CLAY FEST CHAIRPERSON Job Description

The Clay Fest Chairperson's role is to serve as chair of the show, which includes all aspects of putting on the show: securing the venue, attending to requirements for the show, and being sure the show is promoted positively to the community; planning and running Steering Committee meetings, supervising all chairs as necessary, and being sure everything is done as needed. The Clay Fest Chairperson is also a Local Clay Board Member, so the Chairperson attends Local Clay meetings, and advocates for the show there.

The job requires a willingness to work with a diverse and independent group of people in formal settings (meetings) and in informal ways (email, person-to-person). The ability to organize and run meetings in a reasonably efficient and professional way is essential, as are good organization and communication skills. Willingness to help others work to their best ability is invaluable, as is the ability to anticipate needs and predict and prevent problems, and to implement changes as they seem necessary or desirable (this also requires a willingness to find or build group consensus).

It also requires keeping records and notes (actual and computer files) of anything that might need to be done, known, or researched for present use, or in the future.

Responsibilities will include:

 Doing everything necessary to be sure Clay Fest will run smoothly and on schedule. This requires some action or oversight almost every month of the year, and includes all preparation for, and a wrap-up after, the show, and being sure the Steering Committee will be filled before the January meeting, when plans for the next year's show begins.

 Running Steering Committee meetings with objective to stay on task and get all necessary issues decided at the appropriate times. Constructing agendas to be sure this will happen.

 Being sure all chairs are getting their tasks completed.

 Arranging for the show venue--procure location for show, sign contract, make sure Treasurer pays deposit and balance for building when due. Maintain contact with Lane Events Center as needed, to order electrical service, sound systems, tables, chairs, platforms, and obtain keys before event, and to be sure everything is done to keep Clay Fest on track.

 Keeping a notebook (actual, and computer files) with timeline and notes about who does what, when, and who outside the Steering Committee we need to contact, and when (such as the city for permits, insurance companies, Lane Events Center). Keeping records of documents, policies, and other important info that might need to be accessible--this could include job descriptions, minutes, agendas, maps, and other details.

 Attending meetings of Local Clay, and acting as Clay Fest advocate at those meetings.

 Answering chairs' questions and working with them on anything they need.

 Sending out announcements and agendas for meetings, as needed.

 Keeping record of "points", and providing to Registrar and participants ahead of Booth Selection.

 Responding to inquiries by participants, volunteers, customers, publicity agents, and others, regarding show.

 Keeping track of need for, and advertising of, "Steering Committee Positions" as they become open for trainees or replacements. Answering inquiries as they come in.

 Finding and reserving location/s for Steering Committee and Booth Selection meetings.

 Determining budget needs, and submitting budget at February meeting; presenting budget at Local Clay meeting, which follows CF budget meeting.

 Being sure papers and permits are ready on time. (eg. The Signage Chair secures permits for street banners late in the preceding year. The Treasurer pays for the venue and insurance as due. Being sure "Certificate of Liability Insurance" and supplementary insurance is obtained, and getting copies to city and Lane Events Center, according to their timelines. The Building Chair deals with the Fire Marshal, and must arrange building inspection well before the show. These are crucial needs, and must be done on time. The timeline serves as a reminder of what needs doing, when.)

 

Updated October 25, 2018