Urban Inspirations Quilt Show — 2011
| Quilt Show Information |
Urban Inspirations Quilt Show
March 26 – 27, 2011
Fashion Institute of Technology (F.I.T.)
28th Street at Seventh Avenue
New York City
Volunteer to Participate!
In order for this show to run smoothly and to be a pleasant experience for all show visitors and quilt artists, we need many, many volunteers. All guild members are welcomed and encouraged to participate in this fun and exciting activity. There are many opportunities for volunteering, so everyone should find something that is fun to do. Guild members who submit quilts are required to volunteer a minimum of four hours prior to, or during the show. Everyone should sign up for a job as soon as possible in order to get your preferred assignment and time.
Message from the Volunteer Coordinator
Posted: Oct 14, 2010 – Volunteer Forms are important! — How else will I know what you want to do? "I did it last time" you say. "I'll just do the same thing this time." — but can one person remember what the other 200 did? Not likely. Help me out. Complete a volunteer form and send it in or drop it in the basket on the sign-in table at the monthly meeting.
Don't think you have a volunteer form? Did you look at the green sheets in your packet? There will be extra volunteer forms next to the basket on the sign-in table at the monthly meeting. Or Download the Form Here.
Choose your favorite activity! Volunteer with your friends! Don't miss out! Sign up early! Help me out, I'm literally one among many.
— Tina Barth, Volunteer coordinator
Volunteer Job Openings and Descriptions
Listed below are some of the Volunteer Opportunities available to members and friends. If you have any questions about the tasks, or wish to volunteer for any of the jobs listed below, contact one of the Show Volunteer Coordinators: Tina Barth or Judy Doenias at volunteer@EmpireQuilters.net
Note: Please indicate your preferred volunteer duties on the Volunteer Sign-Up Sheet and submit that form to the guild (the address is on the form). Volunteer slots will be assigned on a first-requested, first-assigned basis, so get your form in early! Everyone who submits a quilt for the show or items to sell in the boutuque must volunteer four hours (total), and volunteer forms must be submitted by January 8, 2011.
Quilt Submissions (Sat Jan 8, 2011): Aleeda Crawley, Sandi Howell, Betsy Vinegrad, chairs. This committee collects the Quilt Submission and President's Challenge forms, making sure that all the information is filled out completely and accurately. A color photograph must accompany each submission form. There will be two jobs:
- Form and photograph checkers: review the submission form(s) and photograph(s) to ensure all required information is complete and legible and that there is a good color photograph.
- Form and Fee intake: this team will accept the reviewed forms and submission fees.
Following the intake meeting, the forms are collected and the information recorded in the intake spreadsheet. The submission forms and photographs will be copied and distributed to: (1) the judging committee; (2) the quilt set-up and lay-out committee (quilt size calculations and original photographs); (3) the show program committee (enters the quilter and quilt description information); (4) the volunteer committee (to line-up volunteers); (5) the guild website.
Judging Assistance (Sat & Sun, March 5-6, 2011): Barbara Feinstein, Emily Klainberg, Lauren Dieterich, chairs. This committee is responsible for all tasks related to judging of the quilts. The work for this committee can be physically demanding. There are 4 sets of tasks: (A) Preparations for Judging Day; (B) Check-in, (C) Judging Support and (D) Pick-Up/return.
- Volunteers will assist with preparing the forms that will be used on judging day.
- Volunteers for check-in check in quilts and affix assigned show numbers to each quilt and will give receipts for each quilt submitted for judging. They will sort and deliver quilts to the judging room.
- Volunteers for judging support need to be able to work at least 4 hour shifts, rotating among carrying and holding quilts for judges; stacking and re-stacking quilts; scribing notes neatly and quickly.
- Volunteers for pick-up/return (Sunday, March 6, 2011) will return quilts, confirming the person has the necessary receipt(s).
Charity: Rhona Triggs, chair. This committee decides on the types of activities that the charity committee will perform during the show and arranges for volunteers to work on charity quilts throughout the show. The committee will answer questions about the guild's charitable activities (what charities we support, what items we accept for donation, etc.).
Quilt Photography: Cindy Russell, chair. Volunteers are needed for the following days: Friday after show set-up (3:00–7:00 PM), early Saturday morning (7:00–10:00 AM) and early Sunday morning (7:00–10:00 AM). Help involves note taking, moving step ladders and photography equipment, and inspecting quilts for photography (wrinkles smoothed, quilt straightened, edges clear of overlap, etc.). This is an on-your-feet and fast-paced job.
Quilt Show Set-up (Fri Mar 25, 2011, starting at 8:00 am) and Quilt Show Take-down (Sun Mar 27, 2011, starting at 4:00 pm): Doreen Mangan, chair. Help-Wanted! — We need a co-chair for this committee! This is the most physically demanding job of the show, and friends and family are welcome and encouraged to participate! The quilt frames need to be set up, with backdrops and quilts distributed and hung. Tables need to be distributed and draped. Once the show is over, the entire process must be reversed.
Quilt Arrivals and Returns: Susan Louis, Renee Fields, chairs. Before the show dates, this committee determines system for quilt arrivals and returns. On arrival day (Friday, March 25, 2011 starting at 8:00 a.m.), they sort the quilts by location for hanging and will distribute the quilts to the appropriate place for hanging. After the quilts are hung, the labels need to be attached. During take-down, (Sunday March 27, 2011 starting at 6:30 p.m.)they will organize collection, sorting and packaging of the quilts and make sure they are returned to the appropriate person.
Admissions: Ina Wolf, chair. This committee is active during the days of the show: Saturday, March 26, 2011, and Sunday, March 27, 2011. The volunteers greet show visitors when they arrive, take their admission fees, and stamp their hands. The volunteers on this job must be able to handle money. Even though the admissions activities are in one place, this is a fairly physically demanding job in that you are up and down quite a bit. You must also be comfortable answering questions from show visitors.
Greeters / White Gloves / Information Table / Volunteer Check-In / Board Assistance: Tina Barth, Nancy Rabatin, chairs. This committee is active during the days of the show: Saturday, March 26, 2011, and Sunday, March 27, 2011. This committee will greet people as they move around the exhibit areas, answering questions and watching the quilts, keeping people from touching the quilts or wandering in with food or drinks. Greeters wear white gloves which are used to handle the quilts if someone wants to see the back details. The committee staffs the information table, answering questions about the guild and the show, and watches the Viewer's Choice ballot box. They check in the volunteers, sending them to their assigned tasks. People are always needed to serve as messengers, assistants to the show chairs, treasurer, run errands, etc. This job is physical.
Raffles and other Guild Items: Paula Kenney, Kitty Squire, chairs. This committee is active during the hours of the show: Saturday, March 26, 2011, 10:00 a.m. – 6:00 p.m. and Sunday, March 27, 10:00 a.m. – 4:00 p.m. This committee will sell raffle tickets for the raffle quilt and other major items, oversee the fishbowl raffles, and sell any guild related items that are ordered. You must be able to handle money.
Boutique: Lisa Belle, chair. This committee designs specifications for what will be sold in the boutique and determines the schedule for the boutique items drop-off and pick-up. They will also present ideas for boutique items to members and encourage them to start making the items early and help them in the pricing of the items. In addition, this committee is responsible for the set-up, selling, and take-down of the boutique. Every member who enters items in the boutique is required to work four hours in the boutique. The set-up and take-down are physical jobs. Friends and family are welcome.
Coatroom: Chair needed. This committee staffs the coatroom. Volunteers will hang up coats, store items that are checked, and provide matching tickets. They will retrieve the items when tickets are proffered. This is a somewhat physically demanding job.
Speaker Assistance: Paula Kenney, chair. This committee will greet the speakers, escort them around the show, help them get set up in the amphitheater and will serve as general assistants to them. Members of this committee will also introduce the speaker prior to the lecture and will hold up quilts or other items as needed. This job is physical.
Vendor Assistance: Larry Gifford, Paula Kenney, chairs. This committee will greet vendors, show them their locations and answer any questions they may have. Throughout the show, this committee will check in with the vendors to see if they need anything.
Donations: Larry Gifford, chair. This committee contacts quilt shops, book publishers, etc. for door and raffle prize donations. . As donations are promised, the committee follows up, collects the items, keeps a list of prizes and donors and sends the information to the website to be updated.
Press/Publicity-Media: Renee Fields, chair. This committee gathers contact information for major quilting magazines, local newspapers, local radio and television stations and puts together a schedule for sending quilt show information in the format required for each. At the appropriate time, this committee sends information to the list and follows up via telephone. This committee is also responsible for giving out posters.
Print the Volunteer Opportunities Description (PDF)
Print the Volunteer Sign-Up Sheet (PDF)
Show Committees
We have many committees working throughout the year to make sure our quilt show runs smoothly and is fun for both members and attendees. Here is a summary of the various committees that are active. We welcome any and all participation on these committees:
Show Chairs: Mindy Wexler-Marks, Lisa Kehrle and JoAnn Gatch, co-chairs. Organize and meet with committee chairs; prepare budget, report to the Guild Board monthly about progress and needs. Get volunteers.
Admissions: This committee greets show visitors when they arrive, takes their admission fees, and assists visitors with their wrist bracelets. Even though you are in one place, this is a fairly physically demanding job. Must be able to handle money, and have good people skills.
Awards: This committee works with the Judging committee. It determines what ribbons will be given for the various show awards.
Boutique: Lisa Belle, Chair. This committee designs specifications for what will be sold in the boutique, designs the boutique submission forms, and determines the schedule for the boutique items drop-off and pick-up. The committee presents ideas for boutique items to members, encourages them to start making things early, and helps members set prices for their items. This committee operates all through the show. During the show this committee manages the boutique – selling items, collecting money and tracking sales by member. This committee determines how many volunteers they need and notifies the volunteer coordinator.
Charity: Organize and run Guild charity activity at the show.
Donations: This committee contacts quilt shops, book publishers, etc for door and raffle prize donations. As donations are promised, the committee follows-up, collects the items, keeps a list of prizes and donors, and keeps the website person up-dated with the information.
FIT Liaison: Jennifer Bigelow, chair. Work with FIT to specify requirements for space, AV support, Security, maintenance, etc. Requirements must be obtained from the Speakers committee, and the Show chairs. Be the point-persons with FIT during the show.
Group Sales: Collect group reservations and payments, make arrival packets, answer group questions.
Judging: Barbara Feinstein and Emily Klainberg, chairs, Lauren Dieterich, co-chair. This committee finds judges for the show. This committee determines the quilt categories, the judging criteria and judging methodology. The committee designs the quilt submission forms for the member packets and the judging forms. As soon as the categories and criteria are determined, the committee sends a write up for the next Newsletter issue. This committee works with the Quilt Show Submission Committee to ensure all information on the form is understood. The committee runs the quilt judging process, including taking care of the judges needs, organizing quilt take-in and return, and preparing the judges comments to be returned to the quilter at the end of the show. The committee records all awards and communicates these to the Quilt Show Program Design committee. The final task of the Judging Committee is to hang the awards after the quilts are hung on Friday.
Press / Publicity — Media: Renee Fields, Chair. This committee gathers names and contact information for major quilting magazines, local newspapers, local radio and television stations, and puts together a schedule for sending quilt show information in the format required for each. At the appropriate time, this committee sends information to the list, and then follows-up via telephone. This committee designs pre-show publicity post cards, posters, and other items, and works with a printer to produce items needed. Ideally this committee should work closely with the Show Program Committee so all promotional materials
Pulicity — other Guilds: This committee collects contact information for quilt guilds, and corresponds with the guilds about our show. If requested, this committee arranges for docents to take groups on tours of the show – explaining the quilts and the art of quilting as appropriate.
Quilt Show Day-of-Event activities: This committee will greet people as they move around the exhibit areas, answering questions and watching the quilts, keeping people from touching the quilts or wandering in with food or drinks. Greeters wear white gloves which are used to handle the quilts if someone wants to see the back details. The committee mans viewer’s choice ballot box and the information table, answering questions about the guild and the show. They check in the volunteers, sending them to their assigned tasks. People are always needed to serve as messengers, assistants to the show chairs, treasurer, run errands, etc. This job is physical.
Quilt Show Layout: Lauren Dieterich and Kitty Squire, co-chairs.
Quilt Show Admissions and Returns: Susan Louis, chair, Renee Fields, co-chair. Determine schedule for quilt drop-off, and system for quilt arrival (let the volunteer coordinator know how many volunteers are needed). This committee accepts the quilts, making sure that they are labeled and sorts the quilts into show-location categories for the quilt hanging committee. This committee also organizes and manages return of quilts at the end of the show.
Quilt Show set-up and Take-down: Doreen Mangan, Allison Hyde and Marie Sandauer, co-chairs. Set-up and take-down are the most physically demanding jobs of the show, and friends & family are welcome and encouraged to participate! The quilt frames need to be set up, with backdrops distributed and hung. Tables need to be distributed and draped. This activity takes place on the Friday before the show and at the end of the show on Sunday.
Quilt Show set-up: Label Hanging: After the quilts are hung, labels need to be attached (somehow) near the quilts. Accuracy of labeling is a primary concern.
Quilt Show Program Advertising: Solicit advertising for the Quilt Show Program from show vendors, guild members and others. Determine advertising rates (to be approved by the Show Committee) and get contracts with advertisers. Work with Show Program committee to communicate requirements.
Quilt Show Publicity and Program Design: Jane Adler, Chair. Design show postcards, show advertisements, the show program, labels for quilts to be hung in the show, the viewers choice ballots, and other promotional materials as requested. Find / work with a printer. This committee sets the prices of advertisements in the show program, solicits advertisers, collects ads and ad revenue and lays out the program. This committee is responsible for data-entry from the quilt submission forms, for proof-reading the data-entry, and for the program layout. This committee works with the show program printer to set the quantity of programs to be printed, and to set-up the printing schedule. This committee also stuffs the programs with the voters' choice ballots, and any other inserts on the day before the show so that the programs are ready for the admissions committee.
Quilt Show Photography: Cindy Russell, chair. Photograph all quilts hung in the show. There are a few sit-down jobs: recording the photos taken and taking any notes requested by the photographer, but mostly this is a fairly physical job. This is a great job if you want some exercise! The timing of the photography is to be determined by the judging and quilt submission committees in conjunction with the photographer(s).
Quilt Show Submissions: Aleeda Crawley, Sandi Howell, Betsy Vinegrad, co-chairs. Lauren Dieterich, co-chair. This committee runs the submission process, collecting the quilt submission forms (that were designed by the Judging Committee), making sure that all the information is filled in completely and accurately. Photos must accompany submission forms. Any missing or illegible information must be checked with the quilter. Once the forms are collected, and the information verified, the submission form information is recorded in an Excel spreadsheet, and the forms are duplicated and distributed to: (1) The quilt set-up committee (quilt size calculations); (2) The quilt lay-out committee (uses the original photographs); (3) The Show Program Committee (enters the quilter and quilt description information); (4) The volunteer committee (to line-up volunteers); (5) The guild website.
Raffle Sales: Kitty Squire, Chair. This committee organizes printing, distribution and sale of Quilt raffle tickets, to Guild members and to people who order tickets via mail or email. It is responsible to collect raffle tickets and money, track income and guild participation and give the money to the Treasurer. The committee arranges for raffle quilt appearances at local quilt shops (contact shops, create schedule, get the quilt there and back, and track ticket sales.) It answers questions about the raffle quilt and ticket sales. The committee reports ongoing tally of income at monthly guild meetings. The committee organizes and runs other raffles if prizes are available.
Speakers: Determine the number of speakers / lectures for the show, and lines up those people. This work also involves working with FIT audio-visual department to line up the necessary equipment (slide projectors, microphones, etc.). Determine the numbers of volunteers needed and notify the volunteer coordinator.
Vendors: Paula Kenney and Larry Gifford, co-chairs. Determine number of vendors; set booth size and rental fee; contact vendors that we would like to have at the show, create the necessary contracts, and do the necessary follow-up. In addition to working with the individual vendors, this committee works with FIT personnel (space and layout requirements), and the City of NY (for parking availability for vendor arrival / departure). This committee handles all correspondence from potential vendors, and keeps the guild up-to-date with the vendors and their contact information. The committee works all through the show. Vendor packets and nametags need to be made.
Volunteer Assignments Day-of-event activities: Tina Barth and Judy Doenias, co-chairs. This committee gathers volunteer requirements from the various quilt show committees and lines up volunteers for each slot. This committee’s work continues throughout the show. This committee will make sure that every person who enters a quilt in the show is signed up to perform the required number of volunteer hours, and will track this participation. Schedule volunteers for day-of-event activities not covered by other committee requirements including White Glove, Greeters, Coat Room, Information Table, and selling Guild memorabilia.
Website: Cindy Russell, Chair, Jane Adler, co-chair. Coordinate with website manager to ensure current information is on the website about the show. As needed, assist with communication to people who e-mail for information about the show.
Print the Show Committee Descriptions (PDF)
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