Exhibition Secretary Position Description

A number of committee positions will be vacated at the forthcoming annual general meeting including that of Exhibition Secretary. The role of the Exhibition Secretary is to attend to the correspondence and other paperwork associated with staging the annual members' exhibition at Darling Harbour including the following key tasks:

• preparation and distribution of quilt show entry forms and volunteer forms in late January;
• review of completed entry forms in conjunction with the Exhibition Organiser in March;
• design and order of raffle tickets, exhibitor ribbons, enamel badges and rosettes;
• data entry of entrant and quilt details into a master spreadsheet in March;
• preparation and distribution of acceptance letters in late April;
• forwarding quilt and entrant details to the catalogue team;
• preparation of Drop Off Lady package for the Exhibition Organiser in May;
• preparation of various lists and documents for judging day;
• preparation of prize certificates and other signs & labels for the Quilt Show;
• preparation of prize listing and liaison with photographer and webmaster regarding publication of quilt show results and circulation of CDs to magazines;
• preparation of quilt show entrant thank you letters;
• post-quilt show review of categories;
• regular reporting for the Guild newsletter, website and blog; and
• attendance at monthly committee meetings and ongoing liaison with the President, Exhibition Organiser and layout designer, Drop Off Ladies, Publicity/Sponsorship officer, and Quilt Show subcommittee and proof readers.

A home computer and knowledge of (or a willingness to learn!) word processing, spreadsheet and mail merge programs is essential as is familiarity with sending and receiving e-mails. A detailed time line is available for review - the March-June period is particularly busy and exciting as you get a sneak preview of all the wonderful quilts that will be on display and get to see how everyone's hard work comes together for the Guild's premier event. A comprehensive package of precedent documents will be delivered on handover and the outgoing Exhibition Secretary is willing to provide guidance as required.