PACKET
Dear
Artist,
So you’re going to have a show at Point Arena CITYART! Great! We, and the community, look forward to seeing your work.
We have put together this packet of
information to help you make your show the best one possible and to answer many
questions you may have.
Please read over these
pages. Mark in the dates when you need to have the various
tasks completed. This can assure that your show, and the publicity
for it, runs smoothly. If you have questions about any part
of this, you can call the gallery at 882-3616 during gallery
hours (Friday through Sunday, 12 – 4) or email: Tom Eckles
(tom@eckles.com), Ling-Yen
Jones (lingyen@juno.com)
will be available to answer questions and to give you encouragement.
We suggest you add to this packet,
your copy of the contract for the show so you can keep clearly in mind the dates
and the obligations you’ve agreed to. It may sound as if your show is a long
time away, but it’ll all be upon you faster than you expected.
If you need to make any changes,
please let us know as soon as possible. Show publicity begins the date you
signed the contract and any changes should be avoided. We have a waiting list
of exhibitors, but it’s difficult for us and them to stage a successful show
for them if they have to plug into your timeslot late.
One more thing.
We ask you to attend the Board Meeting of PACA the month before your show to go
over your preparedness – to answer any questions and make final arrangements.
The Board usually meets the first Tuesday of the month at
Point Arena CITYART
SHOW MANAGEMENT GUIDELINES
THINGS TO DO NOW
Send two or three digital images of your past
shows or work to
EIGHT WEEKS BEFORE THE SHOW on ________________________
Individual’s Show: Gather some photos of your work, a artist’s resume and/or biography, and a statement of what you’re currently doing (artwise). If you bring this material and a small piece representative of your work we will try and find a prominent place for it as an advertisement for the upcoming show.
We can also use this material to send announcements to local papers.
Of course, you’re free to approach the newspapers yourself with whatever material you believe appropriate to your show.
Group Show organizers: The “Call to Artists” should go out eight to six weeks before the show.
- Information you need for the “Call to Artists”: show title; opening and closing dates; opening reception date and time; show theme, show requirements or limitations, and dates for artwork drop-off (before the show) and pick-up (after the show).
-
If you notify Joost Romeu (jar1@yahoo.com)
and send him all this information he will send out a “Call to Artists”
to the complete CITYART mailing list.
- You might to write an article for the ICO. (see “Publicity Outlets” below)
- Think about making up a poster (8 x 11sheet of paper) to post on bulletin boards, bed & breakfast houses; realty offices; the local post offices; and restaurants. Leave a small stack in the gallery so gallery visitors can pick one up.
-
Consider making handbills (your poster reduced by 50%
so you can copy four to a sheet and cut apart) or postcards. These are good to
leave in restaurants and bars, grocery stores and the vacation rental agencies
like Beach Rentals, Kennedy’s Rentals, Serenisea, Rams Head,
FOUR WEEKS BEFORE THE SHOW on ________________________
Attend a PACA Board meeting on the first Tuesday of the month
at
We offer you clean, repaired walls and pedestals. If you wish to display your work in other ways (e.g., huge oil filled tanks, filling the gallery with dirt, etc.) talk about it with the board first.
Start distributing your flyers and putting up your posters.
Pick up the marquee board at the gallery. This is the 3’ x 4’ ad board that hangs by the gallery door. You can paint it in any style or way you like. (You’ll have to paint over the ad for the previous show that used that board.) Get the board back to the gallery by the Wednesday before your show opens.
It will automatically be entered into the marquee contest. Each year at the Beaux Esprit Show, a vote is taken to determine the “best” board made the previous year. The winner receives $100.
If you wish to have additional insurance for you or your work, now is the time for you to get this policy. We will do all we can to protect, care for and show your art to the best advantage but PACA, the gallery, volunteers or members of the staff are not responsible for any loss or damage to your works.
Group show organizers: Arrange with the board a convenient time to accept artwork and work with the board to have a way to efficiently sign the work into the gallery. You, and probably a helper (it can get hectic), should be on hand during these times to sign in the work, collect any fees you may have determined to have, get the correct name of the exhibitor, title of the work, medium, and price (so you can make the labels).
THREE DAYS BEFORE THE SHOW on _______________________
Individual Shows: You’re responsible for hanging your show. You should begin hanging three days before your show.
Nails, screws, stud-finder, hammer and tools are available in the back room. Remember you are responsible for repairing the walls when your show comes down, so take care as you pound in and remove nails. Arrange for help beforehand if you cannot climb ladders or are handyman-challenged. When adjusting the lights, it has been found to be safer and best for the lamps if you move them when the lights are off. It takes a bit more time but protects you and our dear old lamps.
Labels and Prices: Have in writing the names of your pieces as well as a price you’d like to receive for them (CITYART takes 25%). If you get the information to us early, we can help you with labels, and with making copies of a price list.
The gallery has a guest book, but you are encouraged to have one of your own so you can know who saw your show, and read their words of praise.
Group Shows: By now you’re probably in the throes of received the pieces that go into the show. Remind artists that this is their show, encourage them to attend the opening, make sure you get them to agree to a docent time-slot (instruct them on gallery procedures), and ask them to bring a pot luck food item for the opening. The gallery provides wines and non-alcoholic drinks.
Make sure the artists know the date they need to pick up their pieces. CITYARTS doesn’t have the room to store or ship artwork.
OPENING RECEPTION on _____________________________
Your big night! Exhibiting artists are expected to come to this event and to remain for the whole time. The gallery will set up tables, lights, and ice. If you wish to have special displays or tablecloths you can add them.
The gallery will provide a person to serve drinks. Contact Diane Cochran to make any special arrangements. (i.e. You can decide you don’t want wine served…) Gallery staff will arrange the platters of the foods your friends have provided and provide glasses and napkins.
We suggest you designate a person to handle sales so you can circulate and enjoy your guests. This person should come early to get instructions on sales procedures and receive the forms and red dots to use. Sales tax must be charged (.0725% - we’ll have a handy chart with all works and prices). Checks need to be made out to “Point Arena CITYART”. If the person is not able to pay in full encourage they leave a deposit of about one-third of the price. The remainder must be paid before the work can be taken away. (Note: Sold pieces are normally left up for the duration of the show. Exceptions may be made if the buyer is from out of town and needs to take the piece with them.)
Normally we place red dots on the label to indicate the work is sold (and not available to anyone else). The new owner must picks up (or you deliver) the work when the show comes down (the gallery won’t mail out work). The gallery will take its 25% commission, give you a check for your sales and return your deposit when your show is over and the walls have been successfully repaired and lost or damaged equipment repaired or replaced.
Gallery staff will clean up afterwards so you can enjoy the afterglow of the evening.
Think of having someone photograph your show opening and
especially your works as displayed for your future publicity. If you forgot
earlier, think of getting
FOLLOW-UP
Consider putting a “letter to the editor” in the ICO (letters@mendonoma.com) thanking persons who helped you get this show up and looking so great. Or you can send digital photos and a report of the opening as a social event for the feature “Telescope” at the ICO tscope@mendonoma.com This will bring in people who missed the opening but are then reminded to come see the show.
If this is a group show, let the public know the names of the winners of the prizes won, who the judges were, and any other interesting facts about the show.
TAKING THE SHOW DOWN on ________________________________
A show can be taken down one hour before closing on the last day of the show (or better still, the next day). Make arrangements with the Gallery Director to have the gallery open for takedown.
If you need help taking down your work or displays, it is up to you to make sure you have someone come to do the work and to help you carry the works to your transport. You are responsible for removing all your artwork from the gallery on this day, except the sold pieces, taking down any screens or dividers, and carrying the pedestals to the back room. All nails, hooks, and screws must be taken out of the walls and ceiling, the holes spackled over, the walls sanded and repainted. We furnish spackle, sand paper and paint. If this is not accomplished satisfactorily you will forfeit the $50 deposit.
If you have any questions, please call
Tom Eckles at the gallery (707 882-3616) or at home (707 884-1930). We want
your show to be a marvelous experience for you and everyone else.
Publicity Outlets
Some publicity outlets we use are:
ICO Splash splash@mendonoma.com
LIGHTHOUSE PEDDLER – George Bailey– lighthousepeddler@yahoo.com or pdobbins@mcn.org
NORTH COAST ARTISTS’ GUILD Newsletter and web site – P.T. Nunn ptnunn@earthlink.net
You are also encouraged to contact:
KTDE – Phone 884-1000 (If you send them a fax at 884-1229 announcing your show, they put a copy in every DJ’s box)
KZYX – 707 895-2451
RURAL ARTS ALLAINCE – Send poster / flyer with information to Colleen Schenk at collens@artsmendocino.com
ARENA CINEMA CALENDAR – Bill Golly arena@men.org or to get information on their web site send email to Tom at mendo@mcn.org
If you wish to have a video production made of your show and
or opening, contact Christian Birk (
Posters can be placed
at (also use your imagination):
|
Places
to eat. |
Post
Offices |
|
Places
you buy stuff. |
Art
Centers |
|
All
realty offices |
|
|
Movie
theatres |
|