Please see role descriptions below.

ROLE DESCRIPTIONS:

Sponsorships

• Identify and secure potential sponsors, e.g. camera and equipment suppliers and manufacturers, camera service companies, photobook companies, local businesses etc.

• Secure prizes for raffle, People’s Choice and Roger Bartlett Trophy. Communicate with sponsors regarding opportunities for promotion e.g. brand placement at exhibition, on printed materials etc. Liaise with them ongoing and write follow up thank you letters.

Social Media (supported by Anne Pappalardo)

• Social media whiz:

• Are you experienced in setting up and managing social media accounts?

• Are you able to help the club understand how it can decentralise its social media from one person to a small handful of people?

• Specific jobs that will need human resources:

• Content creation (working in a team, or at least with Anne Pappalardo)

• Organise a schedule for posts leading up to and during the exhibition, both for the club, and for members (what information needs to be shared and when; how do we build momentum for the exhibition?)

• Coordinate with exhibitors – gather insights, photos and behind the scenes content from exhibiting photographers

• Coordinate with QCG photographer/videographer for relevant content (or create your own if that’s easier)

• Liaise with our graphic design volunteer about graphics which need to be produced for our socials, and to accompany these graphics: - write social media posts and updates about the exhibition that participants can use in their feeds for the purposes of marketing the event

• Cross promotion with local media and influencers

• Engage with local photography groups and clubs, and influencers to share exhibition details.

Guest Lists

• Coordinate guest lists for Opening Night and the general exhibition, including QCG members and special invitees.

• Prepare a ‘special invitee list’ of potential purchasers or influencers, such as interior designers, real estate staging companies, arts organisations, media, politicians etc. Your research and ingenuity will be key!

• Manage RSVPs and track responses.

• Produce name tags and a guest register.

• Ensure all guest lists are up-to-date and accurate for smooth event coordination.

Raffle Tickets

• A raffle will be run during the exhibition, including Opening Night. Prizes will be secured by the Sponsorship Volunteer.

  • Secure raffle ticket books from Treasurer and purchase more if needed

  • Coordinate and oversee raffle ticket sales

  • Liaise regarding prizes, and organise prize display

  • Arrange the draw – person drawing the winning tickets may be a sponsor or special guest, to be decided by the committee

  • Notification of prize winners if not present at the draw

Graphic Design and Print

This covers a range of digital and print design promotional items, including: didactic cards (template available); simple exhibition catalogue (image, artist name, size, price); social media (Insta and FB posts); event printed banners etc o Support the Social Media volunteer with design input

QR Code Setup for Exhibitors

Didactic cards may include a QR code which a viewer can scan to access a short, personal video from each exhibitor regarding their ‘From Vision to Voice’ journey. The QR codes will need generating for each exhibitor.

Photographer and Videographer

• Event Photography – Capture high-quality photos during the exhibition for social media updates and future promotions including the set-up of the exhibition, the exhibition itself and opening night.

• Behind-the-Scenes Content – Take photos/videos of the setup, artist arrivals, and preparation stages. This will likely be taken with your phone.

• Artist Spotlights – Capture short video interviews with exhibiting photographers to share their stories. Again, this could be taken with your phone.

• Time-Lapse or Reels – Record the exhibition setup or visitor interactions for engaging social media clips. Definitely phone captures here. o Editing Photos & Videos – Enhance images and videos for online promotion and post-exhibition documentation.

Special Project - Projection Room or Looping Slideshow

Create a curated AV sequence, likely using resources provided by the event photographers and videographers, which plays on a loop during the exhibition. It would combine photos from the exhibition with music or narration, creating an immersive experience that complements the framed works.

Technician (Opening Night)

Set up microphones and speakers as needed by President and guest speaker

Catering (Opening Night) Supported by Anne Pappalardo

• The Key Coordinator – Food and Beverages will have overall responsibility for theming and planning catering for opening night (likely Thursday 17 July).

• Catering and Bar Assistants will support the coordinator with specific jobs, e.g.

  • Help to heat up and plate food in the kitchen.

  • Help to set up tables/serving areas within the gallery

  • Serving food (taking food around gallery, replenishing platters, bringing in used glasses)

  • Set up and service the bar (two people)

  • Clearing, cleaning, and washing up.

Hanging and Curation

• People are needed to unwrap framed images as they are dropped off to the gallery prior to the exhibition. They are then placed around the room for the curator(s) to determine placement on the walls

• Curation of the gallery display will need some experience in this type of role as it is pivotal in achieving a professional, cohesive look for the exhibition o Hanging of images requires an exacting approach – with many QCG members fitting this bill perfectly! You will need to be comfortable using a ladder.

• Take-down of images and cards from the gallery walls will be at the end of the last day of the exhibition. Several hands make light work for this role!

Greeters

A number of friendly faces are needed to welcome people to the exhibition. You will need to familiarise yourself with the images on display and be able to chat with people about them and answer questions.

Reception Desk

A number of people are needed for general reception which includes sales on club’s Square, raffle ticket sales, handing out the catalogue, answering queries.