coordinator

History - This position was created at the December 2002 OPA Board meeting to perform mass
e-mail distribution and provide computer support to users of OPA owned and privately owned
computers when those computers are necessary to perform the user‘s OPA job position. In
2005, the OPA Board decided that appropriate messages for e-mail distribution would contain
information of interest and benefit to the general membership. The Board also decided that
solicitations and messages serving only a few members would be inappropriate. This system is
intended as a method of distributing important information to the membership. Determination of
what information is appropriate is at the discretion of the Data Coordinator.

Job Duties

  Extract the OPA membership e-mail addresses into a distribution list that can be used for
   mass e-mails.
  Send mass e-mails to the membership upon request from another OPA member.
  Manage software licenses for OPA-owned computers.
  Provide one on one application instruction to new committee chairs as necessary for OPA
   owned computers and software.
  Provide general computer advice and first level support for OPA owned computers and
   software.
  Recommend software and hardware standards for OPA.
  Maintain an inventory of the OPA owned computer equipment showing the current member
   assignment and location.
  It is NOT the responsibility of this position to provide technical hardware and software
   troubleshooting for OPA owned computers.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Required: Operational knowledge of OPA hardware and installed software, liaison to more
   advanced support resources, and operational knowledge of relational database basics.

Other Information

Supplier / Vendor Interactions:
  8 Compaq Evo N600c laptop computers were donated by Nike to OPA in March 2007.
   Contact was Larry Nelson
  8 copies of Windows 2000 Workstation were purchased from techsoup.com in June2007
  Six Compaq Armada 7400 laptops and a Macintosh G3 were procured via donation request
   to Nike in late 2003. The contact was Tami Coles (via the main Nike phone number, 503-
   671-6453).
  Inventory of Equipment: Laptops are distributed to OPA members as needed. One is
   retained by the Data Coordinator to use as a learning tool and to allow duplication of issues.




OPA Operations Manual                     Page 23 of 145                         Revised June 2008
Budget - Expenses include an email list service to disburse the mass emails without having a
negative effect on the data coordinator‘s personal email service.

Last Revision

  Updated by Nick Molatore - October 2007




OPA Operations Manual                    Page 24 of 145                        Revised June 2008
Job Description - Empty Bowls Chair/Co-Chair

History - This project was started by Mary Walyer when the Empty Bowls idea spread to potters
through out the nation. From the first sale until 2004, the money was collected by OPA and the
net proceeds (after deducting expenses usually less than $50 annually) were turned over to the
Oregon Food Bank. Beginning in 2004, all money is collected by the Oregon Food Bank. The
sale occurs during the annual Blues Festival held at Waterfront Park sponsored by the Oregon
Food Bank on the Fourth of July weekend. The food bank provides a large booth space free of
charge for the sale.

Primary Responsibilities

  Collect donations of pottery throughout the year.
  Store the pottery until the sale, or coordinate storage with other potters.
  Coordinate volunteers to work at the booth and to assist in collection of the pottery.
  Serves as a liaison with the Oregon Food Bank.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

    Good organizational skills.
    Knowledge of how to run a sale with multiple vendors.
    Some computer skills.
    Good communication skills.
    Knowledge of the national Empty Bowls project.

Timeline / Specific Duties

  October to July - Price donated pottery as it is received so there is less work in July.
  December/January - Place a notice in the newsletter requesting donations of pottery for the
   sale. At this time of year, potters may want to shed some of their pottery that did not sell
   during the holidays. In addition, since the state allows artists to deduct the full value of
   donated work, some potters might want to make a last minute donation prior to the end of
   the year.
  February/March - Contact the food bank about having a booth at Ceramic Showcase. Meet
   with the food bank staff who will be working the booth to discuss ideas to enhance the
   fundraiser. Coordinate with schools and studios to collect pottery throughout the year.
   Schedule ―throw a thons‖ for spring.
  April/May - Set up a collection area at Ceramic Showcase for donation of unsold pottery the
   potters do not want to pack up and take home. Distribute donation forms to each booth in
   the show. At the end of the show, have committee members walk the hall with carts to
   make collection convenient for the potters. Coordinate volunteers from the food bank to
   help pack the pottery.
  May - Distribute a call to artists through the June newsletter and other means available to
   sell their work on the last two days of the show. Sellers must assist with either setup or take
   down and do at least two work shifts.
  May - Contact the food bank to get the actual dates and times for the Blues festival.



OPA Operations Manual                     Page 25 of 145                          Revised June 2008
  May - Contact Georgies to make sure they are receiving donations and remind them that
   they need to be palletized.
  May - Increase efforts to collect pots. Phone people who received donated clay, contact
   schools and group studios. Send out reminders for ―throw a thons‖.
  June - Start scheduling volunteers to work the booth including set up and take down. The
   people who sell their pots for profit the last 2 days of the show get first crack at the schedule
   because they are required to work two shifts and either assist with set up or take down.
  June - Verify receipt of release forms for all artists selling their own work and make sure they
   are signed up for work shifts.
  June (2 weeks from sale) - Complete the work shift schedule. Seek additional volunteers if
   necessary.
  July (at the sale) - Chair and Co-chair pretty much live at the festival making sure people
   arrive for their shifts and fill in if necessary.
  July (after the sale) - Provide names and addresses of the potter‘s selling their own work the
   last two days of the sale to the food bank. The food bank will send them a check for 75% of
   their sales.
  August - Send out thank you notes and relax until December.

Suppliers / Interactions

  The Oregon Food Bank - The Blues Festival is their annual event and they provide us with a
   booth space free of charge.
  Georgies - They have donated clay, glazes, firing, and storage space in the past.
  Wrapping paper in the form of end rolls is donated by the local newspaper (Oregonian).
  Ceramic Showcase - The group booth shelving is used for the Empty Bowls booth.
  Donations are stored at multiple locations all over town until the day of the show.

Sale Policies and Procedures

Booth Operations
  We accept only cash or checks. There is an ATM available in the area.
  There must be someone physically monitoring the cash box at all times.
  No eating in the booth.
  The booth opens at 11:00 a.m. and closes at 10:00 p.m.

To Sell Your Work After The First Two Days Of The Sale
  You must donate two boxes of pots for the general sale.
  You must work at least two work shifts and help with either set up or take down.
  OPA does not pay for any stolen or broken pots.
  The Oregon Food Bank will take a 25% commission. You may opt to donate a larger
   percentage.
  Your pots must be priced with removable tags marked with your name and the price.
  There is no room in the booth for storage of extra stock.

Budget - There is no established budget for this committee. Any expenses incurred are
customarily paid from the proceeds of bowl sales.

Last Revision

  Updated by ENTERNAME - MONTH YEAR


OPA Operations Manual                      Page 26 of 145                          Revised June 2008
Job Description - Finance Committee

History - The Finance Committee was created in 2004 to serve as an advisory panel for budget
review to the OPA Board of Directors and the Showcase Steering Committee. The committee is
made up of three members and meets several times per year mostly between July and
December. Each member serves a three year term. Each January, one new member is elected
at the general meeting. The members of the Finance Committee are not OPA Board members
and do not have a vote on Board matters.

Primary Responsibilities

  Distribute budget request forms to each officer and committee chair for both the OPA Board
   and the Showcase Steering Committee.
  Review the completed budget request forms.
  Present a recommended budget to the OPA Board of Directors.
  Present a recommended budget to the Showcase Steering Committee.
  Make recommendations on miscellaneous financial matters.
  Present a fiscally conservative position.
  At least one of the members of the finance committee should attend every board and
   steering committee meeting.

Education / Experience / Skills

  Must have ―number sense‖.
  Accounting or bookkeeping experience or education is helpful.
  Must have basic computer and email skills.

Timeline / Specific Duties

Meetings:
  The committee meets on an as needed basis. Whenever possible, work may be done by
   phone or email. Typical budget review meetings last for four to six hours for the OPA
   budget, and for six to eight hours for the Showcase budget.

January
  Elect a new member for a three year term at the OPA General Meeting.

February
  At the OPA Board Meeting, present the budgets that were approved the previous year (both
   OPA and Showcase) to the new board and briefly explain how the process works.
  Determine which of the three finance committee members will be the chairman, which will be
   the recorder, and which will keep the master files.
  Meet if necessary with the Treasurer(s) to resolve any issues with the budget.

May
  Update the budget request form if there are any new budget categories.
  Update the address list (including email addresses) for all OPA Board members and all
   Showcase Steering Committee members.




OPA Operations Manual                   Page 27 of 145                        Revised June 2008
June
  Review quarterly budget reports.
  Report any ―over budget‖ concerns to the OPA Board or Showcase Steering Committee.
  15th – Send email to all SSC members advising that budget request forms will be sent out in
   early July and will be due back on by the end of July.

July
  Request a history report of all previous years‘ transactions.
  Distribute budget request forms with the previous years‘ history report to the Showcase
   Steering Committee.
  20th – SSC budget request forms due back from SSC members.
  By 30th – Follow up on any SSC budget requests not received.

September (OPA budgets must be done in July if the dues are to be increased)
  15th – Send email to all OPA Board members advising that budget request forms will be sent
   out on October 1 and will be due back on October 20.
  A few days before the September Steering Committee Meeting – Meet to review budget
   request forms and create the SSC budget.
  Advise the Steering Committee the progress on the SSC budget.
  Review the Showcase commission percentage and make recommendations about adjusting
   the percentage to the Showcase Steering Committee.

October
  Review quarterly budget reports.
  Report any ―over budget‖ concerns to the OPA Board or Showcase Steering Committee.
  1st – Distribute budget request forms to the OPA Board Members.
  20th – OPA Budget request forms due back from OPA Board members.
  By 30th – Follow up on any OPA budget requests not received.
  Present the recommended SSC budget at the SSC meeting.

November
  1st or 5 days prior to the November SSC meeting - Distribute the Finance Committee‘s
   recommended Showcase budget to the Showcase Steering Committee by email.
  Not later than the 20th – Meet to review budget request forms and create the OPA budget.

December
  1st or 5 days prior to the December OPA Board meeting – Distribute the Finance
   Committee‘s recommended OPA budget to the OPA Board by email.
  Present the recommended OPA budget at the OPA Board meeting.

Budget - Expenses include copying, postage, office expenses, and possibly phone expense.

Miscellaneous Notes

  OPA Budget must be estimated in time for the OPA Board to make any decisions about
   increasing membership dues by the August or October Board meeting. October is really
   pushing it because the dues are listed on the Showcase application that is distributed with
   the October newsletter




OPA Operations Manual                    Page 28 of 145                         Revised June 2008
  Showcase Budget must also be estimated by the September or October Steering
   Committee meeting so that the booth fees and commission percentage may be adjusted
   prior to sending out the Showcase application with the October newsletter.

Last Revision

  Updated by Julie Asbury - July 2008




OPA Operations Manual                    Page 29 of 145                   Revised June 2008
Job Description - Hospitality

Job Duties

  Attend all OPA general meetings; supply name tags; set up area with coffee, tea, and light
   snacks; clean up area after meeting; store equipment.
  Manage the annual potluck at the March booth selection meeting. Take home accidentally
   left behind dishes and bring them to the next meeting for pickup.
  Cleanup the room in the Multnomah Art Center after meetings per their specifications. See
   the cleaning check list and map.
  Attend OPA Board meetings if desired. Submit a written report only when there are issues
   to report to the OPA President and OPA Secretary at least 24 hours prior to the meeting.
   This is the only committee chair position that is not required to be present at Board meetings
   or submit a report.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Must know how to make good coffee.

Budget - Expenses include food, office expenses, and miscellaneous expenses.

Equipment Inventory

    3 Large Coffee Pots.
    1 Insulated Water Only Container with Spigot.
    1 Water Only Tea Pot.
    3 Pump Pots
    1 Power Strip

Supplies

    Make sure there are enough plates, utensils, cups, and table napkins.
    The coffee should be fresh.
    Bring sugar, artificial sweeteners, fresh half and half, and dehydrated creamer.
    Bring name tags and a bold marker.

Special Notes On Using The Multnomah Art Center

  The tables we use for food and drink often are not clean. Arrive early (not before 6:00 p.m.)
   for the meetings so you can wipe down and position the tables.
  During the potluck, watch for spilled food and clean it up immediately.
  Be sure to check the floor after all meetings. It may need sweeping or mopping. Brooms,
   mops, and supplies are in the janitor‘s closet.
  You may need to bring extension cords for the coffee pots.
  Ask the Multnomah Art Center staff to verify that you have reset the room correctly. This
   avoids problems with other groups.

Last Revision
  Updated by ENTERNAME - MONTH YEAR

OPA Operations Manual                      Page 30 of 145                          Revised June 2008
     Check List For Cleaning The Multnomah Art Center Auditorium
 Be sure to start cleaning early enough to allow time not only for the cleaning itself, but also
for a thorough check by the staff and possible re-cleaning after the check. Remember we must
be out by 10:00 p.m.


Cleaning Guide Check List

   Clean all table surfaces.

   Be sure all chair surfaces are clean.

   Return any tables or chairs taken from other rooms. Be sure they are the same ones!

                        DO NOT SCRAPE TABLES ACROSS THE FLOOR.

             USE TWO PEOPLE TO SET UP, TAKE DOWN, OR MOVE TABLES.

   Sweep auditorium floor. Check for spills. Mop if necessary.

               Sometimes areas may need to be mopped two or more times.

                           Check for stickiness after the floor dries.

   Be sure the bathrooms have not been left messy by your group.

   Bag all trash and empty in dumpster. Return the cans to their place with new liners.

   All partition screens must be placed back in auditorium.

   Put all tables and chairs that are not part of the regular set up on carts.

   Chair and table carts must be on the west side of the room adjacent to the soda machine.

   Be sure no exits are blocked by chairs, tables, carts, screens, or other items.

   Lobby and halls must be left clean.

   Outside/entry areas must be free of any mess including cigarette butts your group has left.


Check with the Multnomah Art Center staff before leaving.




OPA Operations Manual                      Page 31 of 145                            Revised June 2008
Job Description - Justice Center Windows

History - The Justice Center Window Gallery was created as a space that would be available
for any artist to freely display their work. The administration of the Justice Center found it
difficult to connect to prospective artists, so they asked Bill Murry of Greystone Gallery to curate
art for display. Through Janet Buskirk, Greystone Gallery requested OPA to take on the
responsibility.

Job Duties

  Obtain and display art in the window gallery at the Justice Center from OPA and other
   sources including other art guilds and schools.
  Put notices in the OPA Newsletter regarding display schedule and needs for pieces.
  Meet artists to install pieces when necessary.
  Return pieces to the artists or arrange for pick up when necessary.
  Create signage for the displays and information labels for each piece.
  Keep the gallery clean and orderly; replace lighting as needed.
  Maintain the display furniture and construct new display furniture as needed.
  Arrange sales to interested buyers.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

    Good communication and organizational skills.
    Agility and grace for handling a variety of art and working in tight quarters.
    Knowledge of how to display varied art mediums.
    Computer access and skills to create signage and labels.
    Access to dependable transportation to carry varied sizes of art.

Annual Events

  Ceramic Showcase – Display of OPA ceramic art along with posters and information boards.
  Empty Bowls – Display of donated ceramics combined with canned food and display
   information for the Oregon Food Bank and the Blues Festival.

Other Information/Contacts

  Window Gallery Dimensions: Three separate window compartments, each with interior
   space of 21 feet long, 65 inches tall, and 26 inches deep. Each has 6 front panes 40 inches
   wide. Each compartment has two panes that unlock and swing open for access.
  Justice Center, located on the south side of Madison Avenue between 2nd and 3rd Streets.
  Mark Guftafson, Facility Manager – (503) 988-4208 – cell (503) 209-3205.

Budget - Expenses include office supplies, building materials, display furniture, and a $50
parking permit twice annually. All expenses should be paid by the Justice Center.

Last Revision - Updated by Margaret Synan - November 2007



OPA Operations Manual                        Page 32 of 145                           Revised June 2008
Job Description - OPA Manual Editor

History - The OPA Operations Manual was completed in March 2006 using information
compiled from questionnaires filled out by each person holding a points position. It was created
so we would have information about how we run Ceramic Showcase available at NCECA 2006.
More important, having written policies and documentation of all jobs within the organization is
vital to ensure that the actions necessary for consistent, effective, and legal operation are
performed as the organization grows and changes.

Primary Responsibilities

  Update the OPA Operations Manual with current information as needed.
  Read and be familiar with ORS 65, ORS 128.610, and ORS 128.801 (the Oregon statutes
   applicable to non profit organizations).
  Attend most OPA Board meetings and at least some Showcase Steering Committee
   meetings.
  Monitor the OPA Board meeting minutes and the SSC meeting minutes for any policy or
   procedure changes that need to be updated in the manual.
  Provide copies of current job descriptions to all newly elected board members and to all
   newly selected Showcase Committee Chairs.
  Request updates of all job descriptions from the person holding the position annually.
  Report annually to the OPA President and the Showcase Chair all persons who do not
   provide updates to their job descriptions for the manual.
  Provide a current electronic copy of the OPA Operations Manual to the web master
   periodically to be posted on the OPA web site as a password protected document.
  2007-8 project - Complete research and writing of the ―Policies‖ section of this manual.

Education / Experience / Skills

  Excellent organizational and technical writing skills.
  Good computer skills including email and MSWord.

Specific Duties/Timeline

Updating Policies and Procedures
  The operational policies are the result of both motions that are passed and discussions at
   meetings. Members tend to forget many decisions. Putting these in the manual provides
   documentation that is easier to find than checking months of meeting minutes.
  It is essential that the manual editor attend as many meetings as possible since not all policy
   and procedure problems make it into the meeting minutes. The manual editor should
   request that any policy or procedure information be included in the minutes.
  Policies and procedures that have been discussed at meetings may be added to the manual
   without the OPA Board review and approval.
  Policies and procedures that the manual editor identifies either from the law or from non
   profit information books as being necessary must be written and then submitted to the OPA
   Board or Showcase Steering Committee for review and approval.
  When writing or updating the policies and procedures, always reference in parentheses the
   particular Oregon statute or the meeting minutes where the subject was discussed.

Updating Job Descriptions
  The job descriptions in the March 2006 manual were adopted by the OPA Board. While the


OPA Operations Manual                      Page 33 of 145                         Revised June 2008
   person holding a job is responsible for updating the duties, they may not delete any duties
   unless they are clearly obsolete or approval from the OPA Board or SSC has been obtained.
  Since this manual may be shared with other organizations, sensitive information such as
   account numbers, passwords, and money handling procedures may not be listed in the job
   description. The chair will provide the manual editor with that information separately in hard
   copy. The manual editor will keep the hard copy and return it only to the existing chair or
   new chair of that committee.
  Monitor meetings and minutes for discussions that are related to job duties and update the
   job description as needed.

January - February
  Send by email a current copy of the OPA Operations Manual to all newly elected Board
   members. Provide the OPA President with a current hard copy.
  Attend the February Board meeting and a Showcase Steering Committee meeting. Explain
   the importance of the manual, how to access it, and the process for updating it.

One month before Showcase
  Maintenance of the form ―Cashier Responsibilities and Instructions‖ is the joint responsibility
   of the Sales Chair, the Credit Card Treasurer, the Cash Treasurer, the Bookkeeping Chair,
   and the Manual Editor. This document is Appendix C of the OPA Operations Manual. Each
   chair should review their committee‘s portion of the instructions as well as the overall
   procedures and report any changes to the Manual Editor. The Manual Editor will send the
   updated draft to the four chairs for final review and will give the updated original to the Sales
   Chair not later than noon Thursday prior to the show. If you do not hear from the Sales
   Chair, just send out a copy of the file to all four chairs requesting updates.

All Year
  Send by email a current copy of the OPA Operations Manual to all newly selected
    Showcase Committee Chairs.
  Update the manual as changes are identified or received.
  Provide a current electronic copy of the manual to the web master as needed.

After Showcase (May-June)
  Request job description updates (not re-writes) from all Showcase Committee Chairs.

October - November
  Request job description updates (not re-writes) from all OPA Board Members.

December
  Report to the OPA President any board members who did not update their job descriptions.
  Report to the Showcase Chair any Showcase Committee Chairs who did not update their
   job descriptions.

Budget - Expenses include office supplies, copying, and postage.

Records Storage And Retention

  The OPA Operations Manual - Keep one electronic file, one off site backup electronic file, and
   one hard copy. The web file may be considered the off site backup.
  Sensitive information provided by various chairs that may not be included in the regular manual.
   Keep the hard copies of this information in sealed envelopes in the master hard copy of the
   manual. Return or destroy the information when the chair replaces it with an updated version.

OPA Operations Manual                      Page 34 of 145                           Revised June 2008
Software Information

  The manual files are done in MSWord because it is probably the most accessible program for
   most OPA members.
  The files available on the passworded section of the web site should be in both MSWord and in a
   PDF file.

Last Revision
  Updated by Julie Asbury - October 2007
  Updated by Julie Asbury - June 2008




OPA Operations Manual                     Page 35 of 145                         Revised June 2008
Job Description - Members-At-Large

History - There are 12 At Large Members.

Job Duties

  Attend OPA Board meetings, participate running the organization, and vote on motions.
   Must attend a minimum of four Board meetings.
  Complete short term projects as needed.

Education / Experience / Skills

  This is one job where the unique skills of each member are a true asset.
  Some knowledge of OPA procedures is very helpful.
  Willingness to get involved a must.

Current Projects / Other Information

Special projects recently completed by Members At Large include
  Group buys, purchasing and packaging large quantities of materials for members.
  Research into non-profit corporate budget procedures.
  Membership in the Portland Visitors Association (POVA). (Need to update to new name.)
  Getting Ceramic Showcase included in POVA publications.
  Storage space key coordinator.
  Create and maintain the OPA equipment inventory. Put a request for current locations in
   the newsletter at least twice annually. Contact the last known custodian if no report is
   received.
  2007 Victoria Shaw - Assisted setting up show at City Hall in April.
  Participate in OPA and Showcase planning retreats.
  2007 - Deb Shapiro - Research forming an OPA Endowment Fund (meeting with the
   NorthWest Planned Giving Round Table.)
  2007 - Deb Shapiro - Attended meetings for ―Creative Capacity‖ held by Portland City
   Commissioner Sam Adams as a representative for OPA.
  2007 - Deb Shapiro - Help organize the OPA show at the new Museum of Contemporary
   Craft with Sandy Brown and one other Member at Large.

Budget - There is no budget for Members At Large. Monetary needs for special projects taken
on by Members-At-Large must be approved by the OPA Board of Directors

Last Revision

  Updated by Julie Asbury (with input from several members) - October 2007




OPA Operations Manual                    Page 36 of 145                       Revised June 2008
Job Description - Membership

Primary Responsibilities

  Maintain an accurate record of all current and past members.
  Verify that the address on all membership applications is within the boundaries stated in our
   policies.
  Verify that the addresses for newsletter only subscriptions are at least 100 miles from the
   Portland Metro area.
  Record member information for both new member applications and member renewals.
  Work with the Mentor Chair to create a welcome packet and send it to all new members.
  Send new member information to the Mentor Chair.
  Provide complete membership lists and files as needed.
  Keep all member information confidential. Data is never to be released outside OPA.
  Maintain a file of original applications for 1 year.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Excellent organizational skills.
  Good computer skills - Advanced knowledge of database programs (Access) and Excel
   necessary.
  Requires a Windows computer, internet access, and e-mail. Database software and an
   external hard drive with USB and Fire wire capability is provided.

Specific Duties/Timeline

As Needed:
  Update the membership database for all applications and renewals received.
  Provide a formatted mailing label list to any chair that requests them.

Monthly:
  Send new member information to the Mentor Chair whenever new members are added.
  Send a list in Excel format to the Data Coordinator, Webmaster, Newsletter Editor,
   Treasurer, President, Showcase Chair, Voice Mailbox Chair, OPA Secretary, and the
   Showcase Secretary. Maintain the format of previously released lists.
  Back up the database file onto a secondary media, not just another copy on the same drive!

Board Meeting Months:
  Attend the board meeting or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting. Report the current number of members
   and newsletter only subscriptions.

January:
  Mid-January - Send a list in Excel format to the Points Chair containing the last name, first
   name, second member name, organization name.
  January 31 - Complete data entry for all membership applications and renewals received
   through January 31.


OPA Operations Manual                     Page 37 of 145                          Revised June 2008
February:
  February 1 - Provide a formatted membership list suitable for reproduction to the Newsletter
   Editor to be included with the February Newsletter. The accuracy of this list is important
   because it is used in part to determine eligibility for the following year‘s Ceramic Showcase.
  By February 10 - Provide a formatted mailing label list to the Newsletter Editor.
  Shred or burn the membership application/renewal forms from the previous year.

October:
  October 1 - Remind the Webmaster and the Newsletter Editor to change the year on the
   application/renewal form.
  By October 10 - Provide a formatted mailing label list to the Newsletter Editor.
  October until the end of the year - Periodically provide the Showcase Registrar of any
   memberships received for the next calendar year. Sometimes people send membership
   renewals separate from their Showcase applications.
  October 15 until the end of the year - Contact each new member applicant or lapsed
   member renewal to determine whether they want membership in the current year or next
   calendar year. Explain that membership is not pro-rated.

December:
  By December 10 - Provide a formatted mailing label list to the Newsletter Editor or the
   Election Coordinators depending on which one is sending out the election ballots.

Budget - Expenses include postage, printing/copying, office supplies, and a phone card for long
distance calls.

Current Projects / Other Information

Database Entries:
  Each new year, create a field (column) with the year as its title. Search for ―Lifetime‖
   members and insert ―Regular‖ into the new year column. Search for the ―Permanent
   Newsletter‖ recipients and insert ―Permanent Newsletter‖ into the new year column.
  Remember to always to utilize the ―Last Update‖ field.
  Do not use carriage returns within any database field. They do not translate well during cut
   and paste operations. Use a comma to separate street addresses that have both a PO Box
   and a street number/name.
  Do not use periods in street addresses or states.
  Use abbreviations wherever possible to keep the mailing labels short.
  The ―significant other‖ field is entirely optional, but sometimes useful when a business check
   is received without any other documentation.
  The ―organization‖ field is important for Newsletter only or Permanent Newsletter people, but
   optional for regular members.
  For Permanent Newsletter people, if the newsletter is directed to a particular person, use
   ―Attn:‖ before the first name. This helps differentiate the field in the event the person also is
   a regular member.

Miscellaneous:
  Keep the physical size of the February printed list small to reduce postage costs.

Last Revision

  Updated by Marilyn Woods - October 2007


OPA Operations Manual                      Page 38 of 145                          Revised June 2008
Job Description – Mentor Chair

Job Summary/History – The person in this position helps new members learn how they can
become involved and how they can benefit from membership. New members become the life of
the organization so this is a vital position.

Job Duties

  In January, provide the Membership Chair with a ―welcome letter‖ to be included in the new
   member welcome packets. Update the welcome letter as needed.
  Receives from the Membership Chair a list of new members that is updated throughout the
   year as new members join OPA.
  Greet new members by phone and email. There are many new members in January.
  Inform new members by email or phone if necessary (some do not have email) of upcoming
   meetings, functions, and opportunities.
  Connect new members with established members as needed.
  2008 - Request that a question be added to the membership application about whether
   members are willing to serve as a contact for new members and what type of work they do.
   This could be sorted in the database and made into a resource list for the mentor chair to
   pair new and established members who are doing similar work. It would also identify
   established members who are willing to call new members living close to them and offer a
   ride to meetings or other functions.
  Arrive one half hour early to general meetings to host a ―New Members Table‖. Display a
   ―New Members‖ sign on the table, answer questions, and offer support. Personally invite
   new members to come early when they are first contacted. Make sure new members that
   attend their first meeting are recognized and asked by the President to introduce
   themselves.
  Host an informal Showcase information session prior to the March general meeting.
  Arrange functions of interest for new members (utilizing established members) such as
   marketing meetings, studio tours, or orientation meetings. Needs for certain functions
   change from year to year.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

    Good communication skills.
    Good organizational skills.
    Familiar with OPA operations and Ceramic Showcase.
    Good imagination for creating interesting functions.
    Computer / Email Skills.

Current Projects / Other Information

  Beginning in 2003, the Mentor Chair enlisted the assistance of several other members and
   arranged for several studio tours and a marketing meeting. All were well attended in 2003
   and 2004. In 2005, the studio tours were no longer well attended and there was no
   marketing meeting. Reasons for the lack of attendance are not known. The 2003 and 2004



OPA Operations Manual                    Page 39 of 145                      Revised June 2008
   tours were attended by both new and established members. It is up to the Mentor Chair to
   determine the changing needs of new members.

Budget - Expenses include a phone card, copying, and postage.

Last Revision

  Updated by Holly Dubrasich - October 2007




OPA Operations Manual                   Page 40 of 145                       Revised June 2008
Job Description - Picnic/Party Chair

History - The annual picnic is held in mid-September. It serves as both the September general
meeting and an opportunity for our membership to relax and have fun. For many years it was
held at George Wright‘s in Manning. Recently, it has been held at other potter‘s rural homes. In
2005, members provided recipes for the food they brought displayed in beautiful pottery which
was photographed for an OPA cookbook.

Primary Responsibilities

  Organize the annual September picnic and general meeting.
  Organize celebrations for OPA anniversaries.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Good organizational skills.
  Good communication skills.

Specific Duties/Timeline

  February - Solicit ideas for the picnic location.
  April - Set the location and date. Consider September show dates when determining the
   date.
  June - Submit information about location and date to the newsletter editor.
  August - Submit a detailed notice to the newsletter editor.
  August - Arrange for the pottery smash and other entertainment.
  August - Order the keg.
  August - Arrange for barbeque pit for ―BYOM‖

Budget - Expenses include rental of a location, the keg, miscellaneous supplies, and whatever
special events the current chair would like to plan. Since the picnic replaces the general
meeting, the dollar total of the budget should not greatly exceed the cost of the rental of
Multnomah Arts Center for one general meeting. All food is pot luck.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                    Page 41 of 145                         Revised June 2008
Job Description - Programs

Job Duties

  Arrange for the programs which are presented after the five general meetings held at the
   Multhomah Art Center. Since this position is elected at the January meeting, the Program
   Chair plans programs for the meetings from March through January.
  Submit details of the programs to the newsletter editor.
  Provide for the on site needs of the program presenters.
  Occasionally the Program Chair is contacted by persons wanting to do a presentation to
   solicit for our business. This type of presentation is not appropriate for a program.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Good organizational and communication skills.

Budget - This budget is a fixed amount. In 2005 it was $300 and in 2006 it was $400. If there
is an opportunity for a special program that would not be covered by the budget, the Programs
Chair should bring this to the attention of the OPA Board immediately.

Current Projects / Other Information

  March - Due to Showcase booth selection, there is no time for a program. There is instead
   a pot luck and social time during the selection process.
  May - This program time is usually allotted to the Best of Show winner from Showcase.
   Occasionally, the winner is not available for that night so it is important to have a backup
   plan for a program.
  July - This is the meeting attended by the least number of members. It‘s an excellent time
   to arrange smaller group activities such as a facilitated discussion group.
  November - Open for any program.
  January - Open for any program.

The programs for the January, May, July, and November meetings, should be a balance of:
  Technical Information.
  Aesthetic or visual interest.
  Single artist demonstration or slide show.
  Panels including several artists.
  Traditional indigenous pottery techniques from around the world.
  Cutting edge modern sculptural work.
  Studio potters and university oriented educators.
  Utilize artists from within OPA as well as artists from other states and other countries.

Equipment
  One slide projector.

Last Revision
  Updated by ENTERNAME - MONTH YEAR

OPA Operations Manual                     Page 42 of 145                         Revised June 2008
Job Description – Video Librarian

History – The Video Librarian was appointed (or volunteered) for a Member-at-Large member
on the OPA board. Usually that meant that the person brought the videos every other month to
the general meeting. This wasn‘t effective as the meetings are busy and the circulation is very
sluggish with so few opportunities to check out videos. In 2006 a new process was established
to allow people to request videos either by email or through the website. The Video Librarian
then mailed (media rate) to the member and the member mailed it back when finished. The
circulation took a huge jump when that was instituted. New members and members who
couldn‘t attend meetings regularly were given a new chance to avail themselves of this great
asset to OPA. The OPA Board voted to make this a point position at the August 2007 meeting.

Primary Responsibilities

  Maintain an accurate list of all videos.
  Distribute the list of videos and instructions on how to check out the videos annually to all
   members by email.
  Post the latest list of videos and their descriptions on the OPA website.
  Maintain a system for checking out and returning the videos including a waiting list.
  Keep an accurate record of the location and due date of each video. Follow up on late
   returns.
  Research and purchase new relevant videos as the budget allows. Report new purchases
   to the Member at Large who is maintaining the equipment inventory list.
  Bring the video library to all general meetings for check out and check in.
  Send information on new videos to the Newsletter editor for inclusion into the newsletter.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Must have computer skills and able to use Excel and Word.
  Must be detailed oriented and enthusiastic about educating and helping our members.
  Must have access to email and email skills.

Timeline / Specific Duties

  Be at all general meetings with the video library. Have check out/in forms available.
  Update the video list as needed. Send the updated list of videos to the webmaster to be put
   on the web site.
  At least once annually, send a copy of the video list and check out instructions to all
   members via the Data Coordinator.
  Post notices in the newsletter as new videos are received.
  As requests are received, send the video to the member in a very timely manner or inform
   them of a waiting list.
  Keep detailed and accurate records (including a waiting list) of who has the video and when
   it is due back (an Excel spreadsheet has been designed to store the information).
  Ensure that the videos are returned to the library – contact members who are not in
   compliance with the rules of checkout. Remind them that if they do not return a video in 3
   months that they are not a member in good standing.


OPA Operations Manual                    Page 43 of 145                         Revised June 2008
  Dispose of any damaged videos and remove them from the list. Purchase a replacement if
   it was a popular video.

Budget - Expenses include postage, office expenses, and new videos.

Other Information

The video library system is set up on an Excel spread sheet.

Last Revision

  Created by Marilyn Woods - July 2008




OPA Operations Manual                     Page 44 of 145                   Revised June 2008
Job Description - Video Production Chair

Job Summary/History - This job was created in 2004. It serves both OPA and Ceramic
Showcase so the budget is split between the two.

Primary Responsibilities

  Create video of OPA and Showcase events as requested by the OPA Board, Showcase
   Steering Committee, or as the Video Production Chair determines is needed to add to the
   inventory of existing video footage.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Must have video production equipment.
  Must have expertise to produce edited video tapes and DVDs.
  The use of two cameras is recommended for demonstrations requiring close-up footage as
   well as the overall view of the stage and presenter. This enables the video editor to prepare
   a DVD that includes details inserts as needed to clarify the process being shown. The use
   of a tripod is required for any footage to be edited by the OPA Video Production Chair. Only
   Sony Mini DV tapes are to be used. (This is to avoid damage to the editing deck, etc.
   caused by different manufacturers‘ lubricants.)

Specific Duties/Timeline

  At OPA General Meetings - Tape footage as requested by the OPA Board or as the Video
   Production Chair feels is appropriate, edit, and add to the OPA Video Library.
  At the OPA Picnic - Tape footage if requested by the OPA Board of anything of interest.
  At Ceramic Showcase - Tape footage as requested by the Showcase Steering Committee.
   This usually includes set up, booths, displays, special events, awards, demonstrations, and
   take down. Edit footage and add to the OPA Video Library.
  At any special event - Tape footage at any special event as requested by the OPA Board
   including workshops and Empty Bowls, edit, and add to the OPA Video Library.
  The Video Production Chair should prepare a list of items to review with the appropriate
   Showcase Chairs and participants to identify items and procedures that could improve the
   quality of future videos.

Budget - Expenses include video supplies such as tapes and DVD‘s.

Committee Needs - Chair plus 1 person (working with the same quality of camera and lens) for
work shifts during Showcase.

Current Projects / Other Information

  2007 - Showcase demonstrations (not previously taped) and OPA Workshops.
  2007 - The job is currently being reviewed on an ongoing basis to determine what programs
   are most important since it is not possible to video every program. Each major project
   needs to be reviewed since some projects may require retaining a specialist (at
   approximately $60 per hour) for assistance. In addition, the Video Production Chair may

OPA Operations Manual                    Page 45 of 145                         Revised June 2008
   request compensation or additional points from the OPA Board for extra work beyond the
   normal duties of this job.

Last Revision

  Updated by Diantha Knott - November 2007




OPA Operations Manual                  Page 46 of 145                        Revised June 2008
Job Description - Voice Mailbox

History - OPA obtained the phone number (503-222-0533) in 1996. Initially, the OPA President
was responsible for listening and responding to all messages. In 2002, when the amount of
time required to answer the messages became overwhelming for the President, members at
large took turns doing the job. The job became a separate points position at the December
2002 OPA Board meeting.

Job Duties

  Check messages on the OPA phone line twice per week.
  Maintain an internal document with detailed instructions and the password to access the
   voice mailbox.
  Return phone calls, answer questions, or find out who is the appropriate person to answer
   the question and request that OPA member to return the call.
  Maintain a log of all calls. Include the date received, the resolution, and the date resolved.
  Update the outgoing message periodically to reflect current OPA events.
  When appropriate, place requests for information in the newsletter in a timely manner.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  A friendly phone voice and a dogged determination to find answers.

Budget - Expenses include a phone card for long distance calls. (Do not put charges on your
own phone.)

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                    Page 47 of 145                          Revised June 2008
Job Description - Webmaster

History - Jim Sloss volunteered to create the web site around 1997. It was created using MS
FrontPage. The site was redesigned in 2007 and is currently maintained using Dreamweaver
software.

Primary Responsibilities

  Maintain the OPA and Ceramic Showcase web sites.
  Send invoices for the annual fee to all members with a personal page on the OPA website.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Good HTML skills.
  Familiar with Dreamweaver.
  Proficient with the use of image editing software.

Specific Duties/Timeline

  Post both a complete and an edited copy of the newsletter every two months. This takes
   approximately 1-3 hours every other month.
  Add links for members as needed.
  Add and delete photos from the online gallery when needed.
  Update all other web components (workshops, empty bowls, etc.).
  March and April - Update the Showcase site each year with new photos, new map, new list
   of participants (with links to the map), and personal web sites or OPA gallery photos.
   Showcase work takes approximately 15-20 hours per month.
  Check the web site and forward emails to the appropriate address.
  Update member websites when needed.
  October 10 - Check the OPA website to obtain a list of members with personal pages. Email
   the invoices to the members by October 15 so that they can make payment with their
   Showcase applications.
  Web maintenance (other than posting the newsletter and updating the Showcase site) takes
   approximately 5-15 minutes per day.

Budget - Expenses include payments for the web host service (BlueHost.com).

Equipment Inventory

  A computer.
  Web publishing software (Dreamweaver).
  Image editing software.

Last Revision

  Updated by Jim Johnstone - July 2007


OPA Operations Manual                     Page 48 of 145                      Revised June 2008
Job Description - Workshop Chair

History - The most difficult part of this job is that it can take as much as a year‘s planning to
develop each workshop. This makes it extremely difficult for a new chair. As of 2005, the
general feeling among the membership was that our own members would be an excellent
resource for some workshops which would shorten the planning time. It has also been
discussed that the Workshop Chair position should possibly be at least a two year position.

Primary Responsibilities

  Organize and conduct workshops that are of interest to OPA members and the clay
   community of the Northwest.
  Attend OPA Board meetings or submit a written report to the OPA President and OPA
   Secretary at least 24 hours prior to the meeting.
  Complete the Budget Request Form (when sent to you by the Finance Committee) based on
   current estimated prices for the funds needed to operate during the following year.

Education / Experience / Skills

  Good organizational skills.
  Fund raising experience helpful.

Specific Duties

  Present workshops with established ceramic artists who explore a variety of concepts and
   techniques in pottery and ceramic sculpture. All workshops should benefit OPA members,
   area ceramic artists, and ceramic students.
  Keep workshops at an affordable price. OPA members will receive a discounted rate.
  Workshops must be advertised in the OPA newsletter and on the OPA web site. A notice
   should also be sent out to the membership by the Data Coordinator.
  Workshops may also be advertised in other local or national ceramic publications.
  To help keep housing costs down, the workshop chair(s) may choose to house the artist in
   his/her home or in another suitable member‘s home unless the artist requests to stay in a
   hotel.
  If a workshop does not make the minimum enrollment to cover workshop costs,
   consideration should be made to cancel the workshop or postpone it until the workshop can
   produce a larger audience.
  Solicit ideas for future workshops from the membership through notices in the newsletter.

Budget - The expenses for workshops varies from year to year depending on the types of
programs and available artists. The budget money is intended to be used as ―seed money‖ to
pay up front expenses. These expenditures are then to be repaid from the workshop fees
charged to the workshop participants.

Current Projects / Other Information

  In August 2005, the picnic chair organized a pit fire at the beach as a part of the OPA 25th
   year anniversary. It was so successful that it was suggested it should be an annual event
   done as a workshop.

Last Revision
  Updated by ENTERNAME - MONTH YEAR

OPA Operations Manual                       Page 49 of 145                          Revised June 2008
                    The Oregon Potters Association
              The History of Showcase: 26 Years of Growth and Change
                                          By Janet Buskirk

As I looked at the long, long lines of customers during last year¹s Oregon Potters Association
(OPA) annual "Ceramic Showcase", I could not help but think about the hours of work, the late
nights, camaraderie, risks and difficult decisions that have made the organization what it is
today.

I joined OPA in 1986, when the group was six years old. Since then, I have made many close
friends while learning more than I wanted to know about running a large cooperative and show.

In every organization, a few strong personalities get the ball rolling, taking on the largest
projects and steering the group through hard times. Today, with more than 400 members, the
OPA has been lucky to include many such people. Serving a large membership is complicated,
but OPA has always managed, and in the process, it has become a strong, tightly knit group.

It all began in 1979, when the Oregon School of Arts and Crafts sponsored a series of
"Confabulations." These were intensive, inspiring conferences, workshops and social events for
artists in various media, and they lit a fire under several local potters who discussed the
possibility of forming a group for ongoing inspiration and direction. Tom Coleman, Ellen
Currans and Bert McDowell called upon 18 other potters, organized an initial meeting and the
fledgling ―Oregon Potters Cooperative‖ was hatched.

The founders wanted to accomplish five things: 1) Supply materials and equipment at low cost;
2) Share information and problems; 3) Provide learning experiences, encourage growth and
excellence in our craft; 4) Serve as an ombudsman and spokesman for Oregon potters to the
public, galleries and national ceramics organizations and 5) Provide social opportunities and
mutual support.

In March 1980, the co-op had its first meeting and 56 potters paid dues. Oregon School of Arts
and Crafts kindly allowed the co-op to use their address for mail, and also loaned their facilities
for meetings and as a distribution point for chemicals during the group material buys.

In addition, interested members held discussions on new materials, discontinued materials and
their substitutes, kiln construction, glaze and body formulation, local clays, hydraulic pressing
and other concerns. Research forums held prior to meetings sometimes spawned splinter
groups; for instance, a "Cone 6 group" still meets occasionally to troubleshoot mid-range clay
and glaze problems.

Meetings featured speakers on other topics of interest: effectively displaying work; bookkeeping
for artists; marketing; panel discussions from gallery owners; art law; demonstrations of new
techniques; and many other issues.

One of the co-op¹s strengths was and still is this information exchange, all documented in a
newsletter that Ellen Currans started that first year. Today, this newsletter remains a vital
source of information for all members.

In 1980 the Northwest was in a tremendous economic recession: jobs and money were scarce.
There were not many places to sell work, especially the higher-end pieces. Galleries and stores
were too often negligent in paying for goods sold. The co-op responded by lobbying for the


OPA Operations Manual                      Page 50 of 145                          Revised June 2008
Oregon Consignment Law, as well as by consulting a lawyer and writing a model consignment
contract, which many members still use.

We also began to develop our own sales venues; a gallery and an annual spring sale in
Portland were planned. ―Showcase‖ was to accomplish two things: to educate the public and to
sell pots in the process. Demonstrations were arranged to show how work is made and fired. A
collective gallery area was created to present the best work of every interested co-op member,
regardless of whether he or she had a booth in the show. Members voted on the best pieces in
the gallery, with the co-op buying the winners for the permanent collection. To finance the
show, the co-op charged a booth fee of $50 for an 8x8-foot booth, plus 15% commission; the
commission on works sold from the gallery was 30%.

The first year, 35 people had booths; an additional 25 placed pieces in the gallery area.
Everyone worked hard, and the sale grossed $13,068. The show paid its bills and some money
was set aside as seed money for the following year.

By 1984, the co-op had 150 members, but ―Showcase‖ sales declined slightly. The board
believed that more attention should be paid to publicity. The group persevered and decided to
put on a third show. The commission was raised to 20%, and "environment" displays, such as
kitchens and gardens, were added to show ceramics in places where they might actually be
used. Member Leslie Lee took over much of the publicity, and her committee spent many hours
on the telephone, writing press releases and learning about publicity from the ground up. Sales
went to $28,378 and average sales were $680 per booth.

In 1985, it was determined that the group no longer fit the legal description of a cooperative, and
the name was changed to the Oregon Potters Association. The word "cooperative" remains
important, since cooperation was and still is the most important part of this group.

In 1986, ―Showcase‖ had generated so much interest among members that there was not
enough booth space for every applicant. To increase the number of participants, the board
decided everyone would get only half the booth space. The people who made that decision had
worked for years to see the show grow, yet they gave up part of their own space in order to
accommodate the newer members.

Rather than jurying the show, the board established participation criteria that were based on
seniority, work done toward the show and work done for the organization as a whole. Thus,
people who worked hardest would participate first.

At the same time, show chairman Dennis Meiners decided to buy ads and print a color poster.
The advertising was a gamble for Dennis and for treasurer Pat Horsley, who sanctioned the use
of every cent of the group¹s funds. Luckily for OPA (and for Dennis, who was legally
responsible) the gamble paid off. We grossed $40,527, a 30% increase.

In 1988, Catherine Wygant, a potter with extraordinary vision, chaired ―Showcase‖. She worked
very hard, and expected the people around her to work just as hard. One of my first contacts
with her was when she telephoned me to ask if I was willing to work on the publicity committee.
I agreed and, much to my surprise, discovered she had signed me up to be the Publicity Chair!
We stepped up our efforts to stimulate free publicity, and Leslie Lee designed a new bold color
poster.

Catherine wanted ―Showcase‖ to become larger, but not all members were comfortable with the
idea. After much consideration and heated debate, the show moved to a new location that


OPA Operations Manual                      Page 51 of 145                         Revised June 2008
allowed for 75 booths. A children¹s area was added, where kids could learn about clay while
their parents shopped. 1988 sales, at $72,481, were the highest to date.

Yet 1988 and 1989 were difficult for OPA. The success of ―Showcase‖ was making it the focus
of the organization and we often felt that the tail was wagging the dog. OPA group purchases
were becoming difficult to coordinate, local suppliers had lowered their prices to compete with
ours, and fewer people participated. In addition, the membership was not growing. Those of us
who had taken on the big jobs were tired, and there seemed to be no one to replace us.
Sometimes only three or four people would attend a board meeting. Officers were not elected,
but cajoled into leadership. Our successful show was draining the energy from the organization,
leaving no time for other activities. Who could have imagined that success would bring such
problems?

We began brainstorming. Twenty members held a two-day retreat to debate and plan the
future. How could we sustain both ―Showcase‖ and OPA? Ultimately, we decided to separate
the finances and decision-making bodies of the two concerns. OPA would still be guided by its
board, but ―Showcase‖, while accountable to the OPA board, would be run as a separate
organization.

The OPA board was also concerned about a lack of newcomer involvement. Many of us who
had worked closely for many years had become good friends. This tight-knit group seemed to
intimidate newcomers, and made people reticent to volunteer. The problem, being somewhat
intangible, was difficult to solve. The only solution was to increase communication with all
members, both at meetings and through the newsletter, so that everyone would feel included
and more people would step forward.

The board also wrote an OPA mission statement to promote individual creativity, excellence and
growth through education and a cooperative spirit. There was talk of recreating the
"Confabulations" of 1979, of having a potter‘s retreat to share ideas, demonstrate skills,
socialize and get recharged. Everyone liked that idea, but all of the people who might have
coordinated it were too busy organizing ―Showcase‖.

By 1989, ―Showcase‖ had expanded to 100 booths, and sales, at $98,869, were continuing to
improve. I still chaired the publicity committee, but found that as sales went up and more
people were involved, my responsibilities were much greater. (I remember one day when I
counted the number of telephone calls I received regarding OPA and ―Showcase‖. At 72, I
stopped counting.) For many of us, these increased responsibilities were a great strain. After
doing the work for OPA, we often did not have much time left for our own studio work. With
more members and higher sales, we had to become more bureaucratic. The days of figuring
things out as we went along were over.

At the same time, we wanted to maintain the camaraderie. For the annual picnic, we planned
contests (throw the tallest pot, pull the longest handle, throw the longest slab, etc.), activities
(pottery shot put and "smash-the-pot," a popular game where everyone throws baseballs at old,
ugly pots) and best of all, an auction where everyone bids on these anonymous pieces. Good
times were had by all, outlooks improved, and the OPA was back on track.

In 1991, I was out of town for a week, and came back to discover that I had been elected
president. I had been bamboozled again! By then, OPA was flush with new members, and with
them came new vigor. According to a newsletter that year, it was no longer necessary to recruit
board members by the "thumbscrew method: instead, people volunteered they saw the



OPA Operations Manual                      Page 52 of 145                          Revised June 2008
opportunity for personal and professional growth. A five-person "steering committee" was
organized to facilitate ―Showcase‖ decision-making.

The next year saw the group taking on new projects. We launched a project making mural tiles
with homeless teenagers in Portland. We also began publishing a well-received annual map to
potters¹ holiday studio sales in Oregon. By the end of the year, membership had soared to
almost 300 people.

In 1993 the show moved into the newly built Oregon Convention Center. With 130 booths,
sales increased, profit increased and we even issued rebate checks to participants with the
extra money we made. For the first time, we felt that we had some fiscal breathing room, so we
approved small stipends for the ―Showcase‖ chair and the publicity chair. This was the first time
we had paid any members for the huge amount of time they gave to the organization.

Back in 1987, Catherine Wygant had accurately predicted that by 1994 ―Showcase‖ could make
one quarter of a million dollars: the actual gross income that year was $254,858. The number of
booth participants had grown to almost 200, with about 60 more gallery participants. Many
people joined the organization only to participate in Showcase, then discovered that the
"participation criteria" meant that members had to work on committees for a year (or a few
years) before they had enough seniority to be in the show. Newer members wanted
―Showcase‖ to expand to accommodate them. Longtime members felt that the show was
already large enough to overwhelm our customers. In addition, with no central office or phone
number, ―Showcase‖ could not expand and have reasonable communication with the
membership. Also, there were no larger exhibit halls available.

Conflicts arose when a few newer members suggested that longtime members be rotated out of
the show. Those of us who had nurtured the organization for many years remembered earlier
days of intense work when our only rewards were camaraderie and more work with very small
financial reward. We worried that the cooperative spirit of OPA was being lost. Were members
only concerned about whether they would get into the "money maker"? Our longed-for,
successful show was still having growing pains!

The ―Showcase‖ steering committee expanded to include more people, and we began the
difficult task of coping with the growth. Many questions were asked: Who was our organization
trying to serve? Professional potters? Emerging potters? Students? Were ―Showcase‖ and
OPA serving the same people? Should the show be juried? Could a co-operative show be
juried and still have people willing to work on committees?

We knew that communication was important. Many newer members had no idea how much
effort it took to promote a large show, and they did not see the "behind-the-scenes" work that
had been done for so many years. A mandatory meeting of ―Showcase‖ participants was called
to explain the logistics and current difficulties.

At the meeting, several fruitful suggestions were made. One was that Showcase add a group
booth for potters not yet eligible for an individual booth to show a small body of work. The
steering committee also reworked the old participation criteria and initiated a points system,
which added complexity but reduced the ambiguity. Potters are now awarded a set number of
points when they take on a job for Showcase or the OPA. Points are totaled once per year and
these points determine member‘s eligibility rank for Showcase. This new level of bureaucracy is
probably the most impartial and effective way to organize and expand ―Showcase‖.




OPA Operations Manual                     Page 53 of 145                         Revised June 2008
In the meantime, OPA began a new round of goal setting. With the new, larger membership,
there was the possibility of collecting enough money through dues to accomplish new projects.
Annual dues were raised from $25 to $35. The extra money was invested in sending each
year¹s president to the National Council on Education for the Ceramic Arts (NCECA)
conference, new computer equipment for the newsletter, subsidizing inexpensive workshops for
members, establishing an OPA telephone number and, with help from other fund-raising efforts,
paying members to teach art classes in areas where no art education had previously been
offered. By 1996, OPA members were teaching in community centers, Head Start Programs,
old-age homes and many other locations.

While the large material purchases of the past are gone, OPA continues to organize discounted
group buys on cobalt, tin, cones, kiln shelves and many other items. The newsletter has
become longer and more informative. And the annual OPA picnic continues to be a fun social
event. In 1996, for the first time, more people volunteered or were nominated for board
positions than could be elected.

The new century has begun with both OPA and Showcase doing very well. OPA is nationally
recognized as an important ceramics organization. Showcase, while not quite breaking its new
half-million dollar sales goal, keeps coming very close. With this increase in sales, there has
been a need to again expand the size of the show. There are not many attractive, indoor exhibit
halls that have enough space to house a show of this size. Rather than choosing a gradual
expansion, Showcase doubled their floor space by renting two side-by-side exhibit halls. This
expansion has given the show an opportunity to add many new features: garden areas, dining
areas, exhibits of ceramic work by high school students and exhibits of work by guest artists
from other countries. This has been a wonderful opportunity, but it has also added a huge
amount to the workload. Everyone in the OPA continues to be amazed at how much this all-
volunteer group accomplishes.

It seems that we have finally matured, the framework has been set, and growing pains have for
the most part ceased. Enthusiasm for other OPA projects does not detract from ―Showcase‖.
People who were in the show in 1983 are amazed at its success. ―Showcase‖ has met the goal
of providing potters with a new sales venue, and members are making enough money for it to
be worth the long hours of work.

―Showcase‖ is the largest, all-clay co-operative show in the United States. It is run entirely by
the 250 plus participating potters with no paid staff. The show succeeds because members are
always willing to go the extra mile to finish a job. Also, good financial planning has insured that,
from the very early years, we have kept enough money in the bank to pay for the following
year's show.

The most important ingredient for ―Showcase‘s‖ success has been publicity. We spend as
much money as we can afford on paid advertising, but free publicity (articles in newspapers,
magazines, etc.) is even more effective than paid advertising. We keep records of which
publications have written articles, which radio and TV stations have aired public service
announcements, and other organizations that have helped us. We send thank-you notes. Most
importantly, we have learned that for publicity you must be persistent! The rewards are
increased local and national coverage. Among the people responsible for our well-oiled
publicity machine are Leslie Lee, Catherine Wygant, Nancy Hart, Lyn Sedlak-Ford, Ann Selberg
and Audrey Graham, but everyone in the organization helps in some way. People add their
mailing lists to the show promotion, we bring neighbors, and we make phone calls: the
networking pays off.



OPA Operations Manual                      Page 54 of 145                           Revised June 2008
A large part of the OPA's success can be attributed to the newsletter. It has kept the
organization unified by dispersing information and communicating with members over a large
geographic area. Another aspect of our success is the large number of people who are willing
to "get on the phone" to find a free service, good advice or whatever else is needed. Members
are willing to drive long distances to attend our meetings and to network. This networking has
resulted in new co-operative ventures such as the seasonal gallery Essence of Fire (see the
May 1997 CM), as well as the artist-run Portland festival "Art in the Pearl," and other
membership organizations such as ClayFolk and Local Clay.

OPA is a relatively large organization, especially considering that it is run exclusively by
volunteers. Four positions currently receive small stipends, but these are a "thank you", rather
than fair compensation. Necessarily bureaucratic systems are in place for OPA and
―Showcase‖, yet somehow decisions are made magnanimously. The spirit of cooperation lives:
members often call each other to say, ―You don¹t know me, but I am an OPA member. Could
you give me advice on my clay problem?‖ Advice is happily given.

Although the road has sometimes been bumpy and a large amount of money is now involved,
the spirit of the original Oregon Potters Cooperative remains with us. The word "potter" in our
name is meant to include anyone who works with clay. Potters, sculptors and everyone else
associated with clay in Oregon and southwestern Washington have benefited from the shared
information, mutual support and hard work that have come from this generous group.




OPA Operations Manual                     Page 55 of 145                         Revised June 2008
                             Requirement for Showcase Policies

The Showcase Chair and Showcase Steering Committee must maintain written Showcase
policies. The written policies must at a minimum, cover the following topics:

Statement of Purpose
Steering Committee
  Committee chairs that make up the committee.
Participation Requirements
  Booth contents.
  Fees and Deposits.
  Committee Work.
  Work Shifts.
  Application Procedures.
Showcase Sales Procedures
  Collection of Monies.
  Disbursement of Payments.
Breakage
  Claims Procedure.

A copy of the current Ceramic Showcase Policies is in Appendix B. All changes to the policies
must be submitted by the Showcase Steering Committee as updates to Appendix B of this
manual.



                             The Showcase Steering Committee

The Showcase Chair and Steering Committee shall have authority to make all showcase
decisions and policies. The Steering Committee shall consist of the following officers, committee
chairs and/or co-chairs: Showcase Chair(s), OPA President, Showcase Treasurer, Showcase
Secretary, Advertising Chair, Bookkeeping Chair, Building Chair, Committee Placement Chair,
Points Chair, Publicity Chair, Sales Chair, Sponsorship Chair, Reconciliation Chair, and Work
Shifts Chair. All Showcase Committee Chairs are invited to attend Steering Committee meetings
and can vote. Steering Committee meetings are open to all OPA members.




OPA Operations Manual                     Page 56 of 145                         Revised June 2008
                                SHOWCASE JOB POSITIONS



                               Showcase Steering Committee

Showcase Chair(s)*              Bookkeeping Chair                Sales Chair(s)
OPA President*                  Building Chair(s)                Sponsorship Chair
Showcase Treasurer*             Committee Placement Chair        Reconciliation Chair****
Showcase Secretary              Points Chair                     Work Shifts Chair
Advertising Chair(s)            Publicity Chair(s)
* See the job descriptions for these positions under OPA officers.
**** Position deleted 2006 and duties transferred to Bookkeeping Chair.




                                Showcase Committee Chairs

Adult Clay Participation Area                                Info Packet
Awards                                                       Installation Project
Children‘s Area                                              Lobby (Themed) Display
Demonstrations                                               Long Range Planning***
Display - Education                                          Mailing List
Display - Garden                                             Map
Display - Interior                                           Poster
Educational Institutions / Non-Profit                        Sales Treasurer Cash
Equipment Rental                                             Sales Treasurer Credit Card
Flyer Posting                                                Security
Gallery Display                                              Showcase Registrar
Gallery Physical Set Up                                      Signage
Gallery Registrar                                            Special Events
Graphics Coordinator                                         Traffic
Group Booth                                                  Video Production Chair**
Holding Table                                                Wrapping
Info Booth
** See the job description for this position under OPA committee chairs.
*** Long Range Planning (6 points) was made dormant at the August 2006 SSC meeting.




OPA Operations Manual                    Page 57 of 145                        Revised June 2008
Job Description - Adult Clay Participation Area Chair

Job Summary/History - Showcase has included a children‘s clay play area for years and in
2004 the steering committee voted to create an area for adults to play with clay. It is set up as a
way to introduce pottery to adults in a hope that they get interested and take a class or two in
ceramics. It is also a way for the public to get a deeper understanding and insight of how wheel
thrown pottery and hand built pottery is done. When possible, the adult clay participation area
should be located near the schools and non-profits area.

Primary Responsibilities

  Planning the design and organization of the Adult Clay Participation Area.
  Arrange for supplies including clay, wheels, tools, cardboard, buckets, etc.
  Set up and manage the area during showcase and clean up, working with people on wheels
   and with hand building, wedging clay, mopping spills, and keeping area clean,

Education / Experience / Skills

    Knowledge of throwing and hand building.
    Good organizational skills.
    Ability to lift heavy objects.
    Good people skills and teaching ability.

Specific Duties/Timeline

2-3 months before the show
  Contact the Sponsorship Chair and request they ask sponsors if they will donate clay (600
    to 700 pounds) and tools.
  Make arrangements to borrow 4 wheels. You may contact OPA members directly. Always
    contact the Sponsorship Chair and request they ask sponsors if we may borrow equipment.
  Contact your committee members to schedule set up, take down, moving the clay, and
    moving the wheels.
  Remind the Showcase Chair about the need to talk to OCC about disposal of the
    sludge/gray water and the need for electrical outlets plus extension cords for 4 wheels.

1-2 weeks before the show
  Confirm clay and wheel donations and pick up times. Always coordinate contacting any
    sponsors with the Sponsorship Chair.
  Contact the storage unit key holder and schedule a time when you can pick up any supplies
    from the storage unit.
  Confirm the set up, take down, transportation, and work schedule with the committee
    members.

Late Wednesday or Early Thursday
  Set up as early as possible to allow committee members time to set up their own booths.
  Pick up clay, wheels, tools and supplies and transport to the Convention Center.
  Cover the floor where any spills will occur. Make sure no one can trip on the floor covering.
  Set up tables, chairs, and wheels, get tools out, and cut up cardboard to hold work for those
   wanting to take things home.

During the show


OPA Operations Manual                      Page 58 of 145                         Revised June 2008
  Monitor the area to be sure guests are being assisted and that the area is clean, organized,
   and safe.
  Be present during work shift changes and make sure all members working in the area know
   their job and know where to dispose of the sludge.

After the show
  Clean the wheels, tools, and tables; mop the floor and load the car/truck.
  Pack the tools, buckets, banner, and any other supplies in a box clearly marked with the
   contents and transport it to the storage unit.
  Return the wheels to their owners.
  Return the unused clay to the donor or dispose of it in a manner approved by the donor.
  Contact the Sponsorship Chair and confirm receipt of all donations including wheels, tools,
   and clay. The Sponsorship Chair usually writes the thank you letters to the sponsors. Make
   sure you relay anything special the sponsors did so it can be included in the thank you letter.

Budget - Expenses include copying (photo enlargement) and miscellaneous supplies (tools,
sponges) for the throwing area.

Committee Needs - Chair plus 2 members.

Work Shift Needs - Three people are needed per work shift.

Vendors/Sponsors

  Always have the Sponsorship Chair contact sponsors to solicit donations.
  Georgie‘s Ceramic and Clay - 1-800-999-CLAY or 503-283-1353. (Clay donations)
  Radius Studio - 503-231-4145 (Wheel loans)

Last Revision

  Updated by Michael Grubar - August 2007




OPA Operations Manual                     Page 59 of 145                        Revised March 2007
Job Description - Advertising Chair (Paid Ads)

Primary Responsibilities

  The Advertising Chair position is a minimum three year commitment. The Chair must
   contact the Committee Placement Chair in time for a trainee to be located and serve as co-
   chair for two years prior to taking over as chair.
  Promote Showcase to the public through paid media advertising obtaining as much effective
   coverage of the event as possible with the given budget.
  Coordinate the layout and delivery of ads.
  Negotiate ad pricing. Remind all advertisers that we are a non-profit organization and
   request appropriate pricing.
  Review all advertisers‘ invoices for accuracy.
  Submit invoices to the Showcase Treasurer for payment in a timely manner.
  Maintain a file with separate records for each vendor containing the name, complete
   address, phone number, and the name of the contact person along with copies of all ads
   and invoices.
  Solicit high quality slides from the OPA members and coordinate maintenance of a slide file
   with the Free Publicity Chair.
  Research Showcase survey results to develop an advertising plan.
  Maintain Showcase scrapbooks that contain copies of ads run each year for reference and
   historical perspective.
  Attend Showcase Steering Committee meetings every month or if attendance is not
   possible, submit a written report to the Showcase Chair at least 24 hours prior to the
   meeting.

Education / Experience / Skills

    Excellent organizational and communication skills.
    Excellent computer skills (Macintosh).
    Experience with Adobe Photoshop and Adobe Illustrator
    Experience with slide scanners.
    Excellent budgeting skills.
    Knowledge of the advertising industry.

Specific Duties/Timeline

June-September
  Utilize all available data to determine the most effective use of the advertising budget
   including advertising data from the previous year, customer survey results, address data
   from copies of checks received at the previous show (compared to the geographic area of
   previous year‘s ads), and suggestions from the OPA members.
  Develop an advertising plan for the upcoming show.

September
  Complete the budget request form by the deadline specified by the Finance Committee.

October-December
  Submit notices to the newsletter editor not later than October 10th (for the October
   newsletter) and not later than December 10th (for the December newsletter) requesting
   slides of current member work.

OPA Operations Manual                    Page 60 of 145                       Revised June 2008
  Attend general meetings and announce the need for slides.
  Slides must be high quality and must be labeled with the artist name and a year. It‘s very
   important to use the most current images to keep our public image fresh and current with
   the work that the customer will see at the show.
  Maintenance (and use) of the slide file is a joint effort between the Free Publicity and Paid
   Advertising committees. The file should be taken to meetings so that artists can review their
   own file contents.

January
  Create (or choose from archives) the ads for the magazine layouts.
  Obtain slides of the previous year‘s Showcase award winners from the Poster Chair for use
   in the ads.
  Contact magazine representatives, inform them of our show dates, obtain the ad deadline
   schedules, and ad specifications. Specifications for the previous year may be found in the
   vendor files.
  Create a project schedule with deadline dates.
  Reserve ad space in magazines. They will fax a contract. Sign the contract and fax it back
   to confirm ad space, run date, and price.

February-March
  Finalize the ad layouts and deliver to the magazines. Most vendors will accept a Macintosh
   formatted CD or Zip disk. CDs are preferred because they are cheaper to purchase and we
   often don‘t get the Zip disks back.
  Contact the Showcase Treasurer to obtain checks for the advertisers who require payment
   submitted with the ad.
  Reserve ad space for TV and radio. They will fax a contract. Sign the contract and fax it
   back to confirm ad space, run date(s), and price.
  Get commercial voice over information to the TV and radio stations. KGW TV will produce
   our commercial and give us two copies of the tape, one in VHS format and one in TV format
   to give to KOIN TV. Remind the KGW contact person that one copy is needed in TV format.
   KGW often times will send a photographer to the show and will update each year‘s ad with
   fresh footage. Communicate to the contact person the best time for the photographer to be
   at the show.

April
  Reserve ad space in newspapers. They will fax a contract. Sign the contract and fax it back
   to confirm ad space, run date, and price. This is usually the last bit of advertising.
  Newspaper deadlines are usually less than a week from the run date. The deadline for the
   Oregonian is earlier so there is time to have proofs sent. Check the proofs for sharpness
   and contrast. We have typically delivered ads for The Oregonian and The Columbian all at
   once.

June
  Follow up with advertisers on any billing issues. Submit all invoices to the Showcase
   Treasurer.
  Send copies of advertisements to the OPA members featured in the ads.
  Place copies of the ads in the OPA scrapbook.

Budget - Advertising is the largest and most important expense for the show. The amount
budgeted for Advertising is based on a combination of needs and available funds. In 2003, the
budget was $24,659 and in 2006, it was $26,550.


OPA Operations Manual                    Page 61 of 145                        Revised March 2007
Committee Needs - Chair and co-chair only.

Work Shift Needs - None.

Equipment Inventory

  Macintosh Computer and necessary software.
  Slide Scanner.
  Color Printer.

Contacts/Resources

  The Oregonian: Carole White - 503-221-8319 - carolew@sales.oregonian.com
  Lynn Adamo: Lynn is a local graphic artist and former member who does ad layout for
   Showcase at a discount rate.
  Precision Digital Imaging, Tigard, OR: They provide four color proofs such as a cromalin
   proof. American Craft Magazine is the only publication that has requested this type of proof.
  A complete list of vendor resources is maintained in the Advertising Committee files.

Other Information/Tips

  Submit all ads as Illustrator 8 EPS. Do not use a later version of Illustrator unless
   requested.
  Convert all fonts to outlines.
  Double check all ads for logos. Check with the Sponsorship Chair for any additional logos
   we may have agreed to use.
  Double check all ads for correct spelling of the artist‘s names.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                    Page 62 of 145                         Revised June 2008
Job Description - Awards Chair

History - The points for this job were lowered from 6 to 2 at the August 2006 Steering
Committee Meeting. The current chair believes the points should be 4 instead of 2. The
current chair should keep a detail log of activities including the time required for
Showcase 2007 and present it to the SSC after the show.

Primary Responsibilities

  Obtain and count the votes for gallery awards for Best of Show, Second Place, Third Place,
   the Bennett Welsh Award (for best surface decoration), and Best Booth Award.
  Arrange for the PA system to be wired for ―whole hall‖ announcing.
  Have the awards made.
  Present the Awards.
  Pack winners at the end of show for photographer.
  Have the winning pots photographed.
  Return the pieces to their owners/purchasers/archive.

Education / Experience / Skills

    Good organizational skills.
    Ability to speak publicly and address a large crowd.
    Graphic design skills helpful.
    Computer skills helpful.

Specific Duties/Timeline

2 months before show
  Plan the type and style of the awards. Each award winner usually receives a ribbon that
   stays with the piece in the gallery, along with a framed 8 1/2" X 11" certificate to hang in
   their booth that is designed and created by the Awards Chair. They are different every year.
  Obtain the award ribbons.
  Call award certificate maker (usually the Signage Chair) to commission the award
   certificates (Best of Show, 2nd Place, 3rd Place and Best Booth awards - Best Booth award,
   Best Booth gift certificate for $100 of pottery or check-OPA pays the potter whose work is
   chosen).
  Delegate the following jobs to the committee members:
   - Make up voting ballots and copy them. 280 for gallery and the # of booths is the # of
      ballots you make up the Best Booth vote. Only one vote per booth for the Best Booth
      award.
   - Make up ballot box.
   - Assign a packer to package the winners for the photographer.
   - Designate a delivery and pick up person to and from the photographer.

2 days before show
  At head of gallery make sure gallery crew arranges three pedestals for the display of the
   winners later. Arrange lights to emphasize.
  Put up ballot boxes in gallery for both booth and gallery voting. Distribute ALL ballots - one
   booth and one gallery ballot to all booths. Leave the balance of gallery ballots in the gallery
   for non participating OPA members.



OPA Operations Manual                      Page 63 of 145                        Revised March 2007
  Alert the folks involved with the public address system that a patch to the bands‘ mike needs
   to be made so that the whole hall can hear awards announcement.
  Make announcements during set up to remind folks to vote.

Opening day of show
  8:00 a.m. - Remind people that they need to vote on the gallery work and the booths.
  8:30 a.m. - Committee starts counting ballots for all awards except Best Booth. Best Booth
   ballots will not be counted until after Showcase opens.
  9:30 a.m. - Announce that voting stops at 9:45 SHARP!
  Before the Doors open At 10:00 a.m. - Committee members remove the 4 award winning
   pieces from the gallery, and take them to the photographer. As soon as they are
   photographed, they are put back into the gallery (on the "Award Winners" pedestal.)
  As close to 10:00 a.m. as you can - get the names of the gallery winners to the
   calligrapher (usually Gail Pendergrass). Later you can let her know who won the best booth
   award. Get a gift certificate from her for $100, also. Get checks made out to the winners
   from the treasurer. ($500 Best of show, $250 2nd and $100 for 3rd).
  Mid Friday - Frame the certificates. In a discreet manner, make sure the recipients will be
   in the hall for the awards ceremony. Count the Best Booth ballots.
  When the band shows up - make sure that the mike system is hooked up so that the whole
   hall can hear the announcements.
  5:00 p.m. & 6:00 p.m. - announce awards will be presented at 7 pm. Arrange winners on
   the 3 pedestals at head of gallery.
  6:45 p.m. - draw crowd to gallery.
  7:00 p.m. - kudos to the OPA, announce Best Booth winner, then 3rd 2nd and Best of show
   and Bennett Welsh award. Occasionally there is an honorary award announced after this.
   Walk gracefully away and get a drink.
  By 9:00 p.m. - Collect the high school ballots.

Saturday
  Morning - Count the high school ballots. Have the certificates completed, signed, and
   framed. Make sure the award recipients will attend the Saturday evening award ceremony
   through family or teachers.
  Evening - Present high school awards.

Last day of Show
  Make sure that there are boxes for all the award winners.
  Usually all but the ―Best of Show‖ piece is photographed on site by Courtney Frisse and
   returned to pedestals on the same day. Pack up award winners if needed and take to
   Courtney‘s studio. Publicity will be interested in these for future publicity and for an article in
   Ceramics Monthly.
  Pack up the ―Best of Show‖ and transport it to Bill Bachuber for photography as soon as
   possible after the show.

2 weeks after the show
  Pick up award winning pieces and deliver ―Best of Show‖ to the OPA archives at
   Contemporary Crafts Gallery, and deliver 2nd and 3rd place winning pieces to their owners.
  Call committee members and have them submit any bills to the Chair for compensation.

One month after show
  Call committee members and check up on their progress, solicit comments and
   suggestions. Thank them for their hard work!

OPA Operations Manual                       Page 64 of 145                           Revised June 2008
Budget - The Awards budget is divided into two separate categories, #810 and #860. The
budget category #860 is for Best of Show at $500, Second Place at $250, Third Place at $100,
plus sufficient funds for photography of the pieces, award ribbons, artifacts, frames, and copying
the ballots. The amount of budget requested for the photography should be based on a quote
from the photographer. Budget category #810 is for Best Booth Award of $100 and the Bennett
Welsh Award of $100. The best booth winner may choose instead of the cash award to have
the first pick of booth location for the next year‘s show.

Committee Needs - Chair plus 2 members. Committee members must be free on Friday
morning to count ballots. The chair must be free all day Friday.

Work Shift Needs - None.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                     Page 65 of 145                        Revised March 2007
Job Description - Bookkeeping Chair

History - Note: Planned changes for 2006 - The Showcase Chair is working on a data base
system for recording the tags that would eliminate the need for transferring the artists tags from
the tag cards they‘re put on at the cashier stations to the alphabetical artist‘s tag sheets. The
system allows for entry to a single data base from multiple stations. Although the entry process
is slow and cumbersome, it takes less time per tag to do the entry than the total handling time
and calculation time with the current system. In addition, the elimination of transferring the tag
several times reduces the possibility of losing the tags. It will also eliminate the duplication of
data entry by the reconciliation committee which would save approximately 20 hours of data
entry time and about another 20-40 hours rechecking the artist‘s totals. No changes would be
required to the information the artists are now required to print on their tags. The system would
provide totals by station/shift and by artist as well as statistical sales information.

Primary Responsibilities

  Oversee the transfer the artist‘s tags from the tag cards to separate sheets in the artist‘s
   notebooks.
  Oversee the calculation of the totals of the tags in the artist‘s notebooks.
  Report the artist‘s totals (balanced within an acceptable level of accuracy when compared to
   the show income) to the Showcase Treasurer.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Accounting experience helpful.
  Supervisory experience helpful.

Supply List

    Five full size calculators with sufficient paper rolls and replacement ink supply.
    Several pens and four each of yellow, blue, and pink high lighters.
    Clear tape.
    Copies of the written instructions for the tags workers.
    Sufficient forms for the artist‘s books.
    Three sets of artist‘s labels.

Specific Duties/Timeline

One month before the show
  Maintenance of the form ―Cashier Responsibilities and Instructions‖ is the joint responsibility
   of the Sales Chair, the Credit Card Treasurer, the Cash Treasurer, the Bookkeeping Chair,
   and the Manual Editor. This document is Appendix C of the OPA Operations Manual. Each
   chair should review their committee‘s portion of the instructions as well as the overall
   procedures and report any changes to the Manual Editor. The Manual Editor will send the
   updated draft to the four chairs for final review and will give the updated original to the Sales
   Chair not later than noon Thursday prior to the show.

Two weeks before the show
  Maintenance of the form ―Cashier Responsibilities and Instructions‖ is the joint responsibility
   of the Sales Chair, the Credit Card Treasurer, the Cash Treasurer, the Bookkeeping Chair,


OPA Operations Manual                        Page 66 of 145                          Revised June 2008
   and the Manual Editor. This document is Appendix C of the OPA Operations Manual. Each
   chair should review their committee‘s portion of the instructions as well as the overall
   procedures and report any changes to the Manual Editor. The Manual Editor will send the
   updated draft to the four chairs for final review and will give the updated original to the Sales
   Chair not later than noon Thursday prior to the show.

One week before the show
  Obtain all necessary supplies.

Wednesday Set Up
  Set up the alphabetical notebooks from each day of the sale with forms for each artist.
   Insert extra blank forms at the end of each book. Insert any special pages at the beginning
   of the first book. These include the ―Mystery Tag‖ page, the ―Clay In Education‖ page, and
   any other special project such as ―T-shirts‖ or ―Empty Bowls‖. Contact the Showcase
   Registrar to obtain the artist‘s labels.
  Set up the bookkeeping area.

During the show
  Provide all committee members and shift workers with specific instructions. Keep a copy of
   the instructions in the bookkeeping area at all times. (See sample next page.)
  Ensure the tag boards have been copied for the reconciliation committee prior to removing
   and transferring any tags!
  Transfer the artist‘s tags from the tag cards to the alphabetical boards and then to the
   artist‘s notebooks. Check the name carefully to ensure tags are on the correct page. One
   or two committee members will be assigned to review the books specifically for misplaced
   tags.
  Tags without names or with illegible names will be placed on the ―Mystery Tag‖ page. The
   bookkeeping chair will research these tags and correct if possible. An announcement
   should be made prior to the show opening the following morning that artists should review
   the mystery tag page as well as their own pages from the previous day.
  Calculate the totals of lines that are full. Run two tapes and match the totals or run a tape
   and visually check the numbers on the tape to the numbers on the tags. Initial the box
   labeled ―Totaled By‖. Only calculate totals and perform name checks on lines that are full
   unless it is the end of the day and there are no more tags! Even if you XXX out the rest of
   the line, this is one of the most common occurrences of errors!
  Check each tag on the line to verify that it actually belongs to the artist listed at the top of the
   page. Initial in the box labeled ―Name Check By‖.
  A different person will check the total of each line and initial the ―Total Check By‖ box.
  After the close of the show each night, the night shift will calculate page totals, artist‘s totals,
   book totals, and overall artist‘s totals for the day.
  Each page of the artist‘s notebooks will be copied and the copies placed in alphabetical
   order in one notebook. The notebook will be placed at the information booth or in the artist‘s
   lounge area in the show hall for the artists‘ review by noon on Saturday and Sunday, and as
   soon as possible after the close of the show on Sunday night. Make an announcement
   each morning and on Sunday night when the books are available.
  The Bookkeeping Chair and Reconciliation Chair will work together to resolve any
   discrepancies between the artist‘s totals for the day and the tag board totals for the day.
  The Bookkeeping Chair will report all totals to the Showcase Treasurer and/or Reconciliation
   Chair.

Budget - Expenses include printing/copying and office supplies.


OPA Operations Manual                       Page 67 of 145                          Revised March 2007
Committee Needs - Chair plus 10 committee members.

Work Shift Needs - Three workers per shift are needed for sales tags.

            SAMPLE OF INSTRUCTIONS FOR THE BOOKKEEPING COMMITTEE

                               BOOKKEEPING INSTRUCTIONS

Although this area has a relaxed atmosphere (and we want to keep it that way), it is extremely
important that the work done here is accurate. Persons may not use this area as a break room.
Any liquids must be in spill proof containers or must not be on the tables.

Transferring Tags

  Transfer the price tags from the tag boards to the alphabetical boards. Group tags by artist
   as much as possible. (Skip this step if there are only a few tags.

  Transfer the tags from the alphabetical boards to the artist‘s pages. Double check for similar
   names or artists with the same last name to be sure the tag is on the correct page.

  If tags do not have a name or the name is not legible, put it on the ―mystery tag page‖ at the
   front of the A-C Book and notify the Bookkeeping Chair.

Totaling The Lines

  Calculate the totals of lines that are full. Run two tapes and match the totals or run a tape
   and visually check the numbers on the tape to the numbers on the tags. Initial the ―Totaled
   By‖ box.

  Only calculate totals and perform name checks on lines that are full unless it is the end of
   the day and there are no more tags! Even if you XXX out the rest of the line, this is one of
   the most common occurrences of errors!

Verifying The Names

  Check each tag on the line to verify that it actually belongs to the artist whose name is listed
   at the top of the page. Watch carefully for similar or same last names. Initial the ―Name
   Check By‖ box.

Checking The Line Totals

  Same as ―totaling the Lines‖ except by a different person. Verify the total and initial the
   ―Total Check By‖ Box.


Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                      Page 68 of 145                          Revised June 2008
Job Description - Building Chair

Job Duties

  Create the floor plan for the show. Must be complete by the January SSC meeting.
  Work with the Registrar and Points Chair to identify eligible members for booth space and
   waiting list by points. This list is compiled on Excel. Must be completed by mid January.
  Meet with the Committee Placement Chair and the Points Chair to compile the pre-packet
   notifications. These inform participants of their committee assignments and of their current
   point totals. These notices are mailed in the latter part of January.
  Send the floor plan with booth number designations to newsletter editor not later than
   February 10th to be included in the February newsletter.
  Supply the floor plan for fire marshal approval. Major changes from the previous year‘s floor
   plan need a tentative OK by early January. The final floor plan goes to the event
   coordinator at OCC for the final approval by the fire marshal not later than April 1st.
  Update the participant list weekly to reflect drops, changes, and new participants from the
   wait list. Supply the updated list to the Committee Placement Chair, the Work Shifts Chair,
   Showcase Chair, Graphics Coordinator, and Information Packet Chair.
  Supply the updated participant list to the Poster Chair within a reasonable time prior to the
   printing deadline in order to have the most current information printed on the poster.
  Organize member‘s booth selection meeting (at the March general meeting).
  As the Registrar sends notices of changes in participation, coordinate with the Committee
   Placement Chair to notify wait list additions of their status change.
  Send the list of participants and booth numbers to the Graphics Coordinator for preparation
   of the booth signs.
  Send the most current list of participants and booth numbers to the Map Chair within a
   reasonable time prior to the printing deadline in order to have the most current information
   printed in the map. This is usually about 1 week prior to the show.
  Coordinate taping the Convention Center floor and the placement of the pipe, drape, and
   tables with the Equipment Rental Chair and the Decorator late March or early April.
  On Wednesday of set up, after the Decorator has taped out main blocks of booths, work
   with building committee members to tape and number individual booth spaces.

Education / Experience / Skills

  Good organizational and communication skills.
  Basic computer skills and familiarity with Excel required.
  CAD/Drafting experience helpful.

Budget - Expenses include printing/copying, office supplies, and miscellaneous supplies.

Committee Needs - Chair plus one member OR Chair and Co-Chair Trainee when the current
chair plans to retire. (A couple volunteers are needed at the March meeting to assist with
recording booth selections but it does not count as committee work.)

Work Shift Needs - None

Last Revision

  Updated by ENTERNAME - MONTH YEAR



OPA Operations Manual                     Page 69 of 145                       Revised March 2007
Job Description - Children’s Clay Participation Area

Primary Responsibilities

  Organize a functional clay activities area.
  Set up, take down and clean area after show. Committee chair needs to be available most
   of show to deal with any problems with children or students groups.
  The chair picks up shifts in emergencies or serves a back up during extra busy times.
   Fridays are always a problem to predict due to student groups, so frequent short term back
   up is necessary.

Education / Experience / Skills

  Good organizational skills.
  Experience working with children very helpful.

Specific Duties/Timeline

  Early April - Order tables and chairs, through equipment chair.
  March/April - Contact Georgies concerning donations of clay. About 700 lbs. are needed.
  Late April - Make a follow up call at the end of April to set up pick up time.
  Early Wednesday Set Up - Clay is picked up early Wednesday so it can be delivered during
   drive in times.
  Thursday Set Up - Set up the area. Committee chair has the tools, banner, table covers and
   large shelving unit.
  Clean up on Sunday afternoon - Frequently committee chair and one of the committee
   members work the last shift to get a head start on cleaning and organizing take down.

Other Information

The tools for the children‘s area were previously borrowed from the Children‘s Museum which is
no longer possible. The Chair is in the process of collecting and making a variety of tools.

Budget - Expenses include miscellaneous supplies (tools, paper towels, plastic, sponges, etc.
for the work area.)

Committee Needs - Chair plus 2 members. One person needs van or truck to co-haul with
committee chair 700 lbs. of clay from Georgies. (It works out best, if the two committee people
are both from the Portland area.)

Work Shift Needs - Three people is usually enough for most work shifts.

                  Number Of People Needed Per Shift For The Children‘s Area
       Day              Shift 1          Shift 2             Shift 3                Shift 4
      Friday              3                3                    3                     3
     Saturday             3                3                    3                     2
     Sunday               3                3                    3

Last Revision

  Updated by Rhea Shea - October 2007

OPA Operations Manual                    Page 70 of 145                         Revised June 2008
Job Description - Committee Placement Chair

Primary Responsibilities

  Obtain Chairs, Co-Chairs and trainees for committees as the positions are vacated.
  From Showcase participant‘s applications, fill each committee with needed members
   attempting to match applicants with the committees they requested.
  Attend Showcase Steering Committee meetings, usually monthly.
  Notify the manual editor when a new chair is appointed so a copy of the job description may
   be sent.

Education / Experience / Skills

  Excellent organizational skills.
  Knowledge of jobs at showcase a must.

Specific Duties/Timeline

May:
  Attend the Showcase Wrap Up meeting at which time the available committee chairs, co-
   chair, and trainee positions are ascertained.

June - August:
  Notice of available job positions with a brief description, are posted in the June/July
   Newsletter and thereafter, as needed.
  As the letters of application are received, they are reviewed by the Steering Committee. As
   the SSC selects new Chairs, Co-Chairs and Trainees, letters are written to the selected
   applicant and letters to applicants not selected are written, acknowledging and thanking
   them for their interest and encouraging them to apply again the next year.
  At this time, make any revisions to job descriptions that committee chairs have
   recommended.

October:
  For the newsletter: Supply a list of all committees, respective committee chairs, description
   of committee, and number of people needed to work on each committee.

December-January:
  After Showcase application deadline, the registrar will send a copy of all applicants, with
   their first three choices of committee jobs. Working with the Building Chair and the Points
   Chair, ascertain who will be in the show.
  Make assignments to committees-start with the most important ones like publicity. Reserve
   committee spaces for set-up or during Showcase for out of town members.
  After committees are filled, send letter (revised from previous year) informing each member
   of their booth (full/half/group/) and the committee to which they are assigned. Those on the
   wait list are informed of their position on the list.

Changes - January-April:
  Occasionally someone can‘t do a particular committee due to job conflict, make necessary
   changes.




OPA Operations Manual                     Page 71 of 145                        Revised March 2007
  There will be dropouts from the show. The person next on the waiting list is admitted, and
   given the committee job of the dropped person. It is necessary to keep in close contact
   with the Building Chair during this time, as they have the numbers available, etc.
  Let it be known to everyone (through newsletter and information packet) that committee
   work is vital to the success of Showcase. Everyone must serve on one committee. Failure
   to complete work may result in being wait listed, at the discretion to the Showcase steering
   Committee.
  You are the link between the committee chairs and the steering committee as far as
   reporting people who did not fulfill committee work.

Post Showcase: Attend Wrap-up Meeting and start all over again.

Budget - Expenses include copies, postage, phone expense, and office supplies.

Committee Needs - Chair only.

Work Shift Needs - None

Last Revision

  Updated by Audrey Graham - July 2007.




OPA Operations Manual                    Page 72 of 145                         Revised June 2008
Job Description - Demonstrations Chair

Primary Responsibilities

  Organize demonstrations by OPA members showing a variety of techniques.
  Members volunteer to demo when they fill out a Showcase application. Recruit additional
   members if necessary.

Education / Experience / Skills

  Excellent organizational skills.
  Excellent communication skills.

Specific Duties/Timeline

February
  Prepare the demo schedule. Copies of Showcase applications with demo volunteers on
   them are usually available from the work shift chair. It may be necessary to recruit members
   to round out the demonstrations. It is preferable to have a variety of techniques
   represented.

Scheduling
  Each demo lasts 1 hour with 15 minutes before and after to set up and clean up, for a total
   of 1 1/2 hours. This counts for a full 3 hour work shift.
  Schedule the final Friday demo for 4:00-5:30. This gives the band time to set up.
  Schedule the last Saturday demo for 7:00-8:30.
  Schedule the last Sunday demo for 2:30-4:00.
  Get finalized schedule to work shift chair by their announced deadline. Provide schedule to
   poster chair so that demonstrators can be acknowledged on poster. Provide schedule to
   Webmaster for website.

March
  Contact equipment rental chair to order pipe and drape, banquet tables and an easel for
   your demo schedule sign. In the past we used 40 ft. pipe and drape along with 4 banquet
   tables. Audience chairs are provided by the Convention Center or rented. Check with the
   Equipment chair.
  Arrange for the use of a wheel for demonstrations. Arrange with donor the pick up and
   return of the wheel.
  Arrange for clay to be used in demos. In the past clay was donated by various
   distributors. Most recently Georgies has donated demo clay. Potters with specific clay
   needs provide their own clay.
  Arrange rental of PA system. It is rented from the convention center.
  Arrange pick up/return of demo stage mirror from storage.

April (4 weeks out)
  After the information packets go out (5 weeks out) to Showcase participants, call or write
   demonstrators to make sure they know the time of their demos and to bring their own tools.
   Note that they should contact you if they have any special needs.
  Make a sign to acknowledge and thank any distributors that have donated clay and/or
   equipment for the demonstration. Include a schedule of demonstrators for each day. This
   sign will be displayed in the demo area.


OPA Operations Manual                    Page 73 of 145                       Revised March 2007
  Make small signs to be placed in each demonstrator‘s booth that announces the time of
   their demonstration.

Wednesday Set Up
  Set up the demo area: Bring rags, buckets, an extension cord, and a large sheet of plastic
   to put under the clay demo area. The plastic needs to be secured with duct tape around the
   edges. The plastic makes clean up much easier.

Budget - Expenses include sound equipment (from Rose City Sound), slide scanning for
information for the demo kiosk, and miscellaneous supplies (plastic and cleaning supplies for
the stage area).

Committee Needs - Chair plus 2 members. Committee member work is during Showcase

Work Shift Needs - Approximately 8 to 10 members are needed to demonstrate as part of their
work shifts. Demonstrations occur on the stage during each work shift unless the stage is being
used for other functions such as awards or special events.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                     Page 74 of 145                        Revised June 2008
Job Description - Display/Education Chair

History - During the 2004 expansion the steering committee created education kiosk displays to
educate the public about firing techniques, etc. These were created and placed around the
show. The job may be held by two co-chairs who split the points and the responsibilities.

Primary Responsibilities

    Obtain a variety of information including photos to display on the educational kiosks.
    Obtain information about the demonstrations planned for the show.
    Layout and assemble the information on the kiosks.
    Transport the kiosks to and from the show, set up, take down, and store the kiosks and
     related materials.

Education / Experience / Skills

    Must be well versed in the software for the layout and printing of all information.
    Must have experience Photography and the related software.
    Need experience in the actual glue up of all panels.
     Must be able to deal with the transportation of all materials to the show and from the show
     to the storage unit.

Specific Duties/Timeline

December-January
  Plan for the look of the two unassigned kiosks and start gathering the necessary photos and
   text.
  Start gathering all info for the Demo and Info Kiosks.

March
  Gather all the actual material for the assembly of each kiosk.
  Make the necessary repairs to kiosk frames.

April
  Layout and assemble all the materials for each kiosk.
  Arrange for the transportation of all materials and kiosks to and from the show.

Wednesday prior to show
  Move the kiosks in early during the hours when vehicles may drive into the hall.

Budget - Expenses include printing/copying, building materials, and miscellaneous supplies.

Committee Needs - 2 co-chairs plus 5 members.

Work Shift Needs - None.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                      Page 75 of 145                        Revised March 2007
Job Description - Display/Garden Chair

History - During the expansion of 2004 the steering committee decided to create environment
areas to educate and inspire our customers. The garden display was created to provide an
area to showcase pottery appropriate for outdoor use. The space normally consists of a 20‘ x
60‘ space filled with patio furniture, a fencing display, and plants.

Primary Responsibilities

  Design an indoor garden display area for demonstrating the use of ceramics designed for
   outdoor use.
  Supervise maintenance of the booth during the show.
  Procure by sponsorship decorating material and accessories and arrange delivery and pick
   up at the end of the show.
  Solicit ceramics from Showcase artists and restock the booth with replacements when
   pieces sell during the show.

Education / Experience / Skills

    Good organizational skills.
    Excellent communication skills.
    Landscape experience helpful.
    Experience obtaining sponsor in kind donations helpful.

Specific Duties/Timeline

October (not later than the 10th)
  Prepare a notice requesting pottery for the garden display and send it to the newsletter
   editor to be included in the showcase application packet.

February-April
  Before showcase - arrange for the furniture, fencing, and garden materials to create the
   display. Solicit donations or material loans from local garden oriented businesses.

April-May
  Arrange transportation schedule for the materials.

Wednesday Set Up (Early when it’s still possible to drive into the hall.)
  Deliver the garden props and materials.
  (Three strong committee members are needed for these duties.)

Wednesday/Thursday Set up
  Arrange the furniture, props, and plant materials.
  Collect the pottery to be displayed from the artists.

During the show
  Replace pieces as they sell. Periodically gather pots from participating member‘s booths.
   Three members are needed to do this during the show.




OPA Operations Manual                      Page 76 of 145                       Revised June 2008
Sunday Take Down
  Take down the display.
  Coordinate return of materials to the donor(s).

Budget - Expenses include a rental vehicle (or delivery charge) for moving the garden supplies,
miscellaneous supplies (paint, plant materials, etc.), and postage.

Committee Needs - Chair plus 4 committee members.

Work Shift Needs - One person is needed for each work shift throughout the show.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                     Page 77 of 145                      Revised March 2007
Job Description - Display/Interior Chair

History - During the expansion of 2004 the steering committee decided to create environment
areas to educate and inspire our customers. The interior display was created to provide living
and dining room areas to showcase pottery. The space normally consists of a 40‘ x 40‘ space
divided into 4 separate room type areas including living room, kitchen, and dining areas.

Primary Responsibilities

  Design, build if necessary, install, and decorate, a booth demonstrating the use of ceramics
   in various room situations in the home.
  Supervise maintenance of the booth during the show.
  Procure by sponsorship decorating material, furniture, and accessories and arrange delivery
   and pick up at the end of the show.
  Solicit ceramics from Showcase artists and restock the booth with replacements when
   pieces sell during the show.

Education / Experience / Skills

    Good organizational skills.
    Excellent communication skills.
    Interior decoration experience helpful.
    Experience obtaining sponsor in kind donations helpful.

Specific Duties/Timeline

October (not later than the 10th)
  Prepare a notice requesting pottery for the interior display and send it to the newsletter
   editor to be included in the showcase application packet.

February-April
  Before showcase - arrange for the number and types of pieces of furniture to create the
   display.

April-May
  Arrange transportation schedule with furniture donors.

Wednesday Set Up (Early when it’s still possible to drive into the hall.)
  Deliver the walls from the storage unit.
  Pick up furniture from donor and deliver to hall.
  (Three strong committee members are needed for these duties.)

Wednesday/Thursday Set up
  Arrange the furniture and display the pottery.

During the show
  Replace pieces as they sell. Periodically gather pots from participating member‘s booths.
   Three members are needed to do this during the show.




OPA Operations Manual                      Page 78 of 145                         Revised June 2008
Sunday Take Down
  Take down the display.
  Coordinate return of furniture with the donor. The rental truck with the furniture may need to
   be stored in a Portland committee member‘s driveway overnight.
  Coordinate return of the walls to the storage space with the gallery and group booth.

Budget - Expenses include a rental vehicle (or delivery charge) for moving furniture and
miscellaneous supplies (paint, lights, etc.) to maintain the room dividers.

Committee Needs - Chair, Co-chair, and 4 members.

Work Shift Needs - One person needed during each work shift to assist customers during the
show.

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                     Page 79 of 145                        Revised March 2007
Job Description - Educational Institutions (Non-Profits) Chair

History - During the 2004 expansion the steering committee decided to create an area of
booths for other non-profits and schools to advertise their clay programs. In 2005, a small
gallery for high school work was added.

Primary Responsibilities

  Arrange an area of booths at showcase for non-profit organizations including colleges and
   high schools that have an interest in ceramics.
  Maintain an institution participant/resource list with addresses and contact information.
  Maintain a list of high schools that have or would like to participate in the high school gallery
   area.
  Arrange for schools/students to participate in high school ―Throw-A-Thon‖ Saturday night on
   the demo stage.
  Set up high school gallery (pedestals, lighting, and display).
  Check-in work from participating schools.
  Print names tags for each participant.
  Set up student work in the high school gallery
  Take down high school gallery and return pedestals, lights and display to OPA storage unit.
  Arrange for pick up of student work Sunday night after show.

Education / Experience / Skills

  Good organizational skills.
  Good communication skills.
  Teaching experience helpful.

Specific Duties/Timeline

Fall
  Contact schools around Showcase application time.

January
  Re-contact them after first of the year. Find out their furniture rental needs. Remind them
   that there are no sales and no fundraising. Advise we will provide Showcase posters and/or
   postcards in mid March.
  Coordinate with Equipment Rental Chair (prices, and amounts) and Building chair, where
   booths will be sited.

March
  Make sure colleges receive some Showcase posters. (This should be mentioned on
   previous paperwork). Ask if they can be picked up from the March meeting, and make sure
   Poster chair knows you are getting them and/or need to have some delivered to them for
   around campus.
  Send the participant list to the Information Packet Chair and request they are sent an
   information packet.

April
  Call a couple of weeks beforehand to make sure everything is a go. Remind participants
   about set up and tear down times.

OPA Operations Manual                      Page 80 of 145                           Revised June 2008
  All contact soliciting donations from our sponsors must be done through the Sponsorship
   Chair. Request that the Sponsorship Chair contact Georgie‘s (Christy) and solicit gift
   certificates for best of show, second place, and third place winners.
  Solicit names of high school participates and create nametags for each student.
  Get contact numbers for each student and their teacher for notification of awards.
  Get a contact name and phone number of where to reach contact person for the weekend of
   the show, in case there are any problems. In fact, get two names and numbers especially if
   the instructor is coming from out of town.
  Make up some sort of security badge system for the students. It should be something big
   and bright that identifies them from college booths.

Wednesday-Thursday
  Check in with participants on set up day.
  Set up the high school gallery area.
  Check in high school work.
  Set up high school show.

Friday
     (Evening) Count ballets to determine best of show, second and third place winners.
     Supply winners‘ names to Awards Chair for printing of certificates.
     Contact winners and encourage them to be in attendance at awards ceremony Saturday
       night.

Sunday
  Check in with the participants before the show goes down to make sure they know load out
   procedure (gallery and furniture to storage first on the loading dock, etc.).
  Take down high school show
  Arrange for student work to be picked up
  Return high school gallery furniture to OPA storage unit.

Within one week after the show
  Follow up letter and thank you for participating. Ask them to critique their experience of
   doing the show, and see if they‘re interested in the next year.
  Report to the Sponsorship Chair all donations made by Georgies and any special mentions
   that should be in the thank you note. (All thank you notes must be coordinated with the
   Sponsorship Chair.)

Budget - Expenses include printing/copying, postage, paint, plastic, tape, rollers, brushes, and
miscellaneous supplies for setting up the gallery.

Committee Needs - Chair plus 2 members.

Work Shift Needs - None

Last Revision

  Updated by Ron Linn - August 2007




OPA Operations Manual                     Page 81 of 145                        Revised March 2007
Job Description - Equipment Rental Chair

History - Prior to 2003, the Equipment Rental Committee not only arranged for the rental of the
pipe and drape but also installed it. This required many committee members until at least noon
on Wednesday to complete. In 2003, the Equipment Rental Chair researched other equipment
providers and found a much less alternative, DWA Trade Show and Exposition Services. Not
only were they cheaper, they laid out the floor plan and installed the pipe and drape eliminating
the need for committee members.

Primary Responsibilities

  Obtain pipe/drape, chairs, tables, carpet (if requested), message boards, etc. for Showcase
   booths and all other parts of the show including the meeting rooms used for cash and
   bookkeeping.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Must be familiar with Showcase operations.
  Ability to use spreadsheet program (i.e. Excel).

Specific Duties/Timeline

March
  Obtain the floor plan and the list of participants with booth numbers and equipment needs
   from the Building Chair.
  Obtain equipment needs lists from Sales, Bookkeeping, Cash Treasurer, Wrapping, and
   Holding area.
  Create a master map that shows what booths receive pipe/drape and other equipment.
  Send the list and the map to the decorator for their use for laying out the floor and installing
   the rented items in the proper places.

At Showcase set up
  The chairperson needs to be at the show site the morning of set up to oversee the layout
   and set up and to be available to trouble shoot any problems that arise at the last moment.
   The problems tend to be wrong color of drapes, last minute booth changes, and requests
   that were made that didn‘t get to the chair to include in the layout.

Budget - Expenses include Pipe/Drape (for the booths as well as the rest of the show), tables,
chairs, and other miscellaneous equipment.

Committee Needs - Chair and Co-Chair Trainee OR Chair plus 1 member.

Work Shift Needs - None

Record Storage
  Previous two years contracts with DWA (vendor) to track changes in price and for budgeting
   purposes.
  The spreadsheet file of the previous year‘s equipment requests so that it can be copied to
   speed up the data entry for the current year‘s show.



OPA Operations Manual                      Page 82 of 145                           Revised June 2008
Vendor Information - Current vendor is DWA, 3720 NW Yeon Avenue, Portland, OR 97210 -
Contact is Dawn Ross - 503-228-6800 Ext 247.

Last Revision

  Updated by James Tingey - April 2007




OPA Operations Manual                     Page 83 of 145               Revised March 2007
Job Description - Flyer Posting Chair

Primary Responsibilities

  Distribute posters and tear sheets (mini posters) to businesses within the greater Portland
   area and to Eugene, Salem, Corvallis and SW Washington.
  Establish a regional boundary for each poster route: Ashland, Bend, Oregon Coast.
  Target high exposure locations.

Education / Experience / Skills

  Excellent organizational, communication, and supervisory skills.

Specific Duties/Timeline

Jan-Feb
  Committee chair will define regional boundaries and define prime business locations.
  First meeting (by end of January) with committee members for strategy session and to
   establish the date for group posting in Downtown Portland.
  Members give chairs target listing for review by mid February.
March meeting
  General membership meeting, chair will make available posters and tear sheets for general
   membership.
End of March
  Last posting committee meeting before showcase.
  Distribute posters to committee members.
  Finalize strategy.
  Set date for group distribution to the downtown Portland area.
  Assign a distribution area outside Portland to each committee member.
Three to four weeks out
  Distribute posters to the downtown Portland area.
  Committee members must post posters to their assigned area outside Portland at least 3
   weeks prior to Showcase.
Two weeks before Showcase
  Committee members must turn in a listing of posted locations to be credited points
   for point system.

Budget - Expenses include office supplies and postage.

Committee Needs - Chair plus 20 to 25 members. Committee members must be able to travel
throughout established region and to attend mandatory meetings.

Work Shift Needs - None

Ideas For Future - Target large companies possibly through POVA; research internet
postering.

Last Revision

  Updated by Victoria Shaw - October 2007


OPA Operations Manual                    Page 84 of 145                         Revised June 2008
Job Description - Gallery Display Chair

Primary Responsibilities

  Place and hang the artwork into the gallery space.
  Pick up and return shelving for the gallery storage area from and to the Showcase storage
   unit.

Specific Duties/Timeline

Late April
  Gather the materials necessary to set up the pieces in the gallery. Items needed include a
   battery operated screw gun, various sized drill and screw bits, an assortment of screws, step
   ladders, a tape measure, a small level, a spackle knife, and spackle. (The committee is
   currently looking into obtaining an OPA owned tool box with all the necessary items.)

Thursday Set Up Before Noon
  Pick up (or designate some on the committee to pick up) the shelving for the gallery storage
   area from the storage unit. This must be done prior to noon on Thursday and be delivered
   to Showcase in time for set up. A truck or van is required. Shelving is light weight but bulky.
   One person can do this but two is easier.

After gallery check in
  Set up the shelving in the gallery storage area for the second and third pieces submitted by
   members. Two people are needed to do this first while the rest of the crew starts setting up
   the show.
  Hang/place work in the gallery.
  Adjust the lighting. Bring leather gloves to handle the hot lights.

At the show
  The gallery host (a work shift position) replaces sold gallery pieces during the show.
  The Gallery Display Chair checks the gallery twice daily and primps when necessary.

Education / Experience / Skills

  Art display experience.

Budget - Expenses include miscellaneous supplies. Items to have on hand are spackle, a putty
knife, spray cleaner, rags (for wet and dry wiping), and at least 4 extra halogen light bulbs.

Committee Needs - Chair plus 4 members. All members must be available from noon to 6 pm
on Thursday.

Work Shift Needs - Three gallery hosts and one gallery stocker per shift.

Last Revision

  Updated by Kathryn Finnerty - October 2007




OPA Operations Manual                     Page 85 of 145                        Revised March 2007
Job Description - Gallery Physical Set Up Chair

Primary Responsibilities

  Transport Gallery props from storage, (pedestals, wall unit, and lighting system).
  Construct new gallery props as needed.
  Paint props and build/install gallery props into the designated space.
  Dismantle the gallery and return the props to the storage space at the end of show.
  Coordinate move-in and move-out with any committee chair that has set up and tear down
   responsibilities. This mainly deals with getting in and out of the storage unit in an orderly
   manner.
  Responsible for organization of the storage unit during the year. Must make decisions
   concerning storage needs of all Chairs with Showcase equipment.

Education / Experience / Skills

  Good organizational and communication skills.
  Construction skills helpful.
  Muscles.

Specific Duties/Timeline

Mid March - April
  Call or email all individuals on committee and arrange for them to be available on the days
   of galley set up and tear down. Mail crew letter, schedule, and map to the storage unit to all
   Gallery Physical Set Up Committee members.
  Purchase whatever materials are necessary for gallery set up, primarily paint and paint
   related supplies.
  Arrange for ladders, tools, etc. to be brought as needed. Call and follow up with crew.
  Contact all chair moving in and out of the storage unit. Set up a coordinated schedule for
   moving days.

One week before Showcase
  Coordinate the rental of a truck with the Group Booth Chair for transporting the props to and
   from the storage unit.

Wednesday Set Up A.M.
  Meet at the storage unit early (usually 7:30 or 8:00 a.m.); haul pedestals and props from
   storage unit to Showcase site.
  Begin work at show early to help with retrieval and moving of gallery props (while vehicles
   may drive into the hall).
  Paint and repair props as needed, or new construction.

Wednesday Set Up P.M.
  After the paint has dried, set up the lighting, walls, and move the pedestals to the
   approximate locations.
  Clean up.

Sunday 5:00 p.m. - Before dismantling your own booth
  Dismantle gallery and return everything to storage by the time the storage space closes.



OPA Operations Manual                      Page 86 of 145                         Revised June 2008
Budget - Expenses include rental of a truck to transport the gallery props to and from the
storage space, building materials for new pedestals, labor for building new pedestals,
miscellaneous supplies (paint, repair supplies, and lighting display bulb replacements).

Committee Needs - Chair plus 9 people. Members must be available on Wednesday (8:00
a.m. to 7:00 p.m. with an afternoon break), and Sunday evening.

Work Shift Needs - None.

Last Revision

  Updated by Alan Higinbotham - November 2007




OPA Operations Manual                     Page 87 of 145                        Revised March 2007
Job Description - Gallery Registrar

Primary Responsibilities

    Compile list of gallery only participants.
    Field all questions pertaining to Gallery before show.
    Notify all pertinent committee chairs of changes.
    Check in all Gallery work, store extra pieces.
    Create tags for all artwork.
    Work closely with Gallery set-up committee.

Education / Experience / Skills

  Good organizational skills
  Good communication skills.

Specific Duties/Timeline

Early September
  Check the Showcase packet printed in the previous years October newsletter and send any
   changes to the Newsletter editor.

Late January
  Receive list of gallery only participants and wait list people from the Showcase Registrar.
  Compile list of gallery-only and update as necessary. Check the status of people on the
   wait list often.
  Send all changes as they occur to the pertinent Committee chairs (i.e. Work Shift Chair).
  Print labels for gallery only and wait list people to send to Information Packet Chair.
  Contact new participants (in writing by mail or email) welcoming them and outlining the
   procedures. Contact by phone is desirable but must be followed up with written procedures.

March
  Double check with Information Packet Chair and Showcase Registrar on wait listed peoples‘
   status.
  Print mailing labels and send to Information Packet Chair.

April
  Work closely with the Work Shift Chair to handle all changes.
  Send updated lists as they occur to the Work Shift Chair, Building Chair, and Showcase
   Registrar.
  Send copies of list to Map Chair, Publicity Chair, and Gallery Set Up Chairs.

Wednesday-Thursday
  Check in all Gallery pieces.
  Create labels.
  Store 2nd and 3rd pieces received from Gallery Only participants.
  Report no-shows to the Work Shift Chair.
  Work with Gallery Set Up Chair as needed.
  Leave equipment and supplies for making labels in the storage room for Gallery stock
   people and train them in the proper use of the label makers.
  Turn in final gallery only list to Showcase Treasurer and Points Chair.

OPA Operations Manual                       Page 88 of 145                    Revised June 2008
Budget - Expenses include label tapes, business card stock, and other office supplies.

Committee Needs - Chair plus 6 members.

Work Shift Needs - None

Last Revision

  Updated by Susan Adams - August 2007




OPA Operations Manual                    Page 89 of 145                       Revised March 2007
Job Description - Graphics Coordinator

History - This position was created in 2003-4 to give continuity and consistency to the
appearance of all showcase publications.

Job Duties

  Design and provide files for printing the Information Kiosk graphics.
  Design, print and foam-core mount signs needed for special events, committees and
   displays.
  Design and prepare art for Showcase Map hand-out.
  Assist other committee chairs as needed with graphics questions and concerns.
  Assist Signage chair during transition to computer-designed booth signs.
  Consult with other chairs on visual design of Showcase print and display materials.
  Keep archive of sponsor logos in color and grayscale digital files.
  Does not design ads, poster, tear sheets or postcard, though may be consulted on style.

Education / Experience / Skills

  Good organizational and communication skills.
  Computer and graphics experience, including competence in PhotoShop and at least one
   design program, and the ability to generate high-resolution transportable files (.pdf or .eps)
   for printing.

Specific Duties/Timeline

February
  Get previous year's award-winner photos from poster chair. Begin preliminary re-design of
   info kiosk panels.
  Collect information from special events coordinators and determine their needs. This may
   include Visiting Artists, Group Clay Project, and the Lobby Display.

March
  Get updates from Sponsorship chair.
  Provide updated map for web-site and building chair.
  Contact Empty Bowls and Clay in Education for updated information.
  Get participants lists and booth assignments from Building chair.
  Begin info kiosk panel design.

April
  Design map handout.
  Finalize info kiosk panels.
  Print color proofs of map, kiosk panels.
  Print and mount any signage needed for visiting artists, group clay projects, or lobby display.

Three weeks before Showcase
  Mail Kiosk files on CD to Kiosk chair(s).

Two weeks before Showcase
  Mail .eps files for map to Map chair.


OPA Operations Manual                      Page 90 of 145                         Revised June 2008
One week before Showcase
  Print and mount name cards for Group Booth. (This will eventually become Signage Chair's
   responsibility.)

Budget - Expenses include printing/copying, postage, office supplies, and miscellaneous
supplies.

Committee Needs - Chair only

Work Shift Needs - None

Vendor Information

  Office Max/ImPress, Santa Clara Square, Eugene can do color prints up to 12x18".

Last Revision

  Updated by Frank Gosar - July 2007




OPA Operations Manual                    Page 91 of 145                        Revised March 2007
Job Description - Group Booth Chair

History - The group booth was created to allow more participants into the show by providing
smaller displays in a group setting. Each participant is assigned one shelf unit as well as some
pedestals and grid space for hanging work. In 2004 the group booth was expanded and almost
doubled in size. It continues to serve artists who want a smaller space, or newer members who
are learning how to market their work.

Primary Responsibilities

    Arrange for transport of booth components from and to storage area.
    Oversee set up and tear down of the group booth at Showcase.
    Maintenance and storage of booth components.
    Organize participants in the group booth.
    Inform and enforce rules for participation.
    Schedule participants for booth restocking shifts.

Education / Experience / Skills

    Good organizational skills.
    Excellent communication skills.
    Must be able to lift 50 pounds.
    Some basic construction skills helpful.

Specific Duties/Timeline

March / April
  Obtain the group booth participant list and group booth wait list from the Building Chair.
  Contact members on the list and assess each potter‘s needs and wishes. It is also a good
   time to explain the setup to new members to the group booth.
  Create fact sheets for each participant. The information needed includes: 1) A brief
   description of their work; 2) Preference for display; 3) Best booth sitting shift times.
  Work with the Gallery Physical Set Up Chair to coordinate the use of the rental truck for
   moving the gallery and group booth display furniture on Wednesday.

Mid to late April
  Send written notices to each participant informing them of the setup, take down, and
   restocking schedule.
  Notify committee members of committee assignments.
  Make necessary adjustments by phone to cover changing personnel.

Two weeks before Showcase
  Finalize and confirm booth restocking shift schedule.

One week before Showcase
  Coordinate the rental of a truck with the Gallery Physical Set Up Chair for transporting the
   group booth furniture to and from the storage unit.

Wednesday Pick Up Crew
  Coordinate use of the rental truck with the Gallery Physical Set Up Chair. Transport the
   booth furniture from the storage unit to OCC. Arrive early during vehicle drive in hours.

OPA Operations Manual                          Page 92 of 145                    Revised June 2008
  Repair and paint the booth components. Cover the convention center floor in the painting
   area.
  Clean the pedestals and assemble the lights so they are prepared for the Thursday set up
   crew.

Thursday Set Up
  Set up booth displays and lighting.
  Help the committee person in charge of set up determine artist placement by member points
   and assist new members with arrangement of work if needed.

During the Show
  Check the booth several times daily especially at shift changes to be sure the member
   assigned for the booth restock shift reports for duty.
  Make sure all lights are turned off each night when the show closes and arrive early or
   designate someone to turn on the lights each morning before the show opens.

Sunday after the show closes.
  Arrange for use of a rental truck and make sure it is staged in the correct bay. Check this
   location annually with the Showcase Chair.
  Secure dollies to use for booth take down.
  Make sure all artists have their work removed from the shelves and pedestals by 5:30 p.m.
  Tear down and transport the booth components to storage.
  Place the small stuff in marked boxes. Small stuff includes electrical power strips, cords,
   extra light bulbs, paint and paint supplies.
  Turn name signs in at the information desk.

After the Show
  Turn in expenses documented with receipts (paint, telephone, stamps, copying, etc.) to the
   Showcase treasurer.
  Write up a report for Showcase wrap up meeting.
  Attend the wrap up meeting to share insights.

Budget - Expenses include truck rental and miscellaneous supplies to maintain the booth
components including light bulb replacements.

Committee Needs - Chair plus 3 members (2 members should be from the local Portland area
because of the need to move the booth components early Wednesday.)

Work Shift Needs - None

Other Information - The work shifts required for all Showcase participants are separate from
(and must be done in addition to) the two group booth shifts (restocking and assembly shifts)
required of all group booth participants. Currently there are a total of 5 shifts for group booth
members. Effective 2007, the Group Booth Chair is exempt from work shifts due to the work
load required during the show.

Last Revision

  Updated by Steve Sanchez - July 2007.




OPA Operations Manual                      Page 93 of 145                         Revised March 2007
Job Description - Holding Table Chair

Primary Responsibilities

  Set up, manage, and break down the holding table area where customers may leave pieces
   on hold while they continue shopping.
  This space is also used by the Gallery Registrar during set up as a collection area for the
   gallery submissions.

Education / Experience / Skills

  Excellent organizational skills.
  Good communication skills.
  Experience dealing with the public helpful.

Booth Supplies Needed

  Twelve 2-part carbonless receipt books.
  Ten-twelve ink pens.
  Six rolls scotch tape.
  Six pieces of card stock for marking shelves (or request signs from the Graphics
   Coordinator).
  One marking pen.

Specific Duties/Timeline

March
  Advise the Equipment Rental Chair of the pipe/drape, tables, chairs, and poles (for sign
   hanging) that will be needed.
  Coordinate rental or use of a vehicle for moving the holding booth shelving with the Gallery
   Physical Set Up Chair and the Group Booth Chair.

Not less than one week before the show set up
  Gather supplies listed above. Check the previous year‘s supply inventory list (if completed).
  Contact the Equipment Rental Chair to confirm poles for hanging sign.
  Contact the Gallery Physical Set Up Chair and the Group Booth Chair to coordinate truck
   rental (if sharing) and to confirm move times.
  Create labels for the shelves.

Wednesday Set Up
  The shelving is stored in the OPA storage unit. The Gallery Physical Chair or the Group
   Booth Chair has the key to the unit. We usually coordinate with the Group Booth chair to
   get into the storage unit just after they have moved everything out.
  Transport the metal posts, the wooden shelving, and all the shopping baskets to the show.
   Arrive early while vehicles may drive into the hall. (This may be done in one trip if you have
   an empty van.)
  Set up the holding area beginning by 10 a.m. There are two rubber mallets in the stored
   holding table supplies for construction of the shelves. Three people are needed for set up.
   Make sure the shelving is set up correctly so that it cannot fall apart as it did in 2007.
   (Chair: The set up directions should be added to this job description.)
  Complete set up not later than 1:00 p.m. for gallery check in.

OPA Operations Manual                     Page 94 of 145                          Revised June 2008
  Label the shelves. Make the labels if they were not made in advance. Each unit gets a
   letter and each shelf a number (A1, A2, B1, etc.) so that pots can be easily located.
  The tables will be covered by the drape crew. Check in with them early to let them know
   that you must have 4 covered tables not later than 1:00 p.m.

Thursday night or not later than Friday morning before show opens
  Set up four stations at the holding table with pens, receipt books and tape.

During the show
  Instruct shift workers to fill out a receipt with customer name, number of pieces, storage
   shelf number, and pick up time.
  Allow customers 3-4 hours to retrieve their pieces, unless otherwise specified.
  Return pots that have not been claimed within the time limit to the artist‘s booth.
  Assist customers as needed to get their pieces to the checkout line.

During the show (paid orders)
  Only pieces that have been paid for can be kept overnight.
  Create a receipt with complete customer information including phone number.
  Tape a one copy of the receipt to their pottery, and give the other copy to customer.

Sunday before closing
  Return unclaimed pots to artists.
  Call customers to pick up unclaimed paid purchases.

Sunday after show
  Pack up all supplies, mark the contents on the box, and create a written inventory of
   supplies for reference the following year.
  Tear down the holding booth.
  Return sign to Signage chair.
  Collect shopping baskets.
  Return all shelving and supplies to the storage unit. Coordinate with Group Booth Chair or
   Gallery Physical Set Up Chair to gain access to the storage facility.

Budget - Expenses include office supplies, printing/copying, and miscellaneous or building
supplies to maintain the holding shelves.

Committee Needs - Chair plus 2 people.

Work Shift Needs -

                   Number Of People Needed Per Shift For The Holding Table
      Day               Shift 1          Shift 2             Shift 3                   Shift 4
     Friday               4                 3                   3                        3
    Saturday              3                 3                   3                        2
    Sunday                3                 2                   2

Last Revision

  Updated by ENTERNAME - MONTH YEAR



OPA Operations Manual                     Page 95 of 145                          Revised March 2007
Job Description - Information Booth Chair

Primary Responsibilities

  Organize, set up, and take down the information booth at Showcase.
  Create name tags for participants, members, and non-members who are helping members
   in the show. Keep them in a file at the information booth.
  Organize a display of posters, pamphlets, etc.
  Maintain the OPA portfolio.
  Store all information booth supplies and the OPA portfolio the chair‘s home in a safe dry
   area.
  Arrange for rental of the radio system from Friday through Monday (return).

Education / Experience / Skills

  Excellent organizational skills.
  Experience working with the public helpful.

Specific Duties/Timeline

November
  Arrange for the radio system rental and verify the rental fee.
  Request the membership to submit materials for the portfolio. Place notice in December
   newsletter.

March
  Advise the Equipment Rental Chair of the pipe/drape, tables (plus covers and skirting), and
   chairs.
  Arrange for rental of the PA system and phone.
  Organize the membership portfolio

One to two weeks prior to show set up
  Generate a computer list of name tags and have them printed at a print shop.
  Gather adequate office and booth supplies.
  Laminate the current Showcase poster.
  Finalize the membership portfolio.
  Confirm previous arrangements for obtaining the pipe/drape, tables, chairs, PA system, and
   phone.
  Arrange with the florist for the flower arrangements at the Information Booth. Have a large
   vase and 2 pedestals ready.

Wednesday Set Up
  Organize and set up booth.
  Display posters, pamphlets, member portfolio, etc.
  Have name tags, informative signs, etc, available for the participants.
  Provide radio system for use at 10 a.m.

During Showcase
  Check information booth frequently to make sure it appears neat and organized and that
   pamphlets are restocked as needed.


OPA Operations Manual                     Page 96 of 145                       Revised June 2008
End of showcase
  Take down booth and pack supplies for storage at chair‘s home.
  Make arrangements to return the radio system on Monday.

Budget - Expenses include office supplies, name tags, lamination, and the radio system rental.

Committee Needs - Chair plus 1 additional person, one of whom is a Portland-area member
with computer skills and access to computer to produce name tags.

Work Shift Needs - 2 people for each work shift throughout the show.

Last Revision

  Updated by Ruri - August 2007




OPA Operations Manual                    Page 97 of 145                       Revised March 2007
Job Description - Information Packet Chair

Primary Responsibilities

  Assemble and edit information needed for the Information Packet from all Showcase
   committee chairs.
  Review all Showcase Steering Committee Meetings minutes and make sure all policy
   changes are included in the Information Packet.
  The packet should be easy to read. Highlight all changes from the previous year‘s packet.
  Print and mail out packets to ALL showcase participants including the high school, college,
   and sponsor booths.

Education / Experience / Skills

  Good organizational and communication skills.
  Excellent writing skills.
  Experience with MSWord, Excel, and Appleworks helpful.

Specific Duties/Timeline

February
  Set a deadline for submission of information for the information packet that is approximately
   8 weeks prior to the show. (This will give you about 2 weeks to collect late information and
   prepare the packet for printing.)
  Submit an announcement to the Newsletter Editor not later than February 10th.
  Include in the announcement that the all information to be included in the Information Packet
   must be submitted by the deadline noted in the announcement.
Eight weeks before the show
  Collect any late information as needed.
Five to six weeks before the show
  Obtain a complete Showcase participant list (including wait list) and address labels from the
   Building Chair and Showcase Registrar.
  Obtain a list of educational booth participants from the Educational Institutions Chair.
  Obtain a list of sponsor booth participants from the Sponsorship Chair.
  Finalize the information in the packet.
  Print a sufficient number of copies of the packet so that there are extra packets available to
   send out for last minute changes.
Five weeks before the show
  Mail out the packets to ALL Showcase participants.

Budget - Expenses include printing/copying (approximately 325 copies of a 12 page document),
office supplies (envelopes), and postage.

Committee Needs - Chair only. (About 40+ hours of work is needed to complete the duties.)

Work Shift Needs - None

Last Revision

  Updated by Annie Dyer - October 2007


OPA Operations Manual                     Page 98 of 145                         Revised June 2008
Job Description - Installation Project Chair

History - This committee was formed when the Showcase floor space was doubled in 2004.
Five totems were created from pieces donated by several potters and placed at the entrance of
the hall. Proceeds from sales of the totems were deposited into the Clay In Education funds.

Primary Responsibilities

  Plant an idea.
  Get lots of other members involved.
  Make it all come together in the end.

Education / Experience / Skills

  Ability to interact with lots of artists.
  A desire to feel lots of stress and excitement as something grows out of nothing.

Specific Duties/Timeline

  Present the installation idea to the Steering committee in early fall.
  After approval, start advertising the project in newsletters and verbally at meetings until you
   have at least 25 artists involved.
  Plan for whatever accessories you might need. (The first year we had Totem Poles, and
   needed to commission a metal worker to make them on time.)
  Prepare any clay parts that you will be contributing to the project to be ready by Showcase.
  On the first day of set up at Showcase, have the artists drop off their contributions by a set
   time.
  Then work like lunatics to put the thing together. That is a big part of the excitement of
   doing a group project... you don't know what people will bring until the day of set up.
  One other detail: At least one month before showcase, find out who is making the signs for
   showcase, and turn in your text so that your signs will match the rest of the signs at the
   show.

Budget - Expenses vary depending on the project. The chair needs to request a budget based
upon an estimate of the proposed project. Since this project generates income that is donated
to Clay in Education or other projects, the expenses must be deducted from the proceeds prior
to distributing the donation.

Committee Needs - Needs vary year to year depending on the project. Contact the Committee
Placement Chair as soon as the project is approved.

Work Shift Needs - Needs vary year to year depending on the project. Contact the Work Shifts
Chair as soon as the project is approved.

Other Information - Previous projects include: 2004 - Totems; 2005 - More Totems; 2006 - Fish;
2007 - Bird Houses - Small percentages of the proceeds were given to the Audubon Society and to
Habitat for Humanity; and 2008 - Garden Spheres.

Last Revision

  Updated by Coleene Little - July 2007.


OPA Operations Manual                       Page 99 of 145                       Revised March 2007
Job Description - Lobby Display Chair

Primary Responsibilities

  Create a themed display in the lobby near the show entrance that attracts the attention of
   customers who are not aware of our show.
  Solicit work from OPA members.
  Plan the physical set up and finished look of the display.
  Oversee the area during hours the show is open.

Education / Experience / Skills

    Good organizational and communication skills.
    Good people skills.
    Imagination and an eye for art display.
    Computer skills helpful.

Specific Duties/Timeline

November / December
  Set a theme and notify OPA members via a call for entries in the December Newsletter.
   Include a deadline date, usually early March.
  Contact the Showcase Chair and make sure that space in the lobby at OCC is reserved.
  Reserve the rope and stanchion.
  Arrange for adequate electric outlets.

January, February and March
  Put a call for entries in the February newsletter and announce (or ask the OPA president to
   announce) a call for entries at the January and March general meetings.

March
  Contact all members who have expressed an interest in exhibiting work. Clarify the theme
   and advise them of all procedures including where and when to drop off work.

Wednesday Set Up
  Define the space in the lobby with the rope and stanchion.
  Transport the display materials from the storage unit. Coordinate with the Gallery Physical
   Display Chair and the Group Booth Chair who are also transporting materials from the
   storage unit.
  Paint the display furniture.
  Work with OCC to make sure that the display plan meets the Fire Marshal‘s guidelines.
  Set up the display furniture and lighting.
  Designate a place for OPA members to drop off their work.
  Display the work.

Thursday Set Up
  Make (and affix close to the work) labels identifying the potters name and booth location.

During The Show
  Inform each work shift about the sales and restocking procedures.
  Check the display a couple times a day. Tidy up and restock when necessary.

OPA Operations Manual                    Page 100 of 145                         Revised June 2008
Sunday After The Show
  Take down the display and return the lobby to it‘s original condition.
  Return the display furniture to the storage unit.

Budget - Expenses include display materials, paint, brushes, supplies for sign and labels, and
phone expense.

Committee Needs - Chair plus 3 committee members.

Work Shift Needs - Two people are needed to monitor the lobby area during most work shifts.
During very slow hours, only one person is needed.

Last Revision

  Updated by Lyn Sedlak-Ford - October 2007




OPA Operations Manual                     Page 101 of 145                      Revised March 2007
Job Description - Mailing List Chair

Primary Responsibilities

  Maintain the Ceramic Showcase mailing list.
  Oversee the mail list service (currently Advanced Post and Press - APP) responsible for
   servicing the list and mailing the postcards to our customers.
  Organize a gift certificate drawing (or similar programs) to obtain additional customer names
   for the mailing list.
  Attend Showcase Steering Committee meetings and the Showcase wrap up meeting or
   submit a written report to the Showcase Chair at least 24 hours prior to any meeting you
   cannot attend.

Education / Experience / Skills

    Good organizational and communication skills.
    Good conversational skills.
    Prior experience soliciting charitable donations helpful.
    Database or spreadsheet skills for building and integrating mailing lists.
    Email, document and report writing skills.

Specific Duties/Timeline

Mailing List Maintenance/Postcard Mailing:

September-February
  Place announcements soliciting member mailing lists in the OPA October, December, and
   February newsletters and in the Showcase application. Try to obtain the lists in electronic
   form because it‘s cheaper to integrate into the existing OPA list. Set the deadline so that
   you can deliver the lists to APP by March 1st.
  Verify that the mailing list sign up form (Form 1) is still on the OPA website and that the
   entries made by customers are sent directly to the Mailing List Chair‘s email address.
   Transfer these addresses to an electronic database to deliver to APP.
  Maintain an electronic database mail list in Excel. Try to integrate all submitted member‘s
   mail lists and all Form 1 addresses from the web site into this list for submission to APP by
   their deadline each year.
  Arrange to have addresses from the drawing entries and the Showcase check copies from
   the previous year‘s show entered into an electronic data base. This can be done by APP if
   a less expensive option is not available.
  Contact the Poster Chair to ensure the poster/postcard design meets postal
   requirements including cover layout, non-profit and bulk permit number, and printing
   quantities.
  Advise the Poster/Postcard Chair how many postcards will be needed for the mailing.

January-February
  Determine a target date for customers to receive the posters/postcards. It‘s best if the
   mailers arrive just before a weekend two weeks prior to the show.
  Check with mailing list data compiler (APP) to coordinate Showcase dates, the last date
   they can receive member lists (usually March 1st), the poster mailing date (to arrive two
   weeks before Showcase opens), and when they will receive the posters.



OPA Operations Manual                       Page 102 of 145                       Revised June 2008
  Purchase a list of additional names through APP or from Internet mail service, if Steering
   Committee decides to do that. Coordinate with APP.

March-April
  Submit the final additions for the mailing list to APP by their deadline which is usually
   between March 1st and 10th.
  Contact the Poster Chair to make sure that the postcards will be delivered on time to APP.
   Continue to monitor the delivery schedule until the postcards are delivered to APP.
  Contact APP to make sure they have everything they need to mail the postcards on the
   target date as planned so they arrive two weeks before Showcase opens.
  Monitor APP‘s progress with the mailing schedule until the postcards are in the mail. Stay
   on top this! It’s vital the postcards are mailed on the scheduled date and received by
   customers on our target date! Errors made in the past have had adverse consequences
   on show attendance.
  Keep some mailers at home for addresses that come on Form 1 after APP‘s deadline.
   Address them yourself and send them to arrive before Showcase opens, making sure the
   addresses go onto next year‘s list.

May - After the show
  Review all APP invoices to ensure charges are accurate. Obtain copies from Ellen at APP.
   Keep a copy in the Mail List records and make sure the Showcase Treasurer receives a
   copy. Notify the Showcase Treasurer immediately if there are any problems with the
   charges. Advise the Showcase Treasurer the amount charged for mail list maintenance to
   be paid from account code #955 and the amount charged for mailing the postcard
   (advertising) to be paid from account code #730.
  Collate and band drawing entries, removing all entries requesting not to be on the mailing
   list and any duplicates you can find.
  Tabulate the responses from the survey on the drawing entries and present to the Steering
   Committee at wrap-up.
  Forward the balance of the entries to APP (or other entry service if less expensive) to be
   added to the OPA mailing list.
  Obtain the photocopies of the Showcase customer‘s checks from Showcase Bookkeeping
   Chair and deliver to APP. This can be done shortly after Showcase as soon as the
   Treasurer and Bookkeeping Chair are done with them. Make sure that bank routing
   numbers are blacked out.

Specific Duties/Timeline

Organizing the gift certificate drawing:

September-February:

  Determine if tables or other equipment will be needed to hold the drawing boxes and order
   from the Equipment Rental Chair.

January - March

  Prepare six gift certificates (See example following this job description). Call the Showcase
   Treasurer for special certificate numbers. Have them printed onto colored cardstock, place
   in legal sized envelopes, and keep them in a secure place with you at Showcase in
   anticipation of distribution to the drawing winners.


OPA Operations Manual                      Page 103 of 145                      Revised March 2007
March-April
  Print 3000 drawing forms to have available for Showcase. (See example following this job
   description). Have the copies padded in quantities of 50-100 per pad.
  Organize the drawing boxes and obtain necessary supplies including pens, ribbons, and
   cable ties.

May
  Print 10 labels for the drawing boxes on bright paper or card stock. (See the example
   following this job description.)

Wednesday/Thursday Set Up
  Set up the five drawing boxes, with ample entry pads and pens, at Showcase. These plastic
   boxes should be cable tied closed. Attach the pens with ribbon to the cable ties.
  Suggested visible places are near the Showcase entrance, at the beginning or end of sales
   tables, near the demo area, near the gallery, near the garden area, and especially on tables
   in seating areas. The flat tops of the garbage receptacles work well.
  Make sure some boxes are wheelchair accessible.

During the show
  Keep the drawing box areas clean, neat, and orderly.
  Check and replenish pads often throughout the show.
  There will be six $50 gift certificate drawings: drawings will be held twice each day that
   Showcase is open. Drawings are held at 12 noon and 3pm (SHARP!), as advertised on the
   sign attached to the drawing boxes. These times were chosen to optimize chances that the
   winner would still be at Showcase when the drawing was held, thereby facilitating transfer
   and use of the certificate at Showcase.
  Shortly before noon and 3pm each day of Showcase, gather the drawing submissions from
   each of the five boxes into a big plastic sack. Take this to the information desk and ask
   someone politely and inclusively (a new customer just coming in the door is good) to draw
   one submission. Make sure that submission has a clear address and hopefully a phone
   number. If there is no address, we may not be able to contact the winner. Draw again.
  Write the winner‘s name on the front of the certificate and your authorization signature on
   the back of the certificate.
  Make a clear announcement over the microphone announcing the winner. This is an
   opportunity to let our customers know about the drawing, hopefully getting more names for
   our mail list.
  If the winner is at Showcase and responds to the announcement, transfer the certificate to
   him or her, explain how it works and give congratulations.
  If the winner is not at Showcase, make contact by telephone (you may have to do a
   computer search for the phone number, verify the address and make arrangements to have
   them either return to Showcase or to mail them the certificate. Enclose a letter of
   congratulations (see example following this job description).
  Keep a written record of each winner and of the disposition of each certificate. If the
   certificates are not to be used at Showcase, the Showcase Treasurer will want to know to
   expect them to come to her from the OPA potter who accepts them in lieu of payment. The
   Treasurer will then make payment directly to that potter, from the mail list budget.




OPA Operations Manual                   Page 104 of 145                        Revised June 2008
After the show
  Call any drawing winners who have not yet been notified, verify addresses, and then mail
   them the certificate with a letter of explanation of use and congratulations on OPA
   letterhead.

Committee Needs - Chair only. If Chair elects to step down after the third year, Chair will
inform the steering committee and solicit a trainee for the last year of service.

Work Shift Needs - None

Budget - The mailing list is one of the primary methods of attracting customers to the show. It‘s
very important to assess the needs and obtain quotes from the mail list service when preparing
the budget request. Expenses include:

  Account Code #730 - Advertising Mailing Poster: Includes mail-processing items such as
   printing mailing labels, machine-affixing labels, sort/tray/strap/tag labeled posters, postal
   forms, and delivery to USPS. May also include list enhancing items such as purchase of
   addresses, gift certificate entry forms, or other items needed to accomplish the drawing.
   The 2007 budget is $7,080.00. Obtain a quote annually to use for budget preparation.
  Account Code #955 - Mailing List Maintenance: Includes list maintenance items such as
   adds/deletes/changes, importing lists, de-duping master list, NCOA processing or
   endorsement line checks, CASS certifying and presorting list with tags. The 2007 budget is
   $2,300.00. Obtain a quote annually to use for budget preparation.

Vendor Information

  Mail List Maintenance Service - We have used Advanced Post and Press for a number of
   years. Contact Ellen or Ray at: Advanced Post and Press, 215 N. Page Street, Portland,
   OR 97227. Phone: 503-239-9488. Fax: 503-233-1991. Email: app@northwest.com
  Drawing forms may be printed at Kinko‘s or any other photocopying service that will make
   the pads.

Restaurants who have donated certificates in the past

Fernando‘s Hideaway (Bev: Delete this? Will we ever do restaurant certificates again?)
824 SW First Avenue
Portland, Oregon

Inventory of Equipment (Storage Location, Supplies)

  Documentation, drawing boxes, gift certificate drawing form pads, pens, cable ties, extra
   posters and tear sheets to be stored by Mailing List Chair. Extra postcards should be
   available to membership as needed throughout the year.

History

The original OPA group would bring their mailing lists on 3x5 cards and meet to address
envelopes. Charter member Bill McDonald was the first to transfer these addresses to a
spreadsheet on the computer. Charley Piatt was one of the first Chairs who brought the list to a
mail list service, and he also instituted the dinner drawing. Charley saw the mail list grow from
7,000 names in about 1994 to about 20,000 names in around 1997. Ken Pincus and then
Ginger Steele had duty, and Beverly Curtis started in 2003. In 2004, we have begun to add

OPA Operations Manual                    Page 105 of 145                        Revised March 2007
national galleries to the list, organized non-profit mailings (thanks to Ramona Searle) under our
new non-profit status, and added a form to the OPA website for visitors to give us their address.
The mailing list is currently approaching 50,000 names.

Last Revision

  Updated by ENTERNAME - MONTH YEAR

Sample Forms/Letters

The following are examples of the forms used by the Mail List Chair. The Mail List Chair should
maintain and backup the original form files and pass them on to a new chair when they retire.


$50 Gift Certificate Drawing Entry Form - Actual size is 5.5‖ x 4.25‖. 3000 are needed.
Forms are padded (usually by Kinkos) into pads of 50-100 sheets.


           $50 GIFT CERTIFICATE DRAWING ENTRY FORM - PLEASE PRINT CLEARLY

              Name___________________________________________________________

              Street___________________________________________________________

              City, State, Zip____________________________________________________

                Phone__________________________________________________________

                          Please tell us how you heard about Ceramic Showcase:
                                     Check one or more as appropriate.

                        _____Radio               _____Columbian
                        _____T.V.                _____Oregonian
                        _____Poster              _____Willamette Weekly
                        _____Friend              Other Newspaper_________________
                        _____Mailer              School__________________________
                        _____OPA Website         Other___________________________

                   Would you like to be on the Ceramic Showcase mailing list?
                             YES!______ NO, THANKS_______ALREADY ON LIST_______

                         OUR MAILING LIST IS USED ONLY FOR SHOWCASE NOTIFICATION




OPA Operations Manual                       Page 106 of 145                        Revised June 2008
        $50 Gift Certificate - Size is one third of an 8.5‖ x 11‖ sheet. Print on card stock and number
        individually. 6 are needed. Be sure to insert the certificate numbers and the correct show year
        before printing.

        Front - Gift Certificate

OREGON POTTERS ASSOCIATION’S CERAMIC SHOWCASE $50.00 GIFT CERTIFICATE #xxxxx

 __________________________________________________________is the winner of a $50.00 gift certificate
 toward the purchase of any item(s) for sale at OPA‘s Ceramic Showcase!
 Rules of Use:
  1. This certificate is good for $50.00 toward the purchase of any item(s) for sale at OPA‘s Ceramic
      Showcase 200X - OR -
  2. This certificate is good for $50.00 toward the purchase of any item(s) for sale by a member of Oregon
      Potters Association prior to December 31, 200X. (Potter must submit certificate to Ceramic Showcase
      Treasurer for reimbursement, less commission.)
  3. If the winner of this certificate wishes to transfer it to a friend or family member, the winner must sign
      below and write the name of the transferee on the back of this certificate.
  4. The winner or transferee must show proper identification when redeeming this certificate.
  5. This certificate is not redeemable for cash: “No Cash Value and No Cash Back”.

              ________________________________________________________________________
                           CERAMIC SHOWCASE $50.00 GIFT CERTIFICATE WINNER‘S SIGNATURE



        Back - Gift Certificate



______________________________________________________
Authorization Signature: Showcase Mailing List Chairperson




                 ______________________________________________________________________________
                                CERAMIC SHOWCASE $50.00 GIFT CERTIFICATE TRANSFEREE‘S SIGNATURE

        Dinner Drawing Box Sign - Actual size is 8.5‖ x 11‖. 10 are needed. Print on bright paper or
        card stock. (See next page)

        OPA Operations Manual                     Page 107 of 145                        Revised March 2007
                                  ENTER TO WIN A
                             $50.00 GIFT CERTIFICATE!




 OPA Operations Manual
                         Toward the purchase of any items for sale at
                         OPA’s CERAMIC SHOWCASE!
            Drawings to be held on Friday, Saturday




 Page 108 of 145
                                              *
                and Sunday at 12pm and 3pm
Please fill out form completely, or just drop in your
   Showcase postcard with your phone number
added – we need your address and phone number
            to be sure we can contact you!




 Revised June 2008
                         *
                         Need not be present to win, but an extra $50 to spend at Showcase would be nice!
Sample - Dinner Drawing Winner Letter




May 7, 2007

Ms. Xxxxxxxxx
123 Y Street
City, State, Zip

Dear Ms. X:

Congratulations! As I told you when I phoned, you are the lucky winner of Ceramic
Showcase‘s $50.00 gift certificate for pottery from your favorite Oregon Potters
Association member, generously donated by Oregon Potter‘s Association. Please
follow instructions on the certificate, submit it to the potter for a $50 credit toward your
pottery purchase and the potter will submit the certificate to the OPA/Showcase
treasurer for reimbursement. Don‘t forget to bring the enclosed gift certificate with you
when you go shopping!

If you are unable to use this certificate at Ceramic Showcase, and don‘t know how to
contact a your favorite potter, please check the OPA website at www.oregonpotters.org.
There you will find many links to our member‘s websites, with contact information and
often there will be show schedules. If you need more information, leave a message at
our Voice Mailbox at 503-222-0533.

Thank you for coming to Ceramic Showcase! We hope to see you there again next
year.

Sincerely,



Beverly Curtis
Ceramic Showcase Mailing List Chair
503-492-7757
bj_curtis@excite.com




OPA Operations Manual                   Page 109 of 145                      Revised March 2007
Job Description - Map Chair

History - In 2004 we digitalized the information that goes into the map, enlarged the size of the
map, added color to it, and had the entire design layout done by the Showcase Graphics
Coordinator.

Primary Responsibilities

  Create an accurate map/program, have it printed and delivered to the hall prior to the show.
  The information on the map/program should include:
   - The booth numbers and names of all participants, in both alphabetical and numerical
      order.
   - The names of all ―gallery only‖ participants.
   - A map of showcase with the numbers on each booth.
   - Demonstration schedule, with names of demonstrators, ideally, what they will be doing
      should be included, but they don‘t always know.
   - The sponsor‘s ads.
   - The dates, hours, and location of the show.
   - VISA/MC information.
   - Sales desk, wrapping and carry out service information.
   - A welcome statement, with a brief description of what show goers will find.
   - The words ‖Oregon Potter‘s Association‖ and ―Ceramic Showcase‖
   - ―OPA‖ and the OPA logo.
   - The year.
   - The Major and minor sponsors and their logos as needed.
   - Information on college booths.
   - New features and on going features.
   - A statement from the Showcase Chair.
  Maintain a file containing at least a three year history of printing costs (invoice copies),
   copies of the actual map/programs, historical data on how many map/programs were
   distributed to the public, and any other information that would helpful in planning the
   map/program for the following year.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Must be efficient at scheduling and able to meet deadlines.
  Prior graphics or printing experience helpful.

Specific Duties/Timeline

February-End of April
  Gather as much of the information needed for the map/program. Check the list above.
  Be prepared for last minute changes. The map/program information is continually updated
   until the deadline.
  Set a deadline for final receipt of map/program information that is approximately two weeks
   prior to the show.
  Obtain an actual CAD map drawing and list of participating booth artists and their booth
   numbers from the Building Chair as close to the deadline as possible.
  Obtain the final demonstrations schedule from the Demonstrations Chair as close to the
   deadline as possible.


OPA Operations Manual                     Page 110 of 145                         Revised June 2008
  Obtain the most current list of Group Booth participants from the Group Booth Chair as close
   to the deadline as possible.
  Obtain the most current list of Gallery only participants from the Gallery Registrar.
  Obtain the final sponsorship information from the Sponsorship Chair.
  Contact Documart (or whoever is printing the map/program) to finalize the printing and
   delivery schedule.

Shortly after the Deadline (Approximately two weeks before Showcase)
  Proof the final draft of the map/program. If there is no Co-Chair or Trainee, request
   assistance from another member of the Showcase Steering Committee. Check carefully
   against all the final information lists received to make sure there are no errors or misprints.
   Allow at least three to five hours to complete the proof reading.

Not less than one week before Showcase
  Deliver the final master copy of the map/program to Documart. (Documart has previously
   asked us to get the order into them 1 week before Showcase.)
  The number of map/programs ordered is usually 10,000.
  Request Documart deliver the printed map/programs directly to the Information Booth at
   Showcase not later than 5:00 p.m. on Wednesday during set up.
  Coordinate making the payment to the printer with the Showcase Treasurer.

During the show
  Check the map supply Friday evening, Saturday afternoon, and Saturday night.
  Request that the Information Booth workers report to the Map Chair if the supply is getting
   low at any time during the show.
  Ideally everyone who wants a map should be able to keep one.

After the show
  Keep about a dozen maps for the history file for future reference. These may be needed by
   other chairs including the Sponsorship Chair and the Publicity Chairs.

Budget - Expenses include the printing costs of the map plus a small amount for copying, office
supplies, and miscellaneous supplies.

Committee Needs - Chair only or Chair and Co-chair Trainee.

Work Shift Needs - None

Contacts/Resources

Printing is currently being done by Documart - 342 SW 2nd Street, Portland, OR

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                      Page 111 of 145                        Revised March 2007
Job Description - Points Chair

Primary Responsibilities

    Oversee the points system.
    Maintain accurate and up to date files of member‘s points.
    Collect information needed for calculating member points from other committee chairs.
    Inform members annually of their individual point totals.
    Attend Showcase Steering Committee meetings every month or if attendance is not
     possible, submit a written report to the Showcase Chair at least 24 hours prior to the
     meeting.

Education / Experience / Skills

  Excellent organizational skills.
  Excellent record keeping skills.
  Good computer skills.

Specific Duties/Timeline

September-October
  Review the points form to be sent out with Showcase application and update if necessary.
  The points form is sent out with the Showcase application in the October OPA newsletter.

December-January
  Calculate updated points totals for all members.
  Utilize the previous year‘s membership list to determine points for the OPA and Showcase
   officers and OPA members.
  Contact the Gallery Registrar for a list of gallery only participants from the previous year‘s
   show.
  Contact the Building Chair for booth drops from previous year‘s show.
  Send a spreadsheet with members names (those who apply for Showcase) and points to
   Building Chair.

Late January
  Send out a written notice to members confirming point totals, committee assignments, and
   participation status. This is coordinated as a joint notification with the Committee Placement
   Chair and the Building Chair. The three chairs usually meet to prepare the notices for
   mailing.
  Prepare and post a list of member names and points in point order at the January general
   meeting.

Budget - Expenses include office supplies, printing/copying, postage, and phone expense.

Committee Needs - Chair only.

Work Shift Needs - None.

Last Revision

  Updated by ENTERNAME - MONTH YEAR

OPA Operations Manual                     Page 112 of 145                          Revised June 2008
Job Description - Poster Chair

Primary Responsibilities

  Produce the Ceramic Showcase poster, postcard, and flyers and have them printed.

Education / Experience / Skills

  Good communication skills.
  Good organizational skills.
  Design and graphic experience.

Specific Duties/Timeline

Summer
  Work on rough ideas for postcards front & back, poster front, flyers front & back.
  Send Budget Request to Finance Committee by the deadline they specify.
September
  Write concise description of this year's photo needs; best to run it by Publicity Chair(s) prior
   to submission (to consolidate needs); submit in time for deadline for October Showcase
   Application Newsletter.
October-December
 Member photos:
  Collect high quality photos and slides of current members‘ work. Make announcements in
   the newsletters and at meetings.
  Collect photos in high-resolution digital format, and/or do scans of slides and photos.
 Content and layout:
  Get feedback on content and design for the 3 items (various versions), either at steering
   meeting or upload for online viewing. Show to people interested in design and involved in
   Showcase, Publicity, Graphics, Sponsorship, Newsletter editor, etc. It can be helpful to run
   it by Best of Show winner, but sometimes more people can confuse the issue. Mainly
   include some key people who can proof for accuracy/details and some who encourage good
   design.
  Compile feedback, make corrections/changes. More proofing cycles as needed.
 Select Printer:
  Review last year's specs and costs, and this year's budget.
  Estimate number of posters, postcards and flyers to be printed. To determine quantities,
   consult with the Mailing List Chair, Flyer Posting Chair, Publicity Chair, Advertising Chair,
   Newsletter Editor, and others involved with distribution.
  Write specs for printing. Request quotes from 3 or so printers. Ask for options for
   quantities/inks/papers/etc. and ganging of our 3 different jobs, for best costs.
January:
  Final proofing with Showcase Chair and/or other appropriate chairs.
  Contact Post Office, email PDF draft postcard to check current standards & rate.
  Phone our mailing service to check the amount of new addresses (for printing quantities)
   and the date they need cards for mailing this year.
  Phone or email Sponsorship chair to confirm which logos/credits to use this year.
  Obtain electronic files of logos from sponsors.
  Final addition of logos, fix photos, Preflight (check font problems, inks, bleeds, etc.)
February:
  Upload or deliver all files to printer.


OPA Operations Manual                     Page 113 of 145                        Revised March 2007
  Arrange for payment with OPA Treasurer.
  Drive to printers for press check(s).
  Split delivery—1.) Arrange for delivery to a central area accessible to potters, if possible. 2.)
    Inform mail service of postcards delivery. 3.) Some samples to designer/Poster Chair.
March:
  Arrange for poster, postcard, and flyer distribution at March OPA meeting.
One Month Before The Show
  No duties month before show, except redirecting those seeking posters, cards, flyers.
During The Show
  Check to be sure extra posters, postcards, and flyers are available at Showcase. If possible,
    have some distributed at other areas in and around the building.
After The Show
  Attend Showcase Wrap-up meeting for communication and feedback about poster,
    postcard, and flyers. Check if quantities were excessive or not enough.
  Review last year's Poster Chair job description/timeline/budget to note changes for next
    year. Clean up computer files for next year.
  Contact our two photographers about needs for award winner‘s photos.
  Obtain high-resolution copies of all five photos when available (Best of Show, First, Second,
    Third place, and Best Booth). Pass on copies to Graphics Coordinator.
Meeting Months
  Attend Showcase Steering Meetings if possible to keep up on developments.
  Attend OPA Board Meetings if possible—many discuss Showcase.
  Ask Publicity Chair for notice of any pertinent Publicity meetings.
  Have poster, postcard, and flyers proof-checked at meetings or online.
  Remember year ‗round rule from son: ―No stress allowed! Enjoy the process.‖

Budget - Expenses cover printing for posters, postcards, and flyers.

Committee Needs - None

Work Shift Needs – None

Records Storage And Retention
  Nothing was passed on each time I took over this job, but I do keep stuff (more than I should?)
   including e-files and hard copies of posters, postcards, and flyers; current contact info for
   sponsors, printers, proof readers, distribution, etc.; and printer job specs / quotes.

Last Revision

  Updated by Boni Deal - July 2007




OPA Operations Manual                      Page 114 of 145                          Revised June 2008
Job Description - Publicity Chair (Free Ads)

Primary Responsibilities

  Promote Showcase and the OPA through the free media, maximizing positive coverage.
  Inform the public of this unique opportunity to buy ceramic at and learn about its creation,
   educating the public and raising their awareness of the medium of ceramics.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Must have media experience.

Specific Duties/Timeline

September-October
  Chose national publications - Art magazines, Home and Garden magazines, Architectural
   magazines.
  Put publicity packets together - target, try to fit into their scope.
  Note in newsletter reminding people that we need professional black and white photos, and
   quality slides with resumes and bios - for publicity purposes.

November-December:
  Send out packet to national and regional publications especially arts calendars with national
   distribution. FOLLOW UP!

January
  Put together publicity packets for individual contacts.
  Follow up with national publications and calendars.

February
  Meet with major media subcommittees (Oregonian, radio, TV) to plan strategy.
  Reserve air time.
  Put standard press packet together.
  Redo the PSA tape for television stations.

March
  Contact all task owners for updates.
  Track print articles likely to be granted.
  Finalize format of all broadcast articles and interviews.

April
  Finalize broadcast interviews.
  Finalize publication dates & needs for major print articles.
  3-4 weeks before show, send out PSA tape & letters.
  Maintain contact with broadcast news outlets.

May
  Collect copies of all coverage items as they appear.
  Forward copies of individual coverage e to featured artists.
  Direct visual recording at Showcase (video and photograph) for use over next 1-3 years.

OPA Operations Manual                     Page 115 of 145                        Revised March 2007
After Show
  Send clippings to archives staffer for scrapbook update.
  Thank the media for their support.
  Collect PSA tapes from television stations.
  Thank committee members for their work.
  Collect feedback/expense sheets from all committee members.
  Forward expense sheets to treasurer for reimbursement.
  Recover photos from the media.

Budget - Expenses include printing/copying, postage, and office supplies.

Committee Needs - Chair and co-chair plus 21 committee members.

Committee member tasks include:

  Oregonian 2 people - This includes the article in the Living section, A&E Section and Food
   day.
  Major local papers 3 people to cover the Oregonian, Willamette week and the Columbian.
  Coast 1 person - Print, radio, local cable. Free Publicity, 2 people partitioned North &
   South.
  Salem Area 2 people - Article in the Statesman Journal, radio and television in the Salem
   area. Free Publicity, 1 person.
  Eugene Area 1 person - articles in the Register Guard, Eugene Weekly, radio and television
   in the area.
  Corvallis 1 person.
  Local papers in Oregon 6 people, distributed to SW Washington, Eastern Oregon/Bend,
   Southern Oregon, Portland area minor papers.
  Radio 1 person - This includes mention in community calendars of PBS and other stations,
   coverage on the new stations KXL, KUIK), Oregon Considered (PBS), Art Focus (KBOO).
  Television 3 people - This includes morning new shows, evening news coverage, and
   ArtBeat (PBS).
  National & Regional 2 people, one each for national and regional. National magazines
   include various travel industry publications.
  Seattle & Internet1 person - Cover on-line calendars and Seattle publications with regional
   visions.
  Archives 1 person - keep scrapbook up to date, and handle some newspaper contacts
   (currently So. Oregon)

Work Shift Needs - None

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                   Page 116 of 145                        Revised June 2008
Job Description - Sales Chair

Primary Responsibilities

    Oversee all activities in the sales area to make sure it runs smoothly.
    Solve visa and cash problems.
    Have answers to all the questions customers and sales crews come up with.
    Coordinate with Credit Card Treasurer that all visa machines are up and running.
    Coordinate with Cash Treasurer to ensure the cash tills are ready and that the till exchange
     at each shift change occurs smoothly.
    Conduct training with the Cash and Credit Card Treasurers of all sales workers.
    Coordinate shift changes with the Credit Card Treasurer.
    As new workers report at shift changes, ensure that each worker is assigned according to
     the masterwork shift schedule.
    Coordinate with Work Shift Chair prior to Showcase overall Sales area needs.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Excellent skills dealing with the public.
  Excellent supervisory skills.

Specific Duties/Timeline

November
  Start Coordination with Building Chair on sales area configuration.
  Make list of tables, chairs, drapery and poles that need to be rented for sale area. This may
   vary depending on size of sales space and configuration. Give this list to the Equipment
   Rental Chair. This can be done as late as February once sales configuration is set.

Two months before Showcase
  Check supplies. Make sure all adding machines are functioning and that there are enough
   for each sales station. Make sure there are enough spindles, staplers, and pens for each
   station. Restock duct tape to cover electrical wiring, extra price stickers, and clear tape for
   each sales station.

Six weeks before Showcase
  Update the cashier instructions (See Appendix C) from the previous year. Check with the
   Cash and Credit Card Treasurers for any changes that are needed including changes to
   credit card machine procedures.
  Provide the updated instructions to the Information Packet Chair for inclusion in the
   information packet that goes out to all Showcase participants.
  Plan training sessions for all cashiers for Thursday before show. There is usually a few
   minutes of general training, and then split sessions for the cash and credit card cashiers.

One month before the show
  Contact the other chairs listed below to coordinate updating the cashier instructions.
   Maintenance of the form ―Cashier Responsibilities and Instructions‖ is the joint responsibility
   of the Sales Chair, the Credit Card Treasurer, the Cash Treasurer, the Bookkeeping Chair,
   and the Manual Editor. This document is Appendix C of the OPA Operations Manual. Each
   chair should review their committee‘s portion of the instructions as well as the overall


OPA Operations Manual                     Page 117 of 145                         Revised March 2007
     procedures and report any changes to the Manual Editor. The Manual Editor will send the
     updated draft to the four chairs for final review and will give the updated original to the Sales
     Chair not later than noon Thursday prior to the show.

Two weeks before Showcase
  Check with Work Shifts Chair on last minute shift assignments.
  Make sufficient copies of the cashier instructions needed for the cashier training sessions.
  Coordinate with Cash and Credit Card Treasurers that they are ready to run the show and
   have all their supplies.

At Showcase set up
  Using the building floor plan, set up the sales area and install all equipment.
  Each station should have a calculator with full tape, pen, instruction sheet, extra stickers,
   clear tape, tag boards, cash box (at cash and dual stations), and credit card machine (at
   dual and credit card stations).
  Conduct the training sessions on Thursday.

During the show
  Either the Sales Chair or Co-chair should be present in the sales area at all times.
  Supervise the cashiers.
  Verify as cashiers check in for their shift that they have received adequate training.
  Monitor shift changes to be sure everything goes smoothly.
  Solve problems as needed.
  Take down the area and pack up the equipment and supplies at the end of the show.

Budget - Expenses include office supplies, printing/copying, and postage.

Committee Needs - Chair and co-chair plus 2 committee members.

Work Shift Needs - The needs for cashier work shifts change annually depending on the
number of sales stations. In 2005 there were a total of 13 stations, 4 cash/check only, 4 credit
only, and 5 dual stations. One dual station is in the holding area. Typical needs are:

                               Number Of Cashiers Needed Per Shift
       Day                 Shift 1          Shift 2           Shift 3                    Shift 4
      Friday                13                13                 11                       11
     Saturday               12                12                 10                        9
     Sunday                 12                 8                 10

Also needed are:

    Tag Runners - 1 per shift.
    Package Pickup - 1 per shift.
    Customer Service - 6 or 7 per shift.
    Greeter - 2 per shift.

Last Revision

  Updated by ENTERNAME - MONTH YEAR



OPA Operations Manual                       Page 118 of 145                          Revised June 2008
Job Description - (Sales) Cash Treasurer

Primary Responsibilities

  Set up tills for cashiers.
  Count all cash and checks collected during the show.
  Prepare the bank deposits.
  Arrange for transportation of the deposits to the bank.
  Maintain an internal document with complete detailed instructions of all cash committee
   activities. Submit a copy to the Manual Editor annually for inclusion in the OPA Operations
   Manual as a restricted supplement.
  Work closely with the Sales Chair, Credit Card Treasurer, Bookkeeping Chair, and
   Showcase Treasurer to ensure the Sales/Bookkeeping system is efficient and meets the
   needs of all the committees involved..
  Attend Showcase Steering Committee and Wrap Up meetings or submit a written report to
   the Showcase Chair and Showcase Secretary at least 24 hours prior to the meeting.
  Members of the same family may not serve together on the cash committee.

Education / Experience / Skills

    Banking, cashier, or accounting experience required.
    Excellent organizational skills.
    Excellent communication skills.
    Must be discreet and keep committee activities confidential.

Specific Duties/Timeline

April
  Arrange for the rental of a safe to store the cash for the tills.
  Arrange for the rental of one or two copy machines.
  Make prior arrangements with the bank to ensure the small bills needed are available and
   set a date for pick up.
  Prepare the envelope labels using the format below. Be sure to include the show year!



           Showcase <YEAR>                           CASH
         Station # _______   Day: FR   SA   SU     Shift # _______

         CASH ONLY           CREDIT ONLY         CASH & CREDIT

        Cashier: ________________________________________

        Cashier Signature: ________________________________



One month before the show
  Maintenance of the form ―Cashier Responsibilities and Instructions‖ is the joint responsibility
   of the Sales Chair, the Credit Card Treasurer, the Cash Treasurer, the Bookkeeping Chair,
   and the Manual Editor. This document is Appendix C of the OPA Operations Manual. Each
   chair should review their committee‘s portion of the instructions as well as the overall

OPA Operations Manual                       Page 119 of 145                      Revised March 2007
   procedures and report any changes to the Manual Editor. The Manual Editor will send the
   updated draft to the four chairs for final review and will give the updated original to the Sales
   Chair not later than noon Thursday prior to the show.

During Set Up
  Obtain sufficient cash prior to the show to set up the cash tills. Contact the Showcase
   treasurer to get a check. Consult the sales committee chair to verify the number of
   cash/check stations.
  Make arrangements for the secure transportation of the cash from the bank.
  Have at least four working full size calculators, sufficient paper, and ink replacement supply.
  Have a sufficient number of deposit slips and all necessary cash forms and a supply of
   rubber bands, paper clips, scratch pads, sticky stuff for fingers, and a couple reams of copy
   paper.
  Set up the cash tills with sufficient amounts in small bills.

During the show
  Provide tills to each station and exchange tills at shift change.
  Count all cash and checks from sales stations at the end of each shift.
  Provide a total of cash and checks collected from each till for each shift to the Showcase
   Treasurer and Reconciliation Chair.
  Prepare bank deposits.
  Accurately count and record the cash and coins. A second person on the cash committee
   will independently verify the count.
  Run two tapes (independently by two different persons) on all checks and reconcile tape if
   the totals are different. To reconcile, run a separate tape of corrections and staple or tape it
   to the bottom of the original tape. Start by adding the old total, then subtract the incorrect
   amounts, add in the correct amounts, and then press total.
  Batch the checks if necessary to keep the tapes form being too long. Send one copy of the
   tape with the checks to the bank (wrap the batch of checks in the tape) and keep the other
   with a copy of the deposit slip.
  Give a copy of the deposit slip with the check tapes attached to the Showcase Treasurer.
  Report the amounts collected at each station during each shift to the Bookkeeping Chair or
   the Reconciliation Chair.
  Copy the checks as a record for the amount received and for the mailing list. Make sure the
   numerical and written amounts are visible on the copy. Make sure the account number and
   signature are NOT visible on the copy. This information may be provided to an address
   service and the account numbers must be kept confidential. Give the check copies to the
   Reconciliation Chair.
  Arrange for secure transportation of the deposits to the bank.

Budget - Expenses include office supplies, rental of a safe, and armored service.

Committee Needs - Two co-chairs plus 3 committee members (members are exempt from
work shifts.)

Work Shift Needs - None. Committee members work whenever needed during the show.

Security Information - Due to the sensitive nature of the work done by this committee, this job
description is a minimally detailed list of the activities performed by the committee. Exact details
of operations will be contained only in an internal document that is only available to the
committee members. The Cash Treasurer will send a current copy of this document in a sealed


OPA Operations Manual                     Page 120 of 145                          Revised June 2008
envelope by registered mail to the Manual Editor annually. The envelope should be of a size
(preferably half sheet size) that will fit in a standard notebook with the document placed in the
envelope so that the envelope can be three-hole punched without damaging the document. The
Manual Editor will keep the document in a separate manual supplement notebook and return it
to the Cash Treasurer upon replacement or upon request if the original is lost.

Last Revision

  No changes needed per Susan Whitham - June 2007
  Last internal document received June 2007 - Will be held by Manual Chair until replaced.




OPA Operations Manual                     Page 121 of 145                        Revised March 2007
Job Description - (Sales) Credit Card Treasurer

Primary Responsibilities

  Provide credit card sales capability for, and to manage all credit card sales activities, during
   Ceramic Showcase.
  Review available services from various credit card vendors to obtain the best service for the
   price.
  Work with the credit card vendor to make all necessary arrangements for accounts and
   hardware.
  Assist setting up the sales area in general and set up the terminals in all credit card stations.
  Work closely with the Sales Chair, Cash Treasurer, Bookkeeping Chair, and the Showcase
   Treasurer to ensure the overall Sales/Bookkeeping system is efficient and meets the needs
   of all the committees involved.
  Coordinate and participate in the training of the cashiers.
  Maintain an internal document with the credit card vendor name, contact name, phone
   number, merchant account numbers, passwords, and any other sensitive information that
   should be accessible only by the Credit Card Committee. Submit a copy annually to the
   Manual Editor for inclusion into the OPA Operations Manual as a restricted supplement.
  Attend Steering Committee and Showcase Wrap Up meetings or submit a written report to
   the Showcase Chair and Showcase Secretary at least 24 hours prior to the meeting.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Should have prior experience dealing with merchant services.
  Accounting knowledge and computer skills helpful.

Specific Duties/Timeline

March
  Contact the Sales Chair to confirm the number of terminals needed.
  Contact the credit card vendor to begin the set up procedure and learn the vendor‘s timeline
   requirements.
  Make any necessary arrangements with the credit card vendor to activate our accounts
   during the show.
  Arrange for the rental of the pin pads.
  Periodically check with the credit card vendor to ensure activation will be on schedule.

Late March / April - 30 to 45 days before the show
  Contact the credit card committee members to ensure everyone knows their role and
   responsibilities. Send written instructions.
  Order supplies as needed:
    At least 5 rolls of receipt paper per terminal of the correct type (thermal or NCR duplex).
     (2007 - Have a box with about 200 that was part of the purchase of terminals.)
    Manual imprint draft blanks. Obtain a 100 blank shrink wrapped package from the credit
     card merchant when supplies dwindle down to 10 blanks.
    Manila envelopes (exactly 6‖ by 9‖). The quantity needed is the number of terminals times
     the 11 shifts (usually 99). There are always some left over because of cancelled cashier
     shifts during slow times.
    Large labels (2‖ x 4‖) for the envelopes. Need 99.


OPA Operations Manual                     Page 122 of 145                          Revised June 2008
One month before the show
  Maintenance of the form ―Cashier Responsibilities and Instructions‖ is the joint responsibility
   of the Sales Chair, the Credit Card Treasurer, the Cash Treasurer, the Bookkeeping Chair,
   and the Manual Editor. This document is Appendix C of the OPA Operations Manual. Each
   chair should review their committee‘s portion of the instructions as well as the overall
   procedures and report any changes to the Manual Editor. The Manual Editor will send the
   updated draft to the four chairs for final review and will give the updated original to the Sales
   Chair not later than noon Thursday prior to the show.

April - One to two weeks before the show
  Arrange with the sales chair to number the sales stations and assign the functions (credit
   card only, cash only, dual) so that the credit card sales station numbers will be in sync with
   the merchant account (e.g., sales station #1 is where the terminal for the merchant account
   #1 will be placed.
  Print labels for each of the terminals showing the terminal number, merchant account
   number, and station number. The Sales Chair will number the calculators at each station.
  Check that all supplies (as listed above) are on hand.
  Check with the Sales Chair to make sure there are a sufficient number of ―Cashier
   Responsibilities and Instructions‖ forms and that a laminated copy is available at each
   station. If more copies are needed at the Thursday training, they may be made on the
   copier in the bookkeeping room.
  Confirm the set up and work schedules with the credit card committee members. Be sure
   the entire committee is present at the cashier training.
  Confirm with the credit card committee members their assigned duties at set up, during the
   show, and during take down.
  Working with the Sales Chair, the Bookkeeping Chair, and the Cash Treasurer, coordinate a
   training session for all cashiers on Thursday afternoon.
  Prepare the spreadsheet file where the income data for each shift/station will be entered.
   Copy the previous years file, clear the data, and make any changes needed. Include
   columns for the cash only stations so that all the income data may be stored in one file.
  Prepare the envelope labels using the format below. Be sure to include the show year!



           Showcase <YEAR>                         CREDIT
          Station # ______   Day: FR   SA    SU     Shift # ______

          CASH ONLY          CREDIT ONLY          CASH & CREDIT


         Cashier: _______________________________________




Wednesday Set Up
  Assist with setting up the sales area.
  Set up the terminals with all supplies as listed above at credit card and dual stations.
  As soon as sales area is set up, test all credit card terminals. Set up each terminal and run
   a summary report. Tape the printed report to the terminal‘s shipping box for easy reference.
   The report should show the terminal number, the merchant account number, the merchant
   account name, the address, and phone number. If any of the information is incorrect, call
   the vendor hot line to get them to make changes to the accounts. Find out when the

OPA Operations Manual                       Page 123 of 145                       Revised March 2007
   changes will be put into effect and when the terminals can be re-initialized. Ideally, any
   errors should be worked out and the terminals re-initialized well before the show.
  Run a sample transaction through each terminal and a corresponding void transaction.
  Transmit a zero value test batch to ensure everything is working.

Thursday Set Up
  Working with the sales chair, cash treasurer, and bookkeeping chair plan the cashier
   training.
  Prior to the cashier training, have a training session for the credit card committee members
   so they fully understand the credit process, the shift change process, and how to
   handle/correct errors or other problems during the show.
  Be present during the entire cashier training to assist the sales chair with general training.
  Present credit card specific training to cashiers working credit card and dual stations.
  Check the work shift schedule and contact any credit card cashiers who did not attend the
   training to ensure they have a copy of the ―Cashier Responsibilities and Instructions‖ and
   that they are fully trained prior to the start of the show.

During the show
  Coordinate with the Sales Chair and the Cash Treasurer for smooth shift changes.
  Be present at the beginning of all shifts and make sure all credit card cashiers have received
   the proper training prior to their shift.
  Work with the Sales Chair to correct problems and errors with the credit and debit card
   transactions as they arise.
  At each shift change, collect (and enclose in the manila envelope) the calculator tapes and
   sales receipts from all credit card stations and dual stations. Run a transaction sub-total on
   each terminal. Write the day, shift number, and terminal number on each sub-total report
   and have the cashier fill in and sign the envelope. Check that the information is accurate.
   Remember that shifts are Friday, shift 1, 2, 3, and 4; Saturday, shift 5, 6, 7, and 8; and
   Sunday, shift 9, 10, and 11.
  Run end of day reports (2 copies) on each terminal. Write the day, shift number, and
   terminal number on each report. Put one copy in the manila envelope for the bookkeeping
   committee. Put all second copies in an envelope (in order) for the OPA Bookkeeper
   (Artheen Horsley).
  Transmit the batch data from each terminal to the merchant servicing our account at the end
   of each day. Attach each GOOD BATCH report to end of day report per machine.
  After each shift change, review and input the income data into the income spreadsheet.
  File the manila envelopes in a box in order by shift and station.
  Print a complete income report daily and give copies to the Showcase Treasurer and the
   Bookkeeping Chair.
  Work with the Bookkeeping Chair reviewing the tapes in the manila envelopes to research
   any problems or errors found on the tag sheets.
  Produce a history report comparing the daily credit card activity with the activity from the two
   previous years. Give a copy to the Showcase Treasurer.

Sunday evening
  The committee members will remove all labels from the terminals and pin pads; pack up the
   terminals and terminal supplies including the paper holder, power cord, phone cord, and
   instructions; and pack the pin pads in their boxes.
  Once the sales area (specifically the credit card sales equipment) has been packed up, the
   committee members can attend to their booths and other responsibilities.



OPA Operations Manual                     Page 124 of 145                         Revised June 2008
  The Credit Card Treasurer will enter the last income data into the spreadsheet, provide the
   Bookkeeping Chair and Showcase Treasurer with final reports, and then attend personal
   booth take down.

After the show
  Return all equipment that was loaned to us.
  Store the credit card terminals and supplies in a safe, climate controlled atmosphere.
  Monitor credit card account activity to ensure we are credited the appropriate amount of
   income.
  Monitor credit card account fees to ensure we are not overcharged.
  Continue to monitor credit card account income and fees until all proceeds are finalized and
   then request the account be made inactive until the following year.
  Work with the sales chair, cash treasurer, bookkeeping chair, and treasurer to determine
   any changes that are needed to improve the process for the next show.
  Update the Credit Card Treasurer‘s job description in the OPA Operations Manual to reflect
   current procedures.
  Update the internal document containing the detailed merchant account information and
   submit a copy to the Manual Editor as specified in ―Security Information‖ below.

Budget - Expenses include office supplies, printing/copying, postage, phone expense, and
merchant fees.

Committee Needs - Chair plus three committee members. Committee members are not
assigned work shifts since their committee work occurs before, throughout, and after the show.

Work Shift Needs - None

History - Due to the increasing expenses for rental of credit card terminals, Showcase
purchased a sufficient number of terminals for the 2005 show. In 2006 we also secured pin
pads to have debit card capability with subsequent savings in credit card fees. Since 2006 we
have received 4 free loaners from the merchant that are returned after the show.

Vendor Information - In 2006 our vendor was American Payment Services. Our contact is
Maryhelen at 503-644-4858. Website: https://webreporting.cardsystems.com/eia/eialogon.asp

Security Information - Due to the sensitive nature of the merchant account information, this job
description may not contain any detailed information regarding our accounts. Instead, the
Credit Card Treasurer will create and maintain an internal document that contains the credit
card vendor name, vendor contact name, phone number, merchant account numbers,
passwords, and any other sensitive information that should be accessible only by the Credit
Card Committee. The Credit Card Treasurer will send a current copy of this document in a
sealed envelope by registered mail to the Manual Editor annually. The envelope should be of a
size (preferably half sheet size) that will fit in a standard notebook with the document placed in
the envelope so that the envelope can be three-hole punched without damaging the document.
The Manual Editor will keep the document in a separate manual supplement notebook and
return it to the Credit Card Treasurer upon replacement or upon request if the original is lost.

Last Revision

  Updated by Rosa Nogues - August 2007



OPA Operations Manual                     Page 125 of 145                       Revised March 2007
Job Description - Secretary (Showcase)

Primary Responsibilities

  Attend all Showcase Steering Committee meetings and take minutes.
  Type minutes up and file them in a hard copy and an electronic copy.
  Distribute Minutes, agendas, special votes, and information via email and postal mail to
   members of the Steering Committee, Showcase Committee Chairs and the entire OPA
   membership via the Data Coordinator.
  Take care of any communications and documentation as needed by Showcase Chair and
   the Steering Committee.
  Distribute information as needed from past meetings.
  Gather information from Showcase Committee Chairs before meetings and bring to
   meetings that they can not attend.

Education / Experience / Skills

  Good computer and email skills.
  Organizational skills are very important, as well as the ability to summarize conversations
   and topics capturing the essence of the issue.

Specific Duties/Timeline

  Each month email a copy of the last month‘s minutes and a tentative agenda 1-2 weeks
   before the meeting.
  ½ to 1 week before the steering committee meeting send an electronic copy of the agenda
   to the Steering committee members and Showcase Committee Chairs. Provide some
   copies of the agenda at the meeting.
  Attend the meeting and take notes. Type up the minutes and distribute them to the Data
   Coordinator for distribution to the entire membership.
  Data recorded in the minutes should be clear and concise. Record sufficient detail of all
   issues so the reasons for resulting actions are clear. Summarize long discussions.
  Keep in mind that the minutes are being distributed to the entire membership. Sensitive
   subjects should be carefully worded and in some cases names should not be included.
  Record full details of any motions that will result in the need to update the OPA manual.
  Send a copy of all minutes to the Manual Editor.
  Maintain a notebook with a complete set of at least 1 year‘s previous meetings minutes and
   have it available at every meeting.
  Provide a hard copy or an electronic file (not email format) of all Steering Committee
   minutes to the OPA Secretary. These copies will be forwarded along with general and
   board meeting minutes to the OPA Bookkeeper at the end of each year.

Budget - Expenses include office supplies (paper and printer ink), and postage.

Committee Needs - None

Work Shift Needs - None

Last Revision

  No update needed per Dara Hartman - August 2007

OPA Operations Manual                    Page 126 of 145                          Revised June 2008
Job Description - Security

Primary Responsibilities

  Ensure a safe and secure environment in the show hall from the beginning of set up until the
   end of the show.
  Monitor activity at the front doors. Make sure front doors are secure during set up and
   during hours prior to opening in the morning.
  Monitor activity at the back doors. Make sure back doors are secure during the hours the
   show is open.
  Alert OCC janitorial staff or other appropriate person to potential safety hazards (water spills,
   loose wires, etc.).
  Pay close attention to any unusual or suspicious occurrences or visitors.
  Contact OCC uniformed security personnel or call 911 in the event of any conflict,
   dangerous situations, or criminal activity. Do not personally intervene in any of these
   situations!

Education / Experience / Skills

    Good organizational and communication skills.
    Experience dealing with the public.
    Ability to remain calm and effective in an emergency situation.
    Good observation skills.

Specific Duties/Timeline

Two months before show
  Contact committee members and request preferences for security shift schedule.

One month before show
  Send notice to each committee member containing a list of duties, the security shift
   schedule, where and with whom to report for their shift.

Two weeks before show
  Send reminders to all committee members to confirm the security shift schedule.

One week before show
  Provide the OCC security office with the of OPA security committee members.

Wednesday Set Up
  Chair should work during the first security shift.
  Contact the OCC security office to ―check in‖ and work out any last minute details (if any).

During Showcase
  Oversee OPA security staff.
  Be available for problem solving and to assist with unexpected issues.

Budget - Expenses include printing/copying and postage.




OPA Operations Manual                      Page 127 of 145                        Revised March 2007
Committee Needs - Chair plus 6 committee members.

  One person should be on security duty during all set up hours on Wednesday and Thursday.
  Two people should be on security duty (one at front door and one at back door) from 8:00
   a.m. to 10:00 a.m. on Friday, Saturday, and Sunday.

Work Shift Needs - One person is needed during each shift throughout the show.

Records Storage And Retention

  There are no records kept for this committee.
  Copies of the letters sent to committee members and a blank schedule should be passed from
   chair to new chair.

Last Revision

  Updated by Richard Roth - October 2007




OPA Operations Manual                   Page 128 of 145                        Revised June 2008
Job Description - Showcase Archivist

Primary Responsibilities

  Organize all Showcase publicity clippings within scrapbooks and provide yearly storage of
   past/present archives.

Education / Experience / Skills

  Good organizational skills.

Specific Duties/Timeline

  Year Round - Store all past/present Archive materials in a safe, waterproof area within
   residence.

  Fall - Collect all publicity clippings from the Showcase Publicity Chair from the previous
   Showcase.

  Fall through Spring - Format all clippings making sure that the represented publisher and the
   date are included on each clipping, whether of original text or hand-written. Organize and
   put all clippings into the newest scrapbook, into it‘s appropriate yearly sequence. If duplicate
   copies of any clippings are provided, file away within Archive box under the appropriate
   year. 

  Weds./Thurs. before Showcase- Deliver all scrapbooks to the Information Booth of
   Showcase for public viewing during show.

  Sunday evening/End of Showcase - Pick up scrapbooks from Information Booth.
                                                                     
Budget - Expenses include new scrapbooks and refill pages as needed.

Committee Needs - None

Work Shift Needs - None

Last Revision

  Created by Mel Perrigo - August 2007




OPA Operations Manual                     Page 129 of 145                        Revised March 2007
Job Descriptions - Showcase Registrar

Primary Responsibilities

  Receive and process Showcase applications and the accompanying membership renewals.
  Record the data from the Showcase application into a data base or spread sheet.
  Maintain a ledger for all payments received with the applications showing how much was
   paid for Showcase fees, membership renewal, and what amounts were paid as donations to
   the charities listed on the membership renewal form.
  Forward (by registered mail only) the Showcase checks with the corresponding ledger to the
   Showcase Treasurer.
  Forward (by registered mail only) the OPA checks with the corresponding ledger to the OPA
   Treasurer.
  Forward membership renewal forms to the Membership Chair. Keep a log of the names for
   back up.
  Forward the work shift sign up forms to the Work Shifts Chair.
  Split the ―Points, Committees, and Rental Equipment‖ forms into the three separate sections
   (or make an additional 2 copies of each form).
  Forward the Points forms to the Points Chair.
  Forward the Committees forms to the Committee Placement Chair.
  Forward the Rental Equipment forms to the Equipment Rental Chair.
  Send the booth selection information (the data base) to the Building Chair.
  Send the names of the gallery only participants to the Gallery Registrar.

Education / Experience / Skills

    Excellent organizational skills.
    Excellent communication skills.
    Computer experience required.
    Ability to meet deadlines.

Specific Duties/Timeline

November-December
  Receive Showcase applications. All applications must be post marked by November 15th or
   late fees apply. Keep a log of applications received with the name and postmark date.
  Verify the payments enclosed with the applications and member renewals are correct.
  Enter the information from the applications in the data base or spread sheet.
  Send the original points sections of the application to the Points Chair ASAP.

After the Showcase application deadline
  After the cut off date for booth registration, prepare reports for the Committee Placement
   Chair, Building Chair, Membership Chair, Showcase Chair, and Treasurer(s).
  Send the original committees sections of the application to the Committee Placement Chair.
  Send the membership renewal forms to the Membership Chair.
  Send all checks (by registered mail) to the treasurer(s) with the ledger showing how the
   payments are to be applied.
  Send the names of all Showcase participants who applied by the November 15th deadline
   and note whether they applied for a booth or gallery only to the Poster Chair.
  Continue processing gallery only applications as they come in. Add the information to the
   data base or spread sheet and send checks to the treasurer(s).

OPA Operations Manual                   Page 130 of 145                       Revised June 2008
  Send a complete list of all Showcase applicants to the Newsletter Chair not later than
   December 10th to be published in the December Newsletter.

January-March
  Continue processing gallery only applications until the January 31st deadline.
  Send the original work shift sign up forms to the Work Shifts Chair along with a copy of the
   spread sheet.
  Send the original rental equipment forms to the Equipment Rental Chair along with a copy of
   the spread sheet.
  Send the list of gallery only participants to the Gallery Registrar.
  Email lists of any drop outs from the show on a weekly basis to the Showcase Chair,
   Building Chair, Committee Placement Chair, Work Shift Chair, Equipment Rental Chair, and
   the Treasurer(s).

5 weeks prior to the show
  Create mailing labels for all Showcase participants and send to the Information Packet
   Chair.

April-May
  Create labels for other committee chairs as needed. Awards Chair may request labels
   before the show and three sets of labels are needed for the Bookkeeping Chair by Thursday
   afternoon.

Budget - Expenses include office supplies (mostly labels requested by other committee chairs)
and postage.

Committee Needs - None

Work Shift Needs - None

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                    Page 131 of 145                       Revised March 2007
Job Description - Signage Chair

Primary Responsibilities

  Responsible for the design, creation, exhibition, storage, maintenance, and transportation of
   all signs and banners including the outdoor banners in front of and around the Oregon
   Convention Center and for the indoor banners, poster signs, and sandwich board signs.
  Negotiates and signs the contract with the Oregon Convention Center for exhibition of the
   outdoor banners in front of and around OCC one year in advance.
  Responsible for creating all of the artist‘s name signs and booth number signs for all booths
   and all signs for the group booth.

Education / Experience / Skills

  Graphics experience helpful.
  Graphic computer skills necessary.
  Ability to meet contract deadlines.

Specific Duties/Timeline

Approximately 12-14 months before the show
  Contact the sign representative at the Oregon Convention Center and inform them of the
   date for the following year‘s show. Request they prepare the contract for signature. They
   will pencil in the date, put together the contract and send it out.
  Sign and return the contract as early as possible.

Two months prior to the show
  Repair/replace signs as needed.
  Deliver the outdoor banners to Boek Industries for cleaning and changing the dates.

Six weeks prior to the show
  Purchase the materials needed to make the name and booth number signs. Backing
   materials from Utrecht are the least expensive.
  Design the background using the teapot logo and then take to Kinkos for reproduction.
  Get a list of correct names from the Building Chair.
  Create artist name signs, booth number signs, and the group booth signs. There are
   approximately 160 booths each requiring 2 signs plus 3 signs for each group booth
   participant. There were 22 artists in the group booth in 2007.
  Make 8 poster signs for the easels that will be placed around inside OCC.

About One month prior to the show
  Coordinate delivery of the outdoor banners with the OCC sign representative.

During set up
  Wednesday - Deliver the booth signs to the information booth.
  Wednesday & Thursday - Make corrections to booth signs and deliver back to the show on
   Thursday & Friday.
  Thursday - Set out the sandwich board signs and the poster easels around the building.

During the show
  Letter the award certificates for the Showcase Gallery awards.

OPA Operations Manual                    Page 132 of 145                        Revised June 2008
  Make the signs for Showcase Gallery award winners.
  Letter high school awards and create signs for each award winner.

After the show
  On Sunday evening, gather all of the sandwich board signs and send them to the OPA
   storage unit.
  Pack up the Indoor banners. These are stored at the Signage Chair‘s home.
  Outdoor banners are picked up at the dock when OCC has them down. Call OCC to
   arrange for pickup. These are stored at the Signage Chair‘s home.

Budget - There are two budget categories. One includes the materials for making the booth
signs, supplies for creating the poster signs, and the cost of new signs. The other is specifically
for the maintenance of the outdoor banners.

Committee Needs - Chair plus 1 person.

Work Shift Needs - None.

Vendors / Contacts

  Boek Industries - For cleaning the outdoor banners and changing the date.
  Kinkos
  OCC Sign Representative -

Last Revision

  Updated by Gail Pendergrass - October 2007




OPA Operations Manual                     Page 133 of 145                         Revised March 2007
Job Descriptions - Special Events Chair

History - This committee was created when a member had a great publicity idea that brought
local politicians and celebrities to a ―mud slinging‖ contest. It was successful and has spawned
new ideas and media events to encourage the media and the public in attending our show.

Primary Responsibilities

  Organize an event or events that will create a media "buzz" and be a teaser for getting
   media coverage and attracting additional and new segments of the population to
   Showcase.
  Work with the steering committee on scheduling for Friday night, and other times during the
   show.
  Plan events that can be built on in subsequent years and become a tradition.
  Currently, throwing competitions between Oregon celebrities.
  Work with adult clay area for times not using the stage.
  Begin an OPA member event exciting enough to create the buzz.
  Have press materials ready for these early contacts.
  Think big.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Experience dealing with the media.
  Great imagination.

Specific Duties/Timeline

January-February
  Explore contacts and secure commitments.
  Work with the Sponsorship Chair on any tie-ins to get new sponsors.

February-April
  Work with the Demonstration Chair on scheduling the events around the demos and
   evening program/band.
  Arrange sound and other needed equipment.
  Work with the Adult Clay Area Chair to arrange equipment loan and scheduling for the adult
   area usage.
  Relay all information to the Publicity Chair to use to the max to create buzz.
  Contact groups affiliated with celebrities for tie-in publicity.
  Write press release and send to specific interested venues.
  Encourage photo op shots.
  Arrange MC either in-house or from media.
  Arrange lessons if needed.
  Arrange for aprons printed with logo as gift.

Two to three weeks prior to the show
  Confirm commitments.
  Arrange for a meeting place in the hall and for parking if necessary.



OPA Operations Manual                    Page 134 of 145                         Revised June 2008
Day of event
  Make frequent announcements of upcoming events.
  Be present at the event as trouble shooter/MC.

After event
  Send thank you notes to all event participants.

Budget - Expenses include promotional products and are paid from the proceeds of the product
sales.

Committee Needs - Chair plus 1 member OR two co-chairs.

Work Shift Needs - None.

Other Information

Since the job changes every year depending on the project it is difficult to describe. Therefore
the job may be completely different from year to year.

Last Revision

  Updated by Jeanne Henry - July 2007




OPA Operations Manual                     Page 135 of 145                       Revised March 2007
Job Description - Sponsorship Chair

History - This committee has undergone much change in the last two years. Originally this
committee collected checks from 3 local businesses that had clay interests. Recently it has
become a vital connection with our community. We now are creating partnerships with a
greater variety of businesses and continuing our connection with our original sponsors.

Primary Responsibilities

  Develop and maintain financial and in-kind relationships with businesses and individuals that
   are willing to contribute to Showcase.
  Cultivate long-term friendships with current sponsors and seek additional partners. Do not
   be afraid to ―cold call‖ and ask for support.

Education / Experience / Skills

    Excellent organizational and communication skills.
    Good writing skills.
    Experience soliciting charitable donations.
    Good conversational skills.

Specific Duties/Timeline

Year-round
  Proactive consideration of many corporate budget timelines means that contacts need to be
   made within fiscal or calendar years.
  Attend all Steering Committee meetings and keep the general membership informed of
   sponsorship needs and goals.
  Have packets prepared for mailing or distribution at a moment‘s notice.
  Research and ask for participation from arts-related (and non-arts-related) companies.
  Approach all potential sponsors honestly and consistently.
  Do not make promises outside of the established printed category guidelines.
  Do listen to sponsors‘ and members‘ ideas and needs.
  Be flexible within reason. If in doubt, take questions to the steering committee.

Tasks include:
  Writing introductory letters.
  Making many phone calls to new and current partners.
  Scheduling meetings with sponsors to specify contribution details.
  Preparing and updating professional descriptive packets that describe options and
   categories for contributions.
  Writing follow-up thank you and tax benefit letters.

Before the show:

  Coordinate sponsor booth/table needs and literature distribution points in exhibit hall. This
   requires contact and communication with the Map Chair, the Building Chair, and the Pipe &
   Drape Chair.
  Ensure the accuracy of contact information, proper logo, and business ―entitlements: for
   Showcase map. Clear and direct communication with the Graphics Chair is very important.



OPA Operations Manual                     Page 136 of 145                        Revised June 2008
  Ensure major sponsors are represented on the poster/mailer or appropriate advertising.
   Communication with the Advertising and Publicity Chairs is critical.

During the show
  Coordinate graphics and signage, and ensure correct information and updated sponsor list
   with the Map Chair and the Display/Education Chair.
  Keep the sponsor table neat and restocked with sponsor literature.
  Important: visit onsite sponsors during Showcase, thanking them personally, encouraging
   participant support and announcing all sponsor names and our gratitude throughout the
   show (for onsite and all others).

Budget - Expenses include office supplies (envelopes and printer cartridges), printing/copying
(sponsor packets, letters, forms, etc.), and postage.

Committee Needs - Chair only.

Work Shift Needs - None.

Other Information

One person can handle all organizational activities. Encourage all OPA members to seek and
court potential Friends, Patrons and Sponsors. Individuals with personal contacts (for example,
knowing a ―closet potter‖ that is an executive in a small/medium business) can serve as liaisons.
Distribute packets and forms to these OPA ―volunteers‖ and keep close contact with all parties
involved. Help as needed with information and encouragement, schedule and attend meetings if
necessary.

Last Revision

  No changes needed per Alissa Clark - July 2007




OPA Operations Manual                    Page 137 of 145                        Revised March 2007
Job Description - Traffic

Primary Responsibilities

  Direct a smooth unloading and loading of vehicles before and after the show.
  Make sure all vehicles in the parking lot have an identification form showing the name of the
   potter and their booth number.
  Depending upon OCC procedure changes from year to year, may be responsible for
   distribution of parking passes.

Education / Experience / Skills

  Good organizational and communication skills.

Specific Duties/Timeline

Before February
  Make an appointment with Mark Williams at the Oregon Convention Center to learn what
   entrances will be available for load in and load out during Showcase. Entry availability
   depends not only where our show is to be held, but on what other shows are present in the
   Convention Center concurrently with Showcase.

February-March-Upon Receipt of Names of Committee Members
  The traffic chair will receive a list of names - typically names of 9 individuals - who have
   been assigned to the traffic committee in February or March.
  Prepare a schedule of traffic control shifts.
  Send the traffic control shift schedule with a self addressed stamped envelope to the
   committee members requesting they fill in their first and second choices of shifts. Specify a
   deadline for returning the information.
  Arrange the schedule to accommodate (as much as possible) the requests of the committee
   members. A typical shift is 4.5 hours long. The chair also does a shift.

One week prior to the show
  Prepare a clipboard with an attached pencil and about 100 half or quarter sheet forms. The
   forms will have the rules for parking, state that vehicles must be out of the lot 15 minutes
   prior to opening the show, and blank spaces for the potter‘s name and booth number.

During load-in and load-out hours
  Instruct all committee members on how to use the dashboard forms.
  Inform committee members of their door assignments when multiple doors are in use.
  Record the name and booth number of the owner of each vehicle parked in our loading
   areas on the dashboard form. Non OPA vehicles parking on show mornings must also have
   a form with their name and location.
  Instruct the artist to place the form on the dashboard on the driver‘s side of the vehicle.
  Request vehicle owners who are not actively unloading or loading to move their vehicles.

Budget - Expenses include printing/copying and postage.

Committee Needs - Chair plus 9 people.

Work Shift Needs - None


OPA Operations Manual                    Page 138 of 145                        Revised June 2008
Other Information

Each year, the method of distributing parking passes has changed. At least some of the
distribution has been done by the Traffic Committee in the past. Check with the Showcase
Chair each year to determine if this will be part of the committee responsibility or if it may be
handled easier at the information booth.

Last Revision

  Updated by Nancy Adams - August 2007




OPA Operations Manual                      Page 139 of 145                         Revised March 2007
Job Description - Work Shifts Chair (Co-chairs)

Primary Responsibilities

  Create a work shift schedule for the show that ensures the smooth running of Showcase.
  Assign work shifts to show participants and volunteers.

Education / Experience / Skills

  Excellent organizational and communication skills.
  Ability to meet deadlines.

Specific Duties/Timeline

  Keep a log of all phone call and mailings. A lot goes on; it is hard to remember who needs
   what.

September
  Decide number of work shifts, changes in jobs, number of people needed at certain times or
   job and etc.
  Make necessary changes, if any (new jobs, more shifts, etc.) to Showcase application.
  Get the work shift application and the job descriptions printed in the newsletter.

February
  Alphabetize applications.
  Send list of participants willing to do demonstrations to Demonstration Chair, include day
   and time preferences.
  Get list of bookkeepers from Bookkeeping Chair.
  Get list of gallery set-up committee members from Gallery Set-up Chair.

List of Categories
1. Exemptions from the schedule (some chair and accounting positions).
2. Gallery only.
3. ―Willing to work any job‖, ―willing to work any time‖.
4. Wait listed.
5. The rest.

Gallery only and volunteers - assign two work shifts.

Group Booth participants - assign three work shifts.

All others (see exemptions above) - assign three work shifts




OPA Operations Manual                    Page 140 of 145                         Revised June 2008
For The February/March Newsletter
  Submit information to be included in the newsletter to the Newsletter Editor not later than
   February 10th. Include a reminder for participants to:

  Please check all three days for your work shifts.
  Participants who are assigned to Visa/Cash Sales work shifts need to contact the Credit
   Card Sales Treasurer [insert name] at [insert phone #] prior to [insert date] for Showcase
   orientation.
  Information packets will be mailed in April. If you do not receive a work schedule and you
   are in the gallery or a volunteer, call [insert name] at [insert phone #].
  If you find there is a conflict with your work shift assignment, look at the work shift schedule
   and find someone you would like to switch with. Contact that person. If a switch is
   negotiated, then either leave a detailed message at the above phone number or better still
   mail a postcard with the changes to [insert name and address of Work Shifts Chair]. Include
   the time, date, type of shift and person you are switching with.
  Volunteers and Newcomers: There is still time to sign up for a work shift. It is a great way to
   meet mud mavens and get acquainted with Showcase and OPA and be part of a great
   show.
  Reminder: It is each participant‘s responsibility to know when their work shifts are and to
   see that those work shifts are covered if a last minute crisis prevents them from working.
   There is a 5% commission increase for each missed work shift.


Doing the Schedule
  Wait for as long as possible so most changes will have happened and list of show
   participants and wait list is received from Building Committee Chair.
  Booth dropouts often will still be in the gallery.
  Make a chart for filling in names with all the work shift slots on it. You might add a space for
   additional help. For example, the children‘s area needs 3 for sure but make 4 spaces in
   case you have the people power to fill it.
  Use a pencil and start filling in schedule.
  Visa confirmation (working the EDC). Check with Sales Chair.
  Fill in the demonstrations as scheduled by the Demonstration Chair.
  Aisle hosts, gallery hosts. Look for talkers, people who are not shy, who will not just chat
   with fellow potters or go back to their own booth.
  Fill in people who have specific work needs.
  Be very careful about who you assign to ―Sales Tags‖ (moving the tags from the board to
   the books), Visa sales and Cash sales. These jobs require accuracy.
  Fill in Wrapping, Bag boy/girl and Holding table last since these are the ―anybody can do‖
   type jobs. Good for Gallery only people, volunteers.
  Work shift Supervisor - reserve for committee chairs or people with exemptions. Try to get
   people who know members and workings of Showcase.
  Rovers can also fill in for no shows.
  Fill in those saints ―willing to work anytime/any job‖.
  Be cautious about assigning new people who are in the gallery and volunteers to an
   important work shift as they are sometimes ―no shows‖.
  Keep one or two people who are capable of working any shift out of the schedule so you can
   fill in the inevitable last minute drops. If miracles happen and there are no drops, you can
   always find a shift for them. Warn them that you are going to do this.
  Do not assign back to back shifts where the participant has to stand in greeting, holding
   table, etc.

OPA Operations Manual                     Page 141 of 145                        Revised March 2007
  Be aware of physical ailments (bad back, can‘t stand for too long) and do not assign
   stressful work shifts to these people.
  As each person is assigned, mark the times and jobs down on their work shift sign up
   sheet. Check their name off on the ―master list‖ of booth /gallery participants. Make a list of
   volunteers...Double check times/jobs - compare the sigh up sheets to your chart.
  Obtain an updated list of gallery only people from the Gallery Registrar, with new names
   highlighted.
  Try to accommodate participant‘s day jobs and time requests as much as possible, but also
   schedule work shifts for most workable situation.
  If desperate, add one work shift to exemptions as needed.

Late March
  Send copies of finished work shift schedule and work shift descriptions to:
   - Information Packet Chair.
   - Person in charge of ―gallery only‖ people.
   - Group Booth Chair (to prevent conflicts of Showcase and Group Booth work shifts).
   - Volunteers including directions to Convention Center, instructions to sign in at information
     booth and speak to scheduled rover for orientation. Include name and phone number of
     Work Shifts Chair if they have questions or a problem.
  Send a list of all booth/gallery participants and volunteers to the packet person so everyone
   who needs a schedule will receive it. (It would be nice to add addresses for new
   participants and volunteers.)

April
  For any changes that take place after the packet is printed, confirm them with a phone call
   as well as a postcard to the worker.
  Make the changes on your copy of the schedule as well as the applications.

May, Right before Showcase
  Make an enlarged copy of the schedule and use it for pasting up the corrections and
   changes.
  Make two copies of the enlarged chart, there should be enough room between the names to
   sign in.
  One copy will be at the sales/wrap desk, the other will be at the information booth.
  Sales and Wrapping Chairs need to ask all participants working there to sign in at the
   information booth as well as the Sales/wrap desk. (Otherwise they could be marked as no
   shows.)

Sunday at 5:00 p.m.
  Pick up the sign-in charts after Showcase closes. . . they are the record of no-shows.
  If there are no-shows, try to talk with the Work Shift Supervisor who had that shift, coworkers
   on that shift, etc. to confirm.
  Ask around to see who did not fit their job and don‘t place them in that job again.
  Keep a list of the no shows.

After Showcase
  Call no shows for an explanation.
  Present results to Showcase Steering Committee.
  Determine who gets 5 % commission penalty, send results as soon as possible to the
   Showcase Treasurer.
  Keep a list for future reference.

OPA Operations Manual                     Page 142 of 145                         Revised June 2008
  Include in June/July newsletter:

Thank you to all of the participants for helping put on a wonderful show. A special thank you to
those who dropped out but did their work shifts anyway and to the volunteers for sharing their
precious time and effort.


Budget - Expenses include phone expense, printing/copying, postage, and office supplies.

Committee Needs - Two co-chairs only

Work Shift Needs - None

Last Revision

  Updated by ENTERNAME - MONTH YEAR




OPA Operations Manual                    Page 143 of 145                        Revised March 2007
Job Description - Wrapping Chair (Co-Chairs)

Primary Responsibilities

    Organize and manage wrapping needs and area before, during and after Showcase.
    Order and pick up supplies as needed.
    Repack supplies at end of show.
    Maintain an end of show inventory for budgeting and ordering for next year‘s show.
    Train and oversee wrap stock and wrapping crews.
    Fill in as needed.

Education / Experience / Skills

  Excellent organizational skills and communication skills.
  Experience dealing with the public.

Specific Duties/Timeline

January-February
  Obtain a copy of the floor plan from the Map Chair. Determine if there will be a pick up area
   and if a map is required for the customers.
  Submit a notice to the Newsletter Editor not later than February 10th for the Feb/Mar
   newsletter reminding people to begin saving boxes.
  Contact Equipment Rental Chair to ensure adequate tables and pipe and drape are
   available for the wrap stock area.
  Work with the Equipment Rental Chair to define the layout and number and size of tables
   and chairs required.

March
  Submit a box requirement notice to Information Packet Chair.
  Order newsprint. (Approximately 26 reams of 24‖ x 30‖, 50# newsprint are needed).
   Arrange for a location and date for delivery.

April
  Buy remaining supplies working off of the previous end of year inventory.
  Purchase bags at Costco: 3500 of #66, 1500 of #425, and 1000 of #12.
  Confirm newsprint order. Call 2 weeks prior to Showcase to verify the quantity, price, and
   delivery (or pick up). Get check from Treasurer. Include strapping tape (2‖), if needed.

Tuesday Before Set Up
  Call the newsprint vendor to confirm the delivery date for the paper.

Wednesday Set Up
  Meet at convention center as early as possible with the Sales Committee to set up sales,
   wrapping, and pick up areas.
  Call the newsprint vendor to confirm the delivery time for the paper.
  Retrieve wrapping supplies from OPA storage unit if they have not been delivered by Gallery
   Physical Set Up or Group Booth Chairs.

During Showcase
  At least one Co-Chair must be on duty in the sales/wrapping area at all times.

OPA Operations Manual                    Page 144 of 145                        Revised June 2008
  Both chairs should be on duty Friday morning.
  Both chairs should be present during shift changes.
  Work closely with Sales Chair and Work Shift Chair during show, trouble shooting as
   necessary.
  Train Wrap stocker and Wrappers.
  Be available to help out. Assist as required.
  Locate people who do not show for their shift.
  Keep track of no-shows and people who volunteer. Pass information on to Work Shift Chair.

Train wrappers to:
  Check all pieces to ensure tags have been removed (they‘ve been paid for).
  Make sure bags and boxes are secure and can hold pieces.
  Put red/orange stickers on outside of packages.
  Explain pickup procedures as needed.
  Hand out appropriate information.
  Thank customers for coming.

Budget - Expenses include newsprint paper and a variety of paper bags.

Committee Needs - Two co-chairs only. This job is usually shared equally by two people due
to the heavy work load during the show.

Work Shift Needs -

  One person is needed for each shift is needed throughout the show for Wrap Stock.
  The needs for wrap work shifts change annually depending on the number of sales stations.
   Typical needs are:

                           Number Of Wrappers Needed Per Shift
      Day               Shift 1         Shift 2           Shift 3                Shift 4
     Friday              13               13                11                    11
    Saturday             12               12                10                     9
    Sunday               12                8                10

  Depending on status of Customer Pick Up service, we may need an additional person per
   shift at the pick up table/site.

Last Revision

  Updated by Ann Kelly - August 2007




OPA Operations Manual                   Page 145 of 145                     Revised March 2007

								
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