POLICIES

Revision 06 : 04-09-2007
Revision 05 : 02-16-2005
Revision 04 : 03-16-2004
Revision 03 : 02-18-2004
Revision 02 : 02-11-2003
Revision 01 : 02-24-2002
Approved : 03-07-2002

Definitions

Steering Committee : the group, consisting of all current Committee Chairs, that runs ClayFest

Quorum : those members of the Steering Committee present at any regularly scheduled ClayFest meeting with a minimum of five (5) required

Voting : voting approval or rejection is done by a simple majority of the meeting's quorum

Notification : notice shall be deemed delivered when deposited in the U.S. mail or transmitted electronically, as indicated in the member's Local Clay membership application preferences, addressed to the member at his/her address as it appears on their application.

Member in good standing : a person is considered a member in good standing of Local Clay if their annual dues are paid at the time the determination is necessary (eg : notifications, etc.)

Chair Positions

Committee Chair positions are NOT permanent. ClayFest encourages turnover in order to generate new ideas and give others an opportunity to participate in running the show and to learn new skills.

Specifics

  1. The ClayFest Chairperson is elected by a majority vote of the members present at the annual January Local Clay meeting. The ClayFest Chairperson will serve a one year term; however, there is no limitation on the number of terms he/she may serve.
  2. The Local Clay Treasurer shall serve as the ClayFest Treasurer. The Treasurer is elected by a majority vote of the members present at the annual January Local Clay meeting. The ClayFest Treasurer will serve a one year term; however, there is no limitation on the number of terms he/she may serve.
  3. Other Committee Chairs may remain in their current position for a period of three years.
  4. After three years the position must be opened up to the general public.
  5. A Committee Chair may continue in the same position for more than three years if there are no interested or qualified applicants/candidates. This continuation is on a year-to-year basis in order to allow for new candidates to apply for Committee Chair positions.
  6. If there are interested applicants/candidates, a Committee Chair may not reapply for their current position unless the Steering Committee votes that none of the candidates are capable of fulfilling the requirements of the open Committee Chair position.
  7. A Committee Chair may hold a Trainee and Committee Chair position simultaneously.
  8. Nothing prevents a Committee Chair from applying for another open Committee Chair position.
  9. In order to support Local Clay's recognition of Shared Memberships (By Laws - Membership - Section 2.2), a Local Clay member may hold more than one Committee Chair position simultaneously.

Selection Process

  1. Open Committee Chair positions must  be announced at a general meeting of Local Clay and may be posted in the monthly OPA newsletter or other appropriate places
  2. People interested in being a Committee Chair are encouraged to first spend a year as a Trainee (see below)
  3. A person desiring to be Committee Chair, who has not completed a Trainee position, is encouraged to submit a letter of interest and list of qualifications to the ClayFest Chairperson.
  4. Trainees who have completed one year working with the Committee Chair will be moved into the Committee Chair position unless the Steering Committee votes that the Trainee is not capable of fulfilling the requirements of the open Committee Chair position.
  5. Committee Chair candidates are encouraged to be present at the Steering Committee meeting at which open positions are to be filled. The candidate may be asked to present their interest and qualifications, and answer any questions.
  6. All qualified candidates for ClayFest Chair positions are sorted in reverse order of the number of points they have and the qualified candidate with the least number of points will be selected for the opening. If more than one candidate has the same number of points, the most qualified of these applicants will be selected by majority vote of the Steering Committee

Points

  1. Committee Chairs earn one (1) point for each year that they serve
  2. Former Committee Chairs lose one (1) point each year after they are no longer a Chair down to a minimum of (0) zero points

Benefits

  1. All Committee Chairs (current and former) with points; who properly submit an application by the stated deadline are guaranteed a booth space.
  2. Current Committee Chairs are eligible for a 5 percentage-point reduction in the show's commissions rate (ie : if the rate for participants is 15%, Chairs will pay 10%) as long as they complete the tasks specific to their Committee. Chairs who do not attend at least two of the scheduled meetings will not be eligible for any reduction in the show's commission.
  3. Committee Chairs will select their booth location before other participants select or are assigned their booth locations (see Booth Space Allocation).
  4. ClayFest Chairperson will select his/her booth first.

Trainee Positions

Chair Trainee positions allow individuals an opportunity to learn the tasks and responsibilities of a Committee Chair, and the functioning of the Steering Committee. Openings for Chair Trainee positions must occur during the third year of a Committee Chair's tenure; however, openings may occur whenever a Committee Chair decides not to continue on to the following year's show.

Specifics

  1. Trainee Positions are for one year
  2. Trainees are encouraged to attend all Steering Committee meetings during their internship
  3. Trainees with (0) zero points will select their booth before other show applicants with (0) zero points.

Selection Process

  1. The need for a Trainee must be announced at a general meeting of Local Clay and may be posted in the monthly OPA newsletter or other appropriate places
  2. To apply for a Trainee Positions interested individuals must notify the current ClayFest Chairperson and are encouraged to submit a letter of interest and qualifications
  3. All Trainee candidates will be interviewed by the current Committee Chair in order to ensure they understand the scope of the position and determine if they have the necessary skills.
  4. Trainee candidates are encouraged to be present at the Steering Committee meeting at which open positions are to be filled. The candidate may be asked to present their interest and qualifications, and answer any questions.
  5. All qualified candidates for ClayFest Trainee positions are sorted in reverse order of the number of points they have and the qualified candidate with the least number of points will be selected for the opening. If more than one candidate has the same number of points, the current Committee Chair will recommend the most qualified of these applicants to be selected for the opening.

Benefits

  1. Trainees are not guaranteed booth space in ClayFest. Trainees must submit a completed show application by the specified deadline to be considered.
  2. Trainees learn valuable new skills and the ins-and-outs of their committee.
  3. Trainees who successfully complete one year in their position are guaranteed to be named Committee Chair the following year. (See Committee Chair - Selection Process - Section 04 above).

Show Participation

  1. Notification of the availability of show applications will be provided as follows
    1. On a date determined by the Steering Committee
      1. Local Clay Members will be notified by postcard of the date of availability of the Clayfest application online at the Local Clay website. They will have the option of requesting a paper application by telephone.
  2. All applications must be postmarked by the deadline to be considered.
  3. All applications must be mailed using standard United States Postal Service to the address on the application. Applications may not be hand-delivered, send via courier and/or any other means.
  4. When two members, each with points, apply for a shared booth space; the applicant with the highest number of points will have those points used in the booth allocation process.

Booth Space Allocation

  1. Only properly completed applications postmarked by the show deadline will be considered.
  2. Applicants with points will select their booth location before other applicants are assigned their booth locations. With the ClayFest Chairperson selecting his/her booth first.
  3. The show's application will denote the time and place of the booth selection meeting. Any applicant who is not present at the booth selection meeting may delegate someone else to select their booth space. If neither the applicant nor a designee is present, show spaces will be drawn at random from the pool of available spaces.
  4. Booth allocation is done in descending order of the number of points, with current Clayfest Steering Committee Chairs, Local Clay Officers and Standing Committee Chairs selecting their booth space before non-Chairs select their booth space: (The following example is provided for clarification only.)
    1. Applicants with the highest number of points will be divided into 2 groups: one group being current Clayfest Steering Committee Chairs, Local Clay Officers and Standing Committee Chairs, and the other group being non-Chairs. First the current Clayfest Committee Chairs, Local Clay Officers and Standing Committee Chairs will have their names drawn at random and get to select their booth space. Then the non-Chairs will have their names drawn at random and get to select their booth space.
    2. Applicants with the second highest number of points will be divided into 2 groups:one group being current Clayfest Steering Committee Chairs, Local Clay Officers and Standing Committee Chairs, and the other group being non-Chairs. First the current Clayfest Committee Chairs, Local Clay Officers and Standing Committee Chairs will have their names drawn at random and get to select their booth space. Then the non-Chairs will have their names drawn at random and get to select their booth space.
    3. Applicants with the third highest number of points will be divided into ... ; etc.
    4. Trainees with zero (0) points will have their names drawn at random and get to select their booth space.
    5. Other Applicants with zero (0) points will have their names drawn at random and get to select their booth space
  5. During the booth allocation process the order in which each participant's name is drawn will be recorded.
  6. During the booth allocation process an applicant may choose to accept a booth size which was not their preferred choice; due to the lack of availability of the booth size they had requested.
  7. During the booth allocation process the number of applicants may exceed the availability of booth spaces at which point applicants will be placed on a waiting list in sequential order as their names are drawn.
  8. In the event a booth space becomes available after the initial booth allocation process, this space will be allocated in the following order :
    1. Participants whose preferred choice of booth size matches the available booth space but who accepted an alternative booth size will be contacted in the same order in which their name was drawn and offered the space, then
    2. Applicants on the waiting list will be contacted in sequential order and offered the space.

Broken Pots

ClayFest pays for some types of breakage and these payments come directly from show’s booth fee revenue. This is not an insurance policy and all payments reduce the operating revenues of the show. There is no guarantee that breakage will be compensated by ClayFest, each incident is reviewed by Steering Committee members and their decision is final.
  1. Each participant is responsible to ensure that (a) all their work in the show can be handled with normal/reasonable care without damage and (b) that their display and/or booth design, assembly, and set-up is stable and can withstand normal/reasonable customer traffic without damage.
  2. ClayFest will only consider payments for losses that occur during posted show “open” hours and that are due to customer handling or accidents during the sales and wrapping process. ClayFest will not consider any loss between participants and/or their assistants, unless the loss occurred in the performance of official duties, such as wrapping, sales, hosting, or assisting customers to carry or load purchases. ClayFest will not pay for missing pots or switched or altered tags.
  3. Maximum breakage reimbursement is limited to the lesser of either the current reserves in the broken pot fund or $500 per participating member, not per piece. Payments will be based on tag price less ClayFest commission. If there are multiple participants with breakage, payments to any individual participant will be prorated to the current reserves in the broken pot fund. No payments will be made for pieces tagged/marked for sale for less than $25.
  4. Claims: A "broken pot" form must be obtained from the Security/Information booth and filled out during the show. The broken piece must then be turned in to the Security/Information booth with the completed form. Claims made after the show will not be considered. All claims will be paid at the discretion of the Steering Committee and their decision is final.