Volunteer Opportunities

Volunteers are the key to the success of all Guild activities. There are many ways to get involved — from serving as a Board Officer or Chairperson to helping at events throughout the year.

Below is a summary of roles to help you decide how you might like to participate. If you have any questions about specific role duties, send email to questions@olivehydeartguild.org.

Board Officers – Attend Board Meetings

• President: Provides leadership to the Board, presides over meetings, sets agendas, and ensures the Guild fulfills its mission and strategic goals.
• Vice President: Supports the President, assumes leadership responsibilities in the President’s absence, and assists with governance and special projects.
• Secretary: Maintains official Board records, records meeting minutes, and oversees required documentation.
• Treasurer: Oversees the financial health of the Guild, provides financial reports, monitors budgets and expenses, and ensures appropriate financial controls are in place.

Board Chairpersons – Attend Board Meetings

• Programs: Plans and schedules workshops, presentations, and field trips, recruits presenters, prepares newsletter and press descriptions, and communicates with attendees.
• Publicity: Writes and coordinates articles for the Tri-City Voice covering Guild events and programs.
• Ways & Means: Leads planning and coordination of the annual Holiday Show & Sale, including committee recruitment, meetings, logistics, and sponsorship.
• Hospitality Receptions: Coordinates food for exhibit receptions, recruits volunteers, oversees plating and presentation, and manages clean-up.
• Hospitality Wine Bar: Coordinates wine service at receptions.
• Membership: Maintains the membership roster, sends renewal reminders, onboards new members, and tracks volunteer interests.
• Business Membership: Recruits and retains Business Members, manages renewals, and coordinates Business Member recognition.

Additional Chairpersons – Attend Board Meetings as Necessary

• Newsletter: Coordinates creation and distribution of the monthly newsletter (produced in Canva), gathers submissions, submits for publication on the website, and notifies members via email when the latest issue is published (works remotely; welcome but not required to attend Board meetings).
• Website & Technology: Maintains and updates the Guild website, manages online registrations and transactions, and supports signage, flyers, and technical needs.
• Scholarship: Manages the annual scholarship program, including application materials, school coordination, judge recruitment, and award presentation.
• Historian: Takes photos and maintains the online scrapbook archive of exhibits and events.

Reception Volunteers

• All members: Provide appetizers or desserts for one or more receptions throughout the year.
• Hospitality: Help set up, receive donated food at drop-off, arrange food on tables, help clear and replenish plates.

Holiday Show & Sale Chairs

• Ways & Means: Oversees the entire event and coordinates all committee chairs.
• Artist Contact: Recruits artists, communicates participation requirements, coordinates judging, and maintains artist communication.
• Cashier: The OHAG Treasurer is Cashier Chair for the Holiday Show. Manages cashier stations during Gala and weekend sale, coordinates training on Square Terminals, and provides artist payment at Artist Check-Out.
• Data Entry: Records show transactions and coordinates with artist inventory sheets.
• Decorations: Develops event theme and coordinates design and décor installation.
• Facility Prep: Oversees team handling site preparation and event logistics.
• Publicity: Writes and coordinates publication of event coverage in local media.
• Receiving/Inventory/Check-out: Oversees volunteer team, coordinates artwork drop-off, conducts inventory after show, and final artist check-out following the event.
• Sponsors/Donations: Recruits sponsors and food donations from local businesses.
• Installation: Oversees volunteer team arranging displays of artwork placement throughout gallery spaces.
• Jewelry: Manages jewelry display and organization in the Mission Room.
• Tickets: Manages ticket distribution, payment tracking, and Will Call preparation, first hour shift at ticket table on Gala night.
• Hospitality: Gala Night – Coordinates food service, oversees volunteer team and student interns.
• Graphics/Printing: Designs and produces all print collateral, working with local printer.
• Scheduling: Coordinates volunteer scheduling using Signup Genius and direct outreach. Maintains schedule spreadsheet for HS Chairs.

Holiday Show & Sale Volunteers

The week leading up to the Gala, Show & Sale – Monday, Tuesday, Wednesday

• Decorations: Help with installing decorations (inside and outside), place tablecloths on all tables for art display.
• Facility Preparations: Crew sets up tables, jewelry cases, pedestals, shelves, banners and signs, etc.
• Receiving: Help check in artists and confirm items against provided artist inventory printout.
• Installation: Help Arrange displays of artwork and jewelry.

Gala – Friday Night

• Cashiers: Use Square Terminal to add sales and take credit card, cash, or check payment.
• Cashier Station Recorder: Cut tags, confirm number of items sold.
• Cashier Station Wrapper: tissue wrap and bag customer purchases.
• Jewelry: Assist customers and manage inventory.
• Lobby Entrance Hosts: Greet and direct guests to ticket table, direct food drop-offs to kitchen.
• Security: Rove campus & respond to safety issues.
• Hospitality: Kitchen help, receive donated food, prepare food trays, deliver trays to/from courtyard, serve food to guests from trays and at serving tables, kitchen clean-up.
• Wine Bar: Pour & serve wine to guests from wine bar.
• Clean-Up Crew: Pick up garbage, remove tablecloths, fold tables, sweep.

Show & Sale – Saturday & Sunday

• Cashiers: Use Square Terminal to add sales & take credit card, cash, or check payment.
• Cashier Station Recorder/Wrapper: Cut tags, confirm number of items sold, tissue wrap, and bag customer purchases.
• Jewelry: Assist customers and manage inventory.

After the Show & Sale concludes

• Inventory: Help batch each artist’s work, check off unsold items on provided artist inventory printout, prepare for artist pick-up at check-out.
• Artist Check-out: Help check out individual artists, review/reconcile inventory, present paycheck to artist for sold goods.
• Decorations Dismantling: Help take down decorations and prepare for storage.
• Facility clean-up: Work with crew to take down tables and shelving, store jewelry cases, display props, equipment and supplies.