Show 2018

AQG Final Quilt Show Preparation Information (from May 1, 2018 guild meeting)

Addendum to May 1, 2018 Meeting Minutes

Everyone, Please read through this entire document so that you are reminded of the procedures for set-up; take down and the duties of each of our members during our May 18 &19, 2018 Quilt Show at the First Congregational Church in Malone.

  • Les & Sue Haas are Quilt Show Co Chairmen for our quilt show entitled “Warm Cuddly and Colorful.”

    • You should confer with Les and/or Sue on any questions or decisions concerning the quilt show; prior to, during and after the show.

  • Silent Auction Committee: Mary Ellen Henry, Chairman

    • We are in good shape for the Silent Auction. We have lots of nice quilted items available for bid. If you have items you would like to donate, get them to Mary Ellen no later than Monday May 14th.

    • Mary Ellen will be setting up the Silent Auction prior to the opening of the show.

    • Tickets will be sold throughout the hours of the quilt show. Ticket cost is $2 per ticket or three tickets for $5. Canadian Exchange Worksheet will be provided to this venue prior to the show opening. (the same ticket price structure will be used for the Fat Quarter Basket Raffle) Patrons should NOTE name and complete phone number on each ticket bid.

    • Work Scheduled for volunteers to staff the Silent Auction ticket sales have been circulating – all of the shifts are currently filled by volunteers. Please – remember when and where you have volunteered to work during the show. The work schedule for each venue throughout the show that requires volunteer staff will be posted at the specific show venues.

    • Mary Moore will procure a cash box and change-making fund for the Silent Auction – this will be available to Mary Ellen Henry on Friday before the opening of the quilt show.

    • Winning bids of the Silent Auction will be determined at or near the close of the show at 4PM on Saturday, May 19 by Chairman Mary Ellen Henry. Persons need not be present to win.

  • White Glove Committee: Mary Ellen Henry, Chairman.

    • We need three White Glove volunteers on the show floor at all times. These volunteers will be responsible for overseeing the security of the quilt exhibits, answering questions of Patrons to the show, placing “Guild Choice Ribbons” and “Special Choice Ribbons” on the chosen quilts during the show and assisting patrons who wish to get a better look at an individual quilt (as is practical).

    • Again, a sign-up Work Schedule for volunteers has circulated and will be available at the Welcome Table for review by guild members during the show. Please be mindful of the times you have volunteered for this assignment.

  • Guild Name Tags:

    • Lonnie Henry will have the guild member’s name tags available at the show (or they will be available at the Welcome Table).

    • ALL AQG MEMBERS SHOULD WEAR HIS OR HER NAMETAG AT ALL TIMES DURING THE QUILT SHOW ON FRIDAY AND SATURDAY in an effort to identify our guild members to the show patrons.

    • At the close of the show you should leave your nametag either with Lonnie Henry or at the Welcome Table.

  • Welcome Table: Jeanne LaMay, Chairman

    • Welcome Table will be set up in the vestibule at the Clay Street entrance to the Congregational Church. A sign will be posted by Barbara Singer on the Main Street entrance to the church to direct Patrons to the Clay Street entrance for entry/exit of Patrons during quilt show hours.

    • Exit Table will also be set up near the exit of the show (Clay Street vestibule) where Viewer Choice Ballots box, comment book and show booklet recycling basket will be located.

    • Mary Moore will provide a change making fund and get it to Jeanne LaMay on Friday morning prior to the opening of the quilt show (Jeanne already has a cash box)

    • A separate work schedule for volunteers to staff the Welcome Table has been circulating and will be available for membership review at the Welcome Table during the show.

    • Following tasks will be the responsibility of the Welcome Table staffers:

  • Collect $5 (US funds or Canadian Equivalent) per person per day for admission donation. Canadian Exchange worksheet will be provided to this venue prior to the shoe opening.

  • Each patron is entitled to one Welcome Gift (key fob, tissue holder or other welcome gift of their choice) for each paid admission donation to the show.

  • Give each patron to the show a Show Booklet and Viewer’s Choice ballot (Les Haas will bring the Viewer Choice ballots to the Welcome Table prior to show opening on Friday). Advise patrons to please leave Viewer Choice Ballot and sign Comment Book before leaving the show; and to recycle any unwanted Show Booklets in the basket near the Comment Book at the show exit table.

  • Pass out “Guild Choice Ribbons” and Special Choice Ribbons” to guilds and special guests as requested by those guests. Welcome Table staffers will complete either the Guild Choice” or “Special Choice” label for each ribbon with the name and city//town and state of the guild or person/title bestowing the ribbon and will record this information on the Ribbon Record form. They will then staple the label to one of the paper – pieced ribbons and give it to the ribbon presenter along with a pin with instructions to the presenter that once they have chosen their “Choice” of entry for their ribbon, they should ask one of the White Glove Committee to affix the ribbon to the quilt of their choice.

  • Fat Quarter Raffle: Debbie Bigness, Chairman

    • We have lots of fat quarters for the basket. Debbie will be arranging the fat quarters in an attractive array in a basket for the show.

    • Tickets will be sold throughout the show at $2 each or three for $5 (US funds or Canadian Equivalent) – Exchange sheet provided for this venue before opening of the show.

    • Debbie Bigness, Kathy Colburn and Barbara Singer will staff the Fat Quarter Raffle sales table throughout the show hours. Patrons should write complete name and complete phone number on raffle tickets.

    • Winner of the raffle will be chosen by Les Haas prior to 4PM close of show on Saturday, May 19. Winner need not be present when ticket is drawn.

    • Cash box and change-making fund will be provided by Mary Moore prior to the show opening on Friday morning.

  • Vendors Committee: Linda VanSchaick, Chairman

    • Linda will email all five commercial vendors to advise them that they may set-up for the show between 3PM – 6PM on Thursday, May 17; or 9 AM- 11AM on Friday May 18 (remind them the show opens promptly at Noon on Friday).

    • The church will provide tables and chairs for use by vendors and all other venues at the quilt show.

    • Les and Sue Haas will make a Mobile Hot Spot available during the show hours for use by the vendors who require one to accept electronic forms of payment.

    • Linda will be responsible for procuring the participation fee from each of the commercial vendors at the quilt show and remitting these payments to our guild treasurer, Mary Moore.

  • Show Booklets: Jan Queen Chairman

    • Jan has completed layout of the show booklet, a single fold sheet that will be printed by Industrial Press at a cost of 18 cents per copy for 250 copies.

    • The booklets will be given to the Welcome Table prior to the opening of the show on Friday morning.

  • Show Flowers/Decorations: Debbie Bigness, Chairman

    • Debbie has contacted Carla of Carla’s Greenery to provide floral baskets for to decorate the Clay Street Entrance of the show and to place at the Main Street Entrance (to block entrance doors during the show).

    • Carla has been advised that she can sell the baskets she provides as long as they remain in place for the duration of the show.

  • SHOW SIGNS:

    • Lonnie Henry has made a large sandwich board with the guild logo stating “QUILT SHOW TODAY” which will be placed in front of the church (Main Street) to advertise the show to passers-by during show hours.

    • Barb Singer will purchase some helium filled balloons on Friday morning to affix to the sandwich board sign to draw attention.

    • Barb Singer will make a sign to place on the Main Street Entrance to the church directing show patrons to use the Clay Street Entrance to the show.

    • Barb Singer will place “QUILT SHOW TODAY” signs throughout Malone village on Friday morning to direct patrons to the show and church. Also, a “PARKING FOR QUILT SHOW” sign will direct patrons (public) that parking is available in the Catholic Diocese parking lot directly across Main Street from the Church.

    • Each venue chairman at the show is responsible for making and displaying any necessary signage at their individual venues for the show.

    • All signs, within the church and outside the church must be collected at the close of the show by the guild members who placed them.

  • Challenge Contest Quilt Display: Program Committee responsibility (JoEllen Saumier, Jackie Burns)

    • Stained Glass Challenge quilts will be displayed en masse in a place to be determined in the church.

    • Program Committee will be responsible for arranging the display and associated winner ribbons for the show.

    • Tables, if needed, will be provided by the church. The following guild members have portable quilt racks (adjustable to approx 8’ W X 8’ H) that they will loan for use at the show for the Challenge contest or other venues (Mary Ellen and Lonnie Henry will bring the muslin hanging drapes for use on the racks or as table clothe for the quilt show):

Barb Singer (1)

Kathy Colburn (1)

Mary Moore (1)

Les and Sue Haas (3)

    • If anyone else has a portable quilt rack they would like to loan, bring it along at show set-up on Thursday, May 17.

  • Refreshments: provided at nominal charge by Ladies Auxiliary of the Congregational Church

    • Soup, sandwich, small desserts, warm and cold beverages will be for sale to guild members, vendors and show patrons by the Auxiliary during show hours.

    • This project will be run from the church kitchen entirely by the Auxiliary. The small room adjoining the kitchen and vendor room can be used for cafeteria during the show – tables and chairs will need to be set up in this room in preparation.

    • All proceeds from the refreshment stand will be collected by the auxiliary members and will be kept by the auxiliary (it will not be included in the show’s general proceeds)

  • SHOW SET-UP – Thursday, May 17, 2018

    • No later than 11:30 AM Thursday: Les and Sue Haas will meet Church Rep. Donna Putraw at the Church to make sure that all is in place for the show set up. (Donna will be at the church from 9 AM- noon on Thursday and Friday). Les and Sue will decide with Donna who will be responsible for closing/locking church at close of business each day during the show.

    • By 9 AM on Friday morning Les and Sue Haas will arrive at the church to open and make sure all is ready for the show opening at noon. Les and Sue can arrange for volunteers from among the guild members to assist them at pre-agreed times on Thursday morning.

    • 2PM Thursday- Jan Queen and Barbara Singer will be at the church to prepare to accept quilt entry drop offs beginning at 3:30 PM. ALL QUILTS MUST ARRIVE AT THE CHURCH NO LATER THAN 6PM Thursday.

    • 3PM Thursday Quilt Layout/Display persons (Lonnie and Mary Ellen Henry, Les and Sue Haas, Mary Moore – these people will probably choose to arrive at the church earlier than 3PM on Thursday) will be at the church and get all prepped to begin arranging quilt display as quilts are dropped off between 3:30 PM and 6 PM. They will be responsible for arranging display of quilts, affixing entry numbers to each quilt.

    • 2PM Thursday Linda Van Schaick will be at the church to make sure all is ready to receive the commercial vendors for set-up beginning at 3 PM.

    • All available guild members are requested to be at the church between 2PM and 6 PM on Thursday to assist with show set-up. Do not assume that someone else will show up to help – as a member of the guild you assume responsibility for assisting in set-up and take-down of the show, as needed.

    • By 8:30-9AM Saturday morning, Les and Sue Haas; Lonnie and Mary Ellen Henry will arrive at the church to make sure church is open and all is ready for the show for Saturday opening at 10AM. It is advisable that all guild members who are chairmen of show venues arrive at this time also to make sure all is ready for the Saturday 10 AM opening time.

  • Quilt Drop Off – Thursday May 17 between 3:30 PM – 6 PM. NO QUILTS WILL BE ACCEPTED AFTER 6PM.

    • Each guild member with entries for the show MUST check their entries in with Jan Queen just inside the church at the Clay Street Entrance.

  • Members should present each quilt for the show to Jan at the registration table where Jan will identify the quilt and match it to the corresponding show card with entry number, hand it off to one of the Display Committee members for display in the church. One copy of the registration form will be initialed and dated by Jan upon acceptance of each entry and given to the quilt owner. These copies of the registration forms are the Receipts for your quilts – YOU MUST PRESENT YOUR COPY OF THE REGISTRATION FORM, initialed by Jan Queen when you dropped off your quilts, IN ORDER TO RETRIEVE YOUR QUILTS AT THE CLOSE OF THE SHOW on Saturday afternoon after 4PM.

  • SHOW Take Down – immediately following close of the show on Saturday May 19 at 4PM.

    • QUILT DISPLAY Pickup- all guild members must pick up their quilts between 4PM and 5PM on Saturday, May 19th. You MUST present your copy of the initialed registration form for each quilt you which to pick up from the show to Jan Queen at the exhibit exit table near the Main Street Church entrance/exit. DO NOT LEAVE THE CHURCH WITH YOUR QUILTS WITHOUT CHECKING OUT WITH JAN QUEEN.

    • Following retrieval of your quilts from the show on Saturday, you may exit the church via the Main Street church entrance/exit. This is the ONLY time during the weekend that the Main Street Entrance/Exit for the church will be used (except in case of emergency).

    • Each venue chairman will be responsible for taking down their venue at the show, reconciling and accounting for any cash, and turning in cash to Treasurer Mary Moore after 4PM on Saturday.

    • All guild members will be responsible for assisting with take-down of the show after 4PM close on Saturday – returning the church to pre-show condition (stowing tables, chairs, clean-up etc.

  • PARKING FOR THE SHOW:

    • Public parking for show patrons will be available in all legal parking places along the street on Main and Clay Streets; also in the Catholic Diocese parking lot directly across Main Street from the Congregational Church (a “QUILT SHOW PARKING” sign will direct public to this lot.

    • Per Malone Police Dept.: Guild members may temporarily park/stand their vehicles on the Street at the Clay Street church entrance only long enough to drop off items/unload their vehicle. Once vehicle is unloaded, the cars must be removed to be parked elsewhere (see guild/vendor parking, below).

    • Guild members and vendors may park their cars in the following areas:

  • small parking lot across Main Street located between the Kinney Drugs and Chamber of Commerce Building;

  • in the Flanders School Parking Lot on AFTER 3PM THURSDAY AND FRIDAY AND ALL DAY SATURDAY ONLY;

  • North Franklin Credit Union parking lot on SATURDAY ONLY (not available at all on Thursday and Friday)

  • At the upper/far end of the Diocese Parking lot or along the street in legal parking areas on Main and Clay Streets (please keep in mind that we do not want to “hog” all of the prime street and parking lot locations that should be left open for show patrons).

  • BE SURE TO LOCK YOUR CARS and/or trailers wherever they are parked during the show

  • As of this time we DO NOT have permission to use Dr Bhagat’s parking lot.

  • SHOW SECURITY:

    • The Malone Police Department has been advised that we will be having the show. They have agreed to make several security passes by the church during Thursday, Friday night to check the building security.

    • Les and Sue Haas will confer with Church rep., Donna Putraw, to find out who will be responsible for unlocking and locking the church each day for the weekend show; how to operate church lighting and any other needs logistically associated with the church for the show.