2024 BOARD MEMBER ROLES AND REQUIREMENTS
Requirements for all Board Members:
- Work a minimum of 4 events a year.
- Attend 2 mandatory meetings a month, give at least a day notice if you cannot make meeting.
- Wednesdays at 6:30PM every 1st and 3rd Wednesday.
- Attend semi-annual official Board Member meetings or vote remotely if you cannot attend physically
EXECUTIVE LEADERSHIP
President/Executive Director
- Oversees design, planning, and execution of organization’s programming and fundraising events including art exhibitions, art markets, workshops, panel discussions, concerts, etc.
- Leading Market and Exhibition/ Workshop Curation and Planning
- Merchandise line operations
- Artist, Partner, and Sponsorship Communications & Marketing
- Strategic Partnership Initiatives
- Strategically plans agenda, chairs board meetings, and assists in professional development of all board members and volunteers.
- Maintains and nurtures relationships with artists, strategic partners, and sponsors.
- Outsource contractors (photographer, graphic designer, musicians, venues)
- Oversee creation and maintenance of leads list for potential sponsorship opportunities and outreach.
- Oversees board’s obligation to maintain legal, fiduciary, and moral responsibility of the agency
- Outsources Lawyer
- Outsources Accountant
- Files form 990 annually
Vice President
- Provides feedback and acts as an advisor on programming, fundraiser, and organizational design.
- Oversees board’s obligation to maintain legal, fiduciary, and moral responsibility of the agency
- Owns creation of annual audit form with support of Treasurer.
- Owns monthly Quickbooks audit with support of Treasurer.
- Oversees Art in ATX Curation & Coordination
- Review artist applications and select diverse vendors to each monthly market that align with The Gallery ATX's mission and market theme.
- Oversees vendor invoicing and fee collection through PayPal.
- Act as the main contact for vendors and musicians, addressing inquiries and providing event details and reminders leading up to markets.
- Must work at least 80% of Art in ATX markets occurring 8-12 times a year.
- Prepares to assume the President's role in case of their departure or an emergency, ensuring continuity and effective leadership within the organization.
- Has comprehensive understanding of org workflows, organization, and vision.
- Is trusted with org passwords and private documents.
- Lead organization efforts of Google Drive.
- Lead weekly meetings in President’s absence.
MUJER MANIFESTO ZINE & EXHIBITIONS
Artistic Programs DIrector:
- Curate, format, and edit Mujer Manifesto Volume 4.
- Establish a system for collaborative work with participating contributors.
- Research print shops and create budgets for physical prints.
- Engage with followers on Mujer Manifesto IG account, respond to DMs, and work with Social Media Director to plan posts.
- Curate, format, and edit group exhibition zines including artist interviews and related content.
- Format tags and signage for exhibitions.
OPS
Secretary
- Reminds team members about monthly to-dos through email/slack messaging/text.
- Maintains minutes/notes of official meetings of the governing board, sends out all official “calls to meeting”.
- Sends reminders to Board Members about bi-monthly and official meetings to ensure a quorum.
- Sends reminders to Board Members about events and confirms their attendance.
Treasurer:
- Establish and maintain a system for bookkeeping and reconciling bank accounts.
- Prepare annual P&L statement for the President to submit a form 990
- Partner with Fundraising team to create project budgets for use in proposals.
Director of Fundraising:
- Research at least 2 grants a month that we can add to the database.
- Apply to at least one grant a month.
- Establish and maintain an organized archive documenting all questions posed in grant applications and our comprehensive responses, facilitating a resourceful database for future grant-writing endeavors.
ART IN ATX
Art in ATX & Retail Manager:
- Attend and actively engage in all "Art in ATX" markets, occurring approximately 8-12 times per year. Please provide at least 30 day notice if you cannot attend a market.
- Supervise the organization and logistical coordination of market setup and execution, including board member and volunteer management.
- Manages inventory tracking system to record in-person and online stock levels. Alerts President when stock needs to be ordered. Ensures that e-commerce platforms are up to date with inventory levels.
Volunteer Coordinator:
- Actively recruit volunteers for Art in ATX Markets through various channels, including outreach to local community organizations and online platforms.
- Confirm volunteer attendance for Art in ATX Markets, maintaining clear and timely communication regarding event details and expectations.
- Serve as the primary point of contact for volunteers, addressing inquiries, providing necessary information, and ensuring a positive and engaging volunteer experience.
- Create a comprehensive workshift agenda for each event, strategically delegating tasks and responsibilities to volunteers to ensure smooth operations.
MEDIA & COMMUNICATIONS
Director of Social Media Strategy
- Create monthly post calendars to share with the team.
- Manage social media platforms: Oversee and schedule weekly social media posts on Twitter, LinkedIn, and TikTok and 2-3x weekly on Instagram and Facebook.
- Creates Facebook page for each event.
- Monitor and analyze marketing performance: Track and analyze social media metrics, website traffic, and engagement to evaluate marketing effectiveness. Make data-driven recommendations and adjustments to optimize marketing efforts.
- Support general marketing initiatives: Assist in the development and implementation of broader marketing initiatives, such as social media contests, raffles, etc.
Director of Marketing and Communications
- Oversees the planning and implementation of the event marketing calendar, directing team members to ensure the prompt execution of marketing activities.
- Shares event information to blogs, event calendars, newspapers, and Facebook groups.
- Website management: Ensure that the organization's website remains up to date. Regularly review and update website content, including text, images, and multimedia elements.
- Manage the creation of and actively update "sponsorship deck" with support from Social Media and Fundraising Team.
- Design and lead Fundraising campaigns in partnership with support from Social Media and Fundraising Team.
Communications Coordinator
- Oversees bi-monthly newsletter campaigns.
- Collaborates with marketing team on gathering newsletter materials including: images, event page, artist highlights, etc.
- Sends market reminders to Art in ATX vendors.
Social Media Engagement Manager
- Shares event information to FB Group pages.
- Oversees social media engagement including reposting tagged photos, acknowledging comments, and tagging artists across all platforms.
- Ensures that we are posting stories daily.
- Provides interaction - likes, comments, reshares to our network of artists.
Support Roles
Grant Writing Intern
- Works with the Director of Fundraising to apply to at least one grant a month.
- Maintains an organized archive documenting all questions posed in grant applications and our comprehensive responses, facilitating a resourceful database for future grant-writing endeavors.
Photography Intern
- Photograph at least 1 event monthly, dedicating 2-3 hours per event for on-site coverage.
- Invest approximately 1-2 hours per event in post-production, delivering polished and impactful images within 3 days of the event.
Program Outreach Intern:
- Identify potential tabling opportunities aligned with The Gallery ATX's mission and objectives.
- Coordinate participation in at least 4 tabling events throughout the 2024 calendar year.
- Ensure all necessary promotional materials are prepared and effectively displayed during tabling events.
- Gather feedback from each tabling event to enhance future participation strategies and maximize outreach impact.
- Coordinate the physical promotion of our events by strategically distributing flyers in high-visibility locations such as coffee shops, stores, businesses, gyms, and other community hubs surrounding the event area.
- Responsibilities include handling the printing of flyers and ensuring their timely distribution. This role requires proactive engagement with local establishments to secure permission for flyer placement, as well as maintaining a comprehensive log of distribution locations.
- Will receive a $25 PayPal or Zelle per event to cover the cost of printing and gas.
Strategic Partnerships Outreach Intern:
- Identify potential nonprofit partners aligned with The Gallery ATX's mission.
- Reach out to non-profit organizations inviting them to join our Art in ATX markets by setting up a table or informational booth.
- Coordinate communication and logistics with interested partners, ensuring a smooth and positive experience.
- Collaborate with the Volunteer Coordinator to ensure adequate support for participating non-profits during events.
- Gather feedback from each partnership opportunity to refine and enhance future outreach strategies.
Sponsorship Outreach Intern:
- Conduct outreach to a minimum of 20 businesses monthly to explore sponsorship opportunities.
- Collaborate closely with the Director of Marketing and Communications to develop compelling outreach materials and messaging.
- Communicate the benefits of sponsorship and the positive impact of supporting The Gallery ATX's events and initiatives.
- Maintain organized records of outreach efforts, responses, and follow-up actions.
- Assist in cultivating and nurturing long-term relationships with sponsors, ensuring continued support and engagement.