COMMITTEE JOB DESCRIPTION NAPLES GARDEN CLUB FLOWER SHOW COMMITTEE - JOB DESCRIPTION

Transcription

1 COMMITTEE JOB DESCRIPTION NAPLES GARDEN CLUB FLOWER SHOW COMMITTEE - JOB DESCRIPTION COMMITTEE NAME: Flower Show Committee REPORTS TO: Chair of Flower Show Committee, FS Chair reports to the Board and NGC President. PURPOSE: The Flower Show Committee oversees development and Implementation of the educational event, Naples Flower Show, and works closely with the Naples Botanical Garden staff and volunteers to accomplish this goal. ACTIVITIES: NOTE: Some activities are JOINT EFFORTS with NGC & NBG* Plans and creates the Show Schedule to be used for the event. Develops a staffing plan for the show, meeting functional committee needs and volunteer interests. Recruits design consultants; coordinates design plans and material acquisitions for displays. Provides onsite coordination of all aspects relating to layout of venue. * Coordinates physical arrangements to manage traffic flow, safety and protection with NBG. * Coordinates creation of all print materials with NBG and NGC. * NBG is the sole PR contact for the Naples Flower Show but may choose to work with the NGC to develop media contacts to get PR coverage of the event. * Coordinates entries for Horticulture specimens to be exhibited. Recruits and trains hostesses, clerks and all other volunteers needed to host the show and Way-Finders from NBG* Acquires National Garden Club accredited Judges to judge the show. Communicates information to members, including workshops related to the show to help educate designers and horticulturists alike. Coordinates the set up/breakdown and staffing of the show. * Acquires Sponsors for the show. * 1

2 MEMBERS AND THEIR RESPONSIBILITIES FOR NAPLES FLOWER SHOW: Note: The word Chairman has been replaced with a more suitable terminology of Chair. Job Title: Flower Show Chair (FS Chair) Description: Reports directly to the Board - The Flower Show Chair is responsible for overseeing planning, and oversight of producing and implementing the Naples Flower Show. Acquires all committee chairs needed to do so and informs them of their duties and responsibilities. Finalizes scope and venue of show, calls all general committee meetings, attends all meetings, followers State and National procedures if applying for NGC Flower Show Achievement Award (acquires all appropriate forms), is present at all times during the Show to handle problems, questions, etc., and requests and obtains committee reports after the Show and conveys to the Club these report outcomes, and maintains complete records for future chairs. Job Title: Awards Chair Description: Reports to the FS Chair Obtains ribbons/seals and other exhibitor awards as required in the Show Schedule, and no fewer than four weeks prior to the Show. (May be purchased from Member Services, NGC Headquarters or elsewhere). Prior to Show delivers to the Judges or Clerks Chair and assists that Chair in allocating ribbons/awards to appropriate panels of clerks. May also assist in tabulation for Sweepstakes Awards if offered. If applying for an NGC Flower Show Achievement Award, may compile or assist in compiling Book of Evidence. Job Title: Clerks Chair Description: Reports to the FS Chair Secures clerks and assigns them to each judging panel. Two clerks per panel or more if a larger Show. Clerks should not be assigned to a Class or Section in which they are exhibiting. Acquires and distributes equipment necessary to serve as a clerk; clip boards, pencils, erasers, extra Schedules, ribbons/seals, and informs the clerks of their duties: Familiarizes clerks with locations of assigned classes prior to meeting the judges and advice clerks duties, etiquette/ethics, including directing judges to assigned classes, inform judges of number of exhibits and awards offered in their assigned class. Tell clerks they step back discretely so as not to hear panels discussion and do not ask inappropriate questions such as decisions of judges or comments, and speak only to judges when they are asked a question by a judge. Clerks may be asked to write comments on entry cards if requested by a judge or the judges may do it themselves. Attach and records ribbons and awards and confirm that an Accredited judge on the panel has signed all Top exhibitor Awards. The clerks should also compile a list of winners at conclusion of their assignment and give to Clerks Chair, who in turn compiles a completed list of all panels and relays this to the Awards Chair, especially if a Sweepstakes Award is being given. 2

3 Job Title: Design Chair Description: Reports to the Flower Show Chair Oversees all Design Committees and obtains typists for typing Plant Material/Botanical names and Judges remarks on comment cards to be exhibited during the Show, for educational purposes for the general public. Job Title: Design Consultant Chair Description: Reports to the Design Chair Appoints all Consultants to Design division of the Show as needed for the Show size. Answers questions potential exhibitors may have, encourage novices, advice of Schedule changes to exhibitors, help fill Classes, and help find substitute entries in emergencies. Note: It is strongly recommended that a consultant NOT compete in a Design Division of a large flower Show in the Section for which she/he is serving as consultant. Job Title: Design Entries Chair Description: Reports to the Design Chair Requires advance registration of entries and secures and records names for all design classes along with preparing all entry cards for exhibitors and has cards ready on the day of the Show for exhibitor. They direct the exhibitor to the Design Placement Chair who shows the exhibitor their assigned area. If design entries are not secured in advance the Entries Chair records names of exhibitors in all design classes and gives each design exhibitor an entry card to fill out. Job Title: Design Classification Chair Description: Reports to the Design Chair In charge of making sure the designers have completed their design and checks for conformance to schedule and initials entry card to signify approval. They advise designers if design does not conform to schedule and why and advises corrections be made immediately. If the conformance cannot be made the design is placed, but entry card indicates Not For Competition. An exhibit so identified continues to contribute to the minimum required number per class, section and/or division for Top Exhibitor Award to be placed. Job Title: Design Placement Chair Description: Reports to the Design Chair Checks that entry cards are completely and accurately filled out and directs design exhibitor to the Sections and Classes in which designs are to be staged. Placement Chair NEVER places designers exhibit. 3

4 Job Title: Horticulture Chair Description: Reports to the FS Chair Oversees all Horticulture committees as follows: Job Title: Horticulture Classification Chair Description: Reports to the Horticulture Chair Must be available during all judging for possible consultations. Reviews all horticulture entry cards for proper identification, checks for correct botanical naming as required in the schedule, disqualifies entries if not show worthy, and if disease is detected on an entry moves it immediately from the show. Assists participants with plant identification and initials entry cards to signify approval along with directing exhibitors to the Entries Chair. Job Title: Horticulture Entries Chair Description: Reports to the Horticulture Chair Prior to show date, has entry cards available to club members and asks exhibitors to fill out horticulture entry cards in advance. Exhibitors planning to enter collections, displays, hanging container-grown plants and/or any other horticulture requiring special staging must notify Entries Chair and they notify Staging Chair of exhibitors' needs. Keeps an Entry Book/s or other device for recording names of exhibitors and specimens entered. For small shows, each exhibitor may be given a 3"X5" card to enter name, address and list exhibits. Entry Book may not be necessary. For larger shows, each exhibitor may be given a number and be required to enter it on all entry cards. On the day of show they accept and record entries in a manner determined by chair. (Classification Committee will have already approved and initialed horticulture entry cards) Hort. Entries Chair directs exhibitors with registered exhibits to "Placement Table" and provides clerks with entry information prior to judging. If show is being evaluated for an NGC Flower Show Achievement Award, they provide number of exhibits in each division to the General Chair to relay to the Evaluating Judges Panel. Job Title: Horticulture Placement Chair Description: Reports to the Horticulture Chair Checks that entry cards have been completely filled out and takes appropriate specimens from a Placement Table and positions them in the Show area according to Schedule Classifications and signage. Also ensures judges visibility for all exhibits. They DO NOT place Collections or Displays; the exhibitor always places these after being checked in by the Horticulture Classification Chair. 4

5 Job Title: NGC Hospitality Chair, as related to Naples Flower Show Description: Reports to the Board and Coordinates with the Flower Show Chair By definition oversees all Hostesses, but for NGC the NGC Hospitality Chair oversees the Preview Party. Therefore the sole responsibility of the Hospitality Chair for the Naples Flower Show event is the Preview Party. Arranges all preparations and coordinates all responsibilities and functions/duties associated with the Preview Party event. The party is coordinated directly/jointly with the Naples Botanical Garden and scheduled for pre-viewing of the flower show the night prior to opening. Job Title: Flower Show Judges Hospitality Chair Description: Reports to the FS Chair Organizes and coordinates the luncheon/food provided for all Judges, along with the Judges gifts of appreciation, for participating and the thank-you notes given to the judges. Job Title: Hostess Chair Description: Reports to the FS Chair - Organize and select the hostesses to operate during the show and arrange all their duties of such. Arranges for Hostesses during the Show to greet guests, answer questions, distribute Pamphlet (short version of Flower Show Schedule), check on exhibits, water horticulture, if necessary, keep Show area neat, ask guests to refrain from touching exhibits and provide information. NOTE: The Naples Flower Show Hostess Chair coordinates hostess duties with NBG Way-Finders. Must be in contact with NBG Way-Finder Coordinator. Job Title: Judges Chair (JC) Description: Reports to the FS Chair - Confers with FS Show Chair and Schedule Chair to determine number of judging panels needed. Invites judges in accordance with Six Requirements of a Standard Flower Show. All hospitality and financial arrangements must be clarified in advance of show date, and financial arrangements in writing. Following the Judge s acceptance, Judges Chair sends schedule to each judge with judging assignment. It is important to remember that judges should not be required to judge for longer then 2 ½ hours when setting up the panels. If the judges are required to write comments on entry cards, additional panel(s) of judges should be allotted so the show can open on time. Each Panel should be assigned classes in both Horticulture and Design. All classes eligible for Top Exhibitor Award should be assigned to one panel, if possible. That panel alone determines the winner of the section Top Exhibitor Award. If classes eligible for a Top Exhibitor Award are assigned to more than one panel, all judges serving on all panels judging the eligible exhibits must determine the winner of the Top Exhibitor Award. The Judges Chair sends separate notes to judges, listing the names of all judges in each numbered panel and the classes and sections assigned. Note: It is helpful to include invited judges addresses, s and telephone numbers so they can share travel arrangements and travel expenses. The JC 5

6 also works with the Flower Show Hospitality Chair to provide hospitality for judges and advises Clerks Chair of number and names of judges, so together they can assign clerks to the panels. The JC informs judges of briefing schedule prior to judging in order to advise of schedule revisions and/or corrections, or other extenuating circumstances. FS Show Chair or Judges Chair usually conducts this briefing. They advise panels if there are Student Judges competing in the show so they will mark and sign entry cards for all 90+ exhibits. The JC pays mileage and other expenses as agreed upon in writing prior to show. Judges names do not appear in the Schedule, but may appear in program distributed during the show hours. Job Title: Publicity Chair Description: Reports to the FS Chair - The Naples Flower Show PR Chair acts as the liaison for the Flower Show Chair to place announcements on the NGC website, Trowel Prints and blasts. NOTE: Naples Botanical Garden is the primary PR agent, but cooperation from both organizations is imperative. NBG is ultimately responsible for all public media PR announcements. (Magazines, Newspapers, radio, etc.) By definition in HANDBOOK: Arranges all media coverage, provides club historian with copies of articles covered, may be in charge of photography of Show. If a NGC Achievement Award is sought after, is in charge of making sure the appropriate photos for the Book of Evidence are recorded. NOTE: Because of our joint arrangement with NBG we do not follow this format for Publicity Chair. Job Title: Schedule Chair Description: Reports to the FS Chair - Coordinate with FS Chair concerning scope and theme of Show taking into consideration: space available, budget, available props, material, ability of prospective exhibitors, proper balance of Show in regards to Horticulture and Exhibits and Special Exhibits, use of correct Flower Show terminology, and National Garden Club (NGC) approved and prohibited policies. Organizing a committee to write the Show Schedule abiding by all the NGC rules and regulations, and completed no later then three months before Show date. Must be duplicated, and given to all show committee, club members, and judges; as well as forms provided for State and National Awards if applicable. Job Title: Special Exhibits Chair Description: Reports to the Flower Show Chair - Secures exhibits for the Special Exhibits Division and may serve as the Consultant, Entries and Classification Chair for this Division. 6

7 Entries Chair: Special Exhibits: (Note: FS Chair, Special Exhibit Consultant or Schedule Chair may secure these entries if show committee is limited in number) Determines the nature of the desired special exhibits and makes sure the required number and type (Educational, Youth, Sponsored Group, Garden) are appropriate if applying for an NGC Achievement Award. Arranges the awards to be offered, space allotted, props provided or available, and secures exhibitors or sponsors of exhibitors for Youth and/or Sponsored Group. Provides Schedule Chair with the title and brief description of all planned Special Exhibits in order to include in Schedule. Also provides exhibitors with all necessary information and offers assistance to exhibitors as necessary and provides completed entry card for each exhibit. Classification Chair: Special Exhibits: Insures that all entries conform to NGC policies and that no artificial plant material is used and determines that all exhibits abide by all other Schedule restrictions. Only in Educational Exhibits may plants on the State Conservation or Invasion Plant list be used and all such plants must be secured in the approved legal manner and must be botanically named. Job Title: Staging Chair (SC) Description: Reports to the FS Chair - In charge of all properties involved with the staging and dismantling of the Show equipment/properties necessary to create and display exhibits and the placement of materials placed throughout the show to provide visual beauty, unity and theme interpretation. Prior to the writing of the Show, Schedule Committee should confer with the Staging Chair to coordinate the setting space and props available to complete the written Schedule. Upon completion of the written Schedule, Staging Chair arranges for all props, tables, skirting, etc be of exact color, measurements and dimensions as stated in the Schedule and available. SC is responsible for all signage of theme and should confer with Signage Chair to coordinate. SC is also responsible for all registry tables for all entries and is in charge of overseeing dismantling of Show. 7