This Wednesday's Meeting

Just a reminder to everyone that we're meeting this Wednesday at the Pole Creek Golf Course Clubhouse at 5:30pm. We have a lot to discuss about our upcoming show. I can't tell you how excited we are - there are 26 artists showing their work!

Thanks to very generous donations from Century 21 of Winter Park and Grand Mountain Bank we've been able to print beautiful posters and postcards, and we're able to offer appetizers for the evening along with a cash bar. The folks at the clubhouse have been extremely helpful and are letting us use the space for free.

One thing we thought of too late was that every item will need a SASE with a receipt inside. If you haven't dropped off your work at the Rec Center office yet, please tape one to the back of each piece. If you have already dropped off your work, please bring it to the meeting, or to the opening reception. Every piece needs to have the receipt and envelope so you can get paid.

Here are some of the things we're going to cover at the meeting:

MEMBER SHOW INFO – Wednesday, June 24, 2009

SALE OF WORK

It is imperative that we cooperate with PCGC to the highest level possible. ANY REMOVAL of ARTWORK during the show MUST be done with the knowledge of PCGC! This is a brand new building. We have promised them that we will do minimum alteration to their walls and repair all nail holes when we are done. You can only imagine what the place would look like if numerous pieces were removed and not replaced or replaced with a work of considerably different orientation or size. Many patrons would be willing to leave their piece up for the entire show. How nice it would be to see the room dancing with red dots! SO, when you get that call from a buyer…. Call Marie immediately! (970-531-2906 or 970-726-4698).


1. As much as possible, Sales will be transacted between the artist and the buyer. A golf course is a busy place and PCGC has enough to do without having to get involved with selling our product for us. Remember, there is NO commission being taken.
2. Each artist must provide a SASE and a receipt, which includes appropriate sales tax for each piece they are showing. Attach it to the back of the work. Do NOT attach it to the hanging wire!
3. When a buyer calls you and you work out a sale, call Marie immediately (970-531-2906 or 970-726-4698). Marie will let PCGC know you have made a sale and what arrangements you have made with your buyer. Some possibilities are:
1. The buyer is an out of town guest, wants to take the piece home with them. They may ask at the proshop if this is possible and the proshop has said they will help us out with this one by taking cash or check from the buyer in the amount shown on your receipt. They’ll give the buyer your piece and the receipt for it and call Marie. Marie will contact you immediately. If the piece is bought with a check it will most likely be sent to you in your SASE. You will have the option to replace your piece with another for the duration of the show. If you are unable to replace your piece, AOTA must try to fill this spot. The show committee will consult other participating artists to find a suitable piece ASAP.
2. The buyer is a local, knows your work and calls you saying they want to buy your piece. If you have another piece about the same size and orientation that you can replace the sold piece with, you and the buyer work out when you can meet them at PCGC to finalize the transaction. Call Marie immediately. If you cannot replace the piece with a similar one, please ask the buyer if they will wait until the show is over to finalize the transaction.
3. Any number of other variations as you can imagine. Call Marie immediately!



OPENING ARTISTS’ RECEPTION


1. ARTISTS ARRIVE AT 5:30; pick up their name tags and look at the show before the public starts to arrive.



2. RECEPTION TABLE: Guest Book with pen. Artist Name tags in Alpha order. Stack of Show Leaflets. Should someone “man” this for the first half hour?



3. APPETIZERS AND CASH BAR: FYI--125 guests estimated

for the evening; limited money available for appetizers*;

PCGC will space the serving of appetizers over the course of

the two hours depending on the number of guests they see.
OTHER STUFF



We’ve thought of some other things to garner support for our group.

· Gift Certificates: We will have them in $10 and $20 dollar increments in a file folder at the proshop desk. PCGC will take the money and hand the buyer the certificate. If someone makes a purchase from you and gives you a gift certificate reduce that amount from your total sale (that includes tax) and let Patty, Donna or Marie know. You’ll be reimbursed for the GC.

· Gift Certificate Donation: The GC will clearly state that it is only good until September 30, 2009 and that after that time any GC not redeemed with an artist will become a donation to AOTA. Encourage your patrons to buy a GC that they purposefully allow to expire as a means to make a donation to AOTA if they want to support us.

· $100 Gift Certificate Prize. We will randomly drawing the name of a visitor who has signed our Guest Book at the end of the show and rewarding them with a $100 Gift Certificate to be used for a purchase from the artist of their choice.

· Guest Book: We will have one for visitors to sign at the Opening Artists’ Reception. Not sure where that could be easily available during the show. Might be too much to ask of the proshop.

· Bumper Stickers: “I © AOTA” (I "heart" AOTA) will be available during the reception and from the proshop for the remainder of the show. ($2 minimum donation suggested, any amount accepted)


Anything else?


*Artists, please don’t come to the reception hungry.


I hope to see you at the meeting. Please be sure to tell all your friends, family and patrons about the show!


Patty