Job Title: Chairperson


Clay Fest Steering Committee Chair

Date Created:*

Date Revised: *1/21/14

January 2014


Job Summary*(In three or four sentences summarize the jobs purpose and primary focus.)

To serve as chair of the show, which includes all aspects of putting on the show: securing the venue of show, 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.

Major Responsibilities/Essential Functions

Estimated %ofTimeSpent

Responsibilities will include:

Doing everything necessary to be sure Clay Fest will run smoothly and on schedule. This entails 9 months of preparation and a wrap-up after the show, followed by being sure the Steering Committee will be filled for the next show's preparation.

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

Be sure all chairs are getting their tasks completed. [Fire Marshal (Building Chair) and banner permit departments (Signage Chair) are crucial, and need to be done on time.]

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 tables, chairs, platforms, sound systems, and obtain keys before event, and to be sure everything is done to keep Clay Fest on track.

Keep a notebook with timeline and notes about who does what, when, and who outside the Steering Committee we need to contact, and when (city permits, insurance, fairgrounds, and such). Keep 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.

Attend meetings of Local Clay, and act as Clay Fest advocate at those meetings.

Answer chairs' questions and work with them on anything they need.

Send out announcements and agendas for these meetings, as needed.

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

Keep track of need for, and advertise, "Steering Committee Positions" as they become open for trainees or replacements. Answer inquiries as they come in.

Find and reserve location/s for Steering Committee and Booth Selection meetings.

Keep "points record" current, and provide it to Registrar well before Booth Selection meeting.

Determine budget needs, and submit budget at February meeting; present budget at Local Clay meeting, which follows CF budget meeting.

Insurance--be sure insurance is up-to-date and paid for. Close to show time, obtain "Certificate of Liability Insurance", and get copies to city and Lane Events Center, according to their timelines.















































Job Qualifications *

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).

Preferred Work Experience and Qualifications

Skills: Computer familiarity, word-processing skills, and a passing knowledge of spreadsheets are helpful/essential, as is the ability to communicate, in person, by phone, and via email, with various people. Keeping records, and analyzing records and data are helpful in determining direction.