Artist Responsibilities
Lora Jo Foo and Terry Ow-Wing are the Co-Producers for the Artist (AAWA)
o Terry will organize list of Artist by June 1 approx - finalize list of participating artist
Jobs AAWA - In order to keep the show running at a minimum cost we need everyone to pitch in! - Community Spirit right? So Each Artist needs to do the following:
o Submit 3 or more digital photos (jpg) for the AAWA web, your website,your name of business, name of medium to Terry Ow-Wing
After completed submission and job assignment is done your name will appear on the website. Links will follow once links to this website are published on your site. The photos need to be in landscape format if possible. Not bigger than 800mb. And show Asian themes. Pictures of you at work is encouraged!
o Submit Name, Name of Business, Address, Phone, emergency contact Name & Number and Resale Certificate to Artist Info person (job #9) (TBD)
In addition to requiring a valid temporary or regular Seller’s Permit and a completed BOE-410-D form, You can download a Seller’s Permit application and the BOE-410-D form on the California State here.
Seller’s Permit
BOE-410-D
All other permits and business documentation is the responsibility of the artist
o Insurance AIWA will cover general only – Artists are responsible for any artwork damage & theft.
o Cleaning – no expense – everyone will pitch in for clean up
o Suggested Donation – Paid by artist to AIWA on Dec 13.
§ <100 net = 0
§ >101 to 500 net 10% donation
§ >501 net and up 15% donation
o Sales tax – each artist is responsible to pay sales tax to Board of Equalization.
o Raffle - each artist donate to raffle - amount TBD by Lora
o Food - shared cost by Artist
ARTIST VOLUNTEER JOBS
Need to pick 3 of these jobs and list them in order of preference and send them to Terry .
You will be assigned one job
PRE SHOW
1 ) Job coordinator for all Artist before and during show
Write job instructions to artist and follow up pre show and during show
2) Social Media publicity (Facebook page,Facebook event, twitter) (Nov 1)
Coordinate with AIWA
3) Design E-postcard announcement coordinate w Terry for graphic elements
Design & Distribute to all artist and follow up to be announced 3 times (Small Business Sat Nov 29 , Dec 3, Dec 10th)
4) Artist set up
Create map of space with tables ( get map from Terry in PDF)
Co ordinate with AIWA to find out what tables (size) and how many are available
Assign Artist tables (Lora and Terry get first two choice)
(make sure artist are set up correct and all extra stock in hidden in space and public spaces are clear)
Coordinate Table space assignment for each artist ( also special needs, display and electrical) Dec 1.
5) Raffle - coordinate with Lora and collect donation from artist for Raffle
Set up Raffle table and Coordinate with AIWA provide table cloth and signage
6) All artist without jobs to do extra donation for raffle (please do not select this job - then will be selected after assignments have been made)
7) Set budget for food (Lora)
8) Food 2 people buy,deliver, set up – Apple juice, cookies, tea, napkins, cups
· (coordinate service items with AIWA) – trays, tea dispenser, platters Dec 12
· Food set up and stocking and clean up during show and after show
9) Artist info job.
Collect from each artist :
Name, Name of Business, Address, Phone, emergency contact and
Resale Certificate copy or number.
Compile this information for Aiwa to have on site during the show.
Day of Show
10) Provide music for the show (coordinate with Aiwa)
11) Cleaning – 1 person in charge, each artist is expected to clean up their own space
12) In charge of Load in (staggered time) and Load out
Load in will need to be staggered group 1 at 11:00 and group 2 at 11:30
13) Banner Design - coordinate graphics with Terry
14) Coordinate Clean up
make sure everything is clean and furniture goes back where needed before 6:00
applies to Room and Hallway leading to room
15) Take digital pics of show for next year's website
16) Website AAWA (Terry)
Coordinate all Artist webpages with event announcement and show link to AIWA and AAWA. Sept 1
17) Any job to help out
18) Collect names from public sign in on day of event (Terry or Lora)
o Load in will need to be staggered group 1 at 11:00 and group 2 at 11:30
o Provide pictures/web site for review by Lora and Terry September
o Resale permit
o Banner – Permanent banner Fundraiser this weekend 2 banners approx. $20+ each
§ done by October by Terry - shared costs by Aiwa and AAWA
§ One for lobby
§ One for Community room
o Insurance AIWA will cover – but Artists are responsible for any art damage & theft
o Cleaning – no expense – everyone will pitch in for clean up
o Donation – Paid by artist to AIWA on Dec 13.
§ <100 = 0
§ >101 to 500 10%
§ >501 and up 15%
o Sales tax – each artist is responsible to pay sales tax Board of Equalization
o No charge for room rental and no charge on administration of show
o Raffle - each artist donate to raffle
o Food
· Publicity
o
o AAWA
§ Published in AAWA Website– event date, Name, Website, Purpose, contacts
§ Facebook event – including all artist with photos
§ Each artist is responsible for their own client base with 2 emails, listing of websites and Facebook sites for the event
§ Each artist is responsible for providing links from their own website to event.
§ Each artist is responsible for all display on provided tables or bring own table, table cloths and cleanup of own space.
§ Each Artist to send out email/publicity and cc Lora to follow up
· Small Business Sat Nov 29
· Dec 3
· Dec 10th
· Jobs AIWA
o Invite Artist known in the community to participate in show
o Invite staff to come to the show and get to know artist
o Invite Board members to publicize the show and come to the show
o Invite a community group to have a table
o Need to establish what room and tables to use – get from Ebaldc floor plans that include dimensions of Community room and all physical space from Entry of building to Community room. Also include electrical outlets
§ May 1 deadline – give this information to Terry
o Take photographs for future publicity send photos to Christen Lee and Terry Ow-Wing
o Staff welcome/raffle table – collect public sign in pass information to Lora or Terry
o Need to retain artist information (Terry and Lora will collect this info and pass to Aiwa)
§ Artist name and contact information
§ Emergency contact for each artist
§ Resale License
o Table setup (done Dec 11) check this
o Hang banners and provide other signs
§ Restrooms
§ Food
o Provide welcome/raffle table and tablecloth
o Provide community table and tablecloth
o Help artist load in (at least 4 people)
o Collect commission (Christen Lee)
§ from each artist and collect data on how artist did (without names)
o Help clear tables and Artist Load out (4 people)
o Cleaning
·
AIWA is responsible for publicizing to mail list and public (snail mail and email)
§ Published in Twitter/Facebook – event date, Name, AAWA Website, Purpose, contact info for the event
§ Publish on AIWA website
§ Publish on Facebook Event/Twitter
§ Find free Community announcement in traditional media - newspapers
§ Contact other Asian community organizations and people
§ Contact Oakland dignitary – district representative - November
§ 4 announcements –
· October
· Small Business Sat Nov 29
· Dec 3
· Dec 10th
o Terry will organize list of Artist by June 1 approx - finalize list of participating artist
Jobs AAWA - In order to keep the show running at a minimum cost we need everyone to pitch in! - Community Spirit right? So Each Artist needs to do the following:
o Submit 3 or more digital photos (jpg) for the AAWA web, your website,your name of business, name of medium to Terry Ow-Wing
After completed submission and job assignment is done your name will appear on the website. Links will follow once links to this website are published on your site. The photos need to be in landscape format if possible. Not bigger than 800mb. And show Asian themes. Pictures of you at work is encouraged!
o Submit Name, Name of Business, Address, Phone, emergency contact Name & Number and Resale Certificate to Artist Info person (job #9) (TBD)
In addition to requiring a valid temporary or regular Seller’s Permit and a completed BOE-410-D form, You can download a Seller’s Permit application and the BOE-410-D form on the California State here.
Seller’s Permit
BOE-410-D
All other permits and business documentation is the responsibility of the artist
o Insurance AIWA will cover general only – Artists are responsible for any artwork damage & theft.
o Cleaning – no expense – everyone will pitch in for clean up
o Suggested Donation – Paid by artist to AIWA on Dec 13.
§ <100 net = 0
§ >101 to 500 net 10% donation
§ >501 net and up 15% donation
o Sales tax – each artist is responsible to pay sales tax to Board of Equalization.
o Raffle - each artist donate to raffle - amount TBD by Lora
o Food - shared cost by Artist
ARTIST VOLUNTEER JOBS
Need to pick 3 of these jobs and list them in order of preference and send them to Terry .
You will be assigned one job
PRE SHOW
1 ) Job coordinator for all Artist before and during show
Write job instructions to artist and follow up pre show and during show
2) Social Media publicity (Facebook page,Facebook event, twitter) (Nov 1)
Coordinate with AIWA
3) Design E-postcard announcement coordinate w Terry for graphic elements
Design & Distribute to all artist and follow up to be announced 3 times (Small Business Sat Nov 29 , Dec 3, Dec 10th)
4) Artist set up
Create map of space with tables ( get map from Terry in PDF)
Co ordinate with AIWA to find out what tables (size) and how many are available
Assign Artist tables (Lora and Terry get first two choice)
(make sure artist are set up correct and all extra stock in hidden in space and public spaces are clear)
Coordinate Table space assignment for each artist ( also special needs, display and electrical) Dec 1.
5) Raffle - coordinate with Lora and collect donation from artist for Raffle
Set up Raffle table and Coordinate with AIWA provide table cloth and signage
6) All artist without jobs to do extra donation for raffle (please do not select this job - then will be selected after assignments have been made)
7) Set budget for food (Lora)
8) Food 2 people buy,deliver, set up – Apple juice, cookies, tea, napkins, cups
· (coordinate service items with AIWA) – trays, tea dispenser, platters Dec 12
· Food set up and stocking and clean up during show and after show
9) Artist info job.
Collect from each artist :
Name, Name of Business, Address, Phone, emergency contact and
Resale Certificate copy or number.
Compile this information for Aiwa to have on site during the show.
Day of Show
10) Provide music for the show (coordinate with Aiwa)
11) Cleaning – 1 person in charge, each artist is expected to clean up their own space
12) In charge of Load in (staggered time) and Load out
Load in will need to be staggered group 1 at 11:00 and group 2 at 11:30
13) Banner Design - coordinate graphics with Terry
14) Coordinate Clean up
make sure everything is clean and furniture goes back where needed before 6:00
applies to Room and Hallway leading to room
15) Take digital pics of show for next year's website
16) Website AAWA (Terry)
Coordinate all Artist webpages with event announcement and show link to AIWA and AAWA. Sept 1
17) Any job to help out
18) Collect names from public sign in on day of event (Terry or Lora)
o Load in will need to be staggered group 1 at 11:00 and group 2 at 11:30
o Provide pictures/web site for review by Lora and Terry September
o Resale permit
o Banner – Permanent banner Fundraiser this weekend 2 banners approx. $20+ each
§ done by October by Terry - shared costs by Aiwa and AAWA
§ One for lobby
§ One for Community room
o Insurance AIWA will cover – but Artists are responsible for any art damage & theft
o Cleaning – no expense – everyone will pitch in for clean up
o Donation – Paid by artist to AIWA on Dec 13.
§ <100 = 0
§ >101 to 500 10%
§ >501 and up 15%
o Sales tax – each artist is responsible to pay sales tax Board of Equalization
o No charge for room rental and no charge on administration of show
o Raffle - each artist donate to raffle
o Food
· Publicity
o
o AAWA
§ Published in AAWA Website– event date, Name, Website, Purpose, contacts
§ Facebook event – including all artist with photos
§ Each artist is responsible for their own client base with 2 emails, listing of websites and Facebook sites for the event
§ Each artist is responsible for providing links from their own website to event.
§ Each artist is responsible for all display on provided tables or bring own table, table cloths and cleanup of own space.
§ Each Artist to send out email/publicity and cc Lora to follow up
· Small Business Sat Nov 29
· Dec 3
· Dec 10th
· Jobs AIWA
o Invite Artist known in the community to participate in show
o Invite staff to come to the show and get to know artist
o Invite Board members to publicize the show and come to the show
o Invite a community group to have a table
o Need to establish what room and tables to use – get from Ebaldc floor plans that include dimensions of Community room and all physical space from Entry of building to Community room. Also include electrical outlets
§ May 1 deadline – give this information to Terry
o Take photographs for future publicity send photos to Christen Lee and Terry Ow-Wing
o Staff welcome/raffle table – collect public sign in pass information to Lora or Terry
o Need to retain artist information (Terry and Lora will collect this info and pass to Aiwa)
§ Artist name and contact information
§ Emergency contact for each artist
§ Resale License
o Table setup (done Dec 11) check this
o Hang banners and provide other signs
§ Restrooms
§ Food
o Provide welcome/raffle table and tablecloth
o Provide community table and tablecloth
o Help artist load in (at least 4 people)
o Collect commission (Christen Lee)
§ from each artist and collect data on how artist did (without names)
o Help clear tables and Artist Load out (4 people)
o Cleaning
·
AIWA is responsible for publicizing to mail list and public (snail mail and email)
§ Published in Twitter/Facebook – event date, Name, AAWA Website, Purpose, contact info for the event
§ Publish on AIWA website
§ Publish on Facebook Event/Twitter
§ Find free Community announcement in traditional media - newspapers
§ Contact other Asian community organizations and people
§ Contact Oakland dignitary – district representative - November
§ 4 announcements –
· October
· Small Business Sat Nov 29
· Dec 3
· Dec 10th
