Date: 3/16/2024
Subject: NOTES FROM ASA GALLERY
From: Artists' Studio Association
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NOTES FROM THE GALLERY
NEED FOR NEW CLASS AND EVENT SCHEDULER
I am extremely sorry to announce that we are losing our outstanding and efficient scheduler, Jeanette Mahoney. Jeanette has kept the class and event schedule and calendar in pristine condition and I cannot emphasize enough what a help that’s been. However, now we need a new Scheduler and I’m reaching out to you, hoping that there is someone who would be willing to volunteer to do this job. One of the advantages of this job is that it can be done remotely but you do need a level of comfort with the computer. I am including a description of the position’s responsibilities that Jeanette wrote for us. Please contact me or another board member if you are interested.
Scheduler Job Description: I request Class Proposals about 6 weeks before the next quarter art change in the gallery. I use the previous email letter and change the dates and anything that needs updating. I send this email out through the Club Express Software. I make the due date one week before the information is needed for the brochure creation. That gives me a week to get all classes onto the website. It is important to have a submission deadline. If not, people keep making changes and/or sending in more classes and it gets confusing for me. After I put a class onto the website, I email the instructor and ask them to proof their class.It takes about ½ hour to put each class online. If I don’t have all the information, I email and ask the instructor.
Instructors are asked to look at the website calendar and choose a date for their class. There could be a problem with more than one person wanting a class date. So I will usually give the date to the person that submitted first and then work with the second instructor on another date. If that doesn’t work I usually find the artists very nice and the first instructor will change the date for the other artist. Once all of the classes are online and I have ok’s from the instructors, I would let Ruth know that all the classes are ready to go.
Occasionally someone will email me asking to put some information on the calendar as a Quick Event. I usually copy what they ask and paste the information into a Quick Event page. This take about 5 minutes. Someone else adds general meetings and such for ASA onto the website calendar.
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