Hervey Bay Art Society Coordinator/Officer Position Descriptions

To see a full list of the current coordinators/officers go here.

ANNUAL MEMBERS’ EXHIBITION COORDINATOR

This role entails:

• collating entries and sort into sections
• compiling & publishing catalogue
• composing, collating & filing any documentation pertaining to the exhibition
• assisting with arrival of entries
• creating & help present award certificates
• assisting with Presentation & Opening

CATERING COORDINATOR

This role entails:

• collating viable options for catering for our key events / exhibitions
• costing the catering for set events and purchasing adequate goods and equipment to cater for anticipated attendees
• co-ordination of members to carry out preparation, serving and organizing of goods
• ensuring any documents are filed & reviewing effectiveness of catering for a given event and deducing improvements to be made

EVENTS COORDINATOR

This role entails:

• claiming dates for upcoming key events and arranging suitable venues for these events
• setting events are on HBAS Calendar or advertising widely to members
• liaising with HBAS Executive as to possible options for key events and providing relative documentation
• establishing reasonable costs and communicate in a timely manner those costs and other associated details of each event
• seeking assistance from members in the setting up of events and delivery as required
• ensuring any documents are filed & reviewing effectiveness of a given event and deducing improvements to be made

FACEBOOK ADMINISTRATOR

This role entails:

• keeping abreast of upcoming competitions, exhibitions and events so as to be available to promote or record happenings
• taking photographs of artworks, artists and events that promote Gallery 5 and HBAS
• liaising with other Facebook page administrators to have HBAS more widely seen by the public and return in kind promotion for them
• retaining and collating high quality photographs to be used on Facebook or in future promotions

GALLERY 5 MONTHLY EXHIBITION COORDINATOR

This role entails:

• Keeping members abreast of the upcoming Monthly Exhibition topics and dates via email & in newsletters
• ensuring award certificates and prizes are organized by and presented on the set dates
• ensuring award certificates are signed and enveloped
• making copies of award certificates are displayed beside the recipient’s winning artworks
• compiling entry registry for each competition and filing for ease of access
• perusing entries to assess fitness to be installed

GALLERY 5 JUDGING PANEL

This role entails:

• being available to judge at least 3 times per year
• avoiding entering artworks into the monthly competition you are judging
• judging using the set criteria & score range without bias
• rank-ordering the top four entries to be awarded prizes, include additional if scores are tied
• selecting two Emerging Artists to be awarded Best Emerging Artist & Highly Commended
• giving feedback to all Emerging Artist who entered
• attending the presentation of awards for the competition they judged

GRANTS OFFICER

This role entails:

• seeking out grant opportunities which benefit Gallery 5 / HBAS
• networking with other agencies to give a greater chance of success for upcoming applications
• composing applications to RADF, FCRC, Gambling Funds, Government bodies/departments as directed by HBAS Executive
• printing any documentation relating to the grant and filing it appropriately
• tracking application and the implementation of awarded grants

HEALTH & SAFETY OFFICER

This role entails:

• compiling and updating HBAS risk assessment processes
• carrying out site inspections & compile reports listing improvements
• scheduling and enacting fire drills twice per year
• composing, printing & storing associated H&S documents for easy access
• reviewing policies & procedures to maintain a high standard of H&S for our members

INSTALLATION TEAM COORDINATOR

This role entails:

• assembling members to be on the Installation Team
• communicating the process and timing of installation to team members
• leading arrangement of entries for each installation and install as needed
• risk managing the installation of artworks
• refining & promoting the rules for correct installation at Gallery 5

MAINTENANCE OFFICER

This role entails:

• regularly checking the building and grounds to note repairs that are required
• enacting repairs where possible or seeking suitable professionals to give a quote
• liaising with HBAS Executive to advise repairs to be carried out / completed or quotes given for major repairs

MARKETING TEAM

This role entails:

• brainstorming ideas to promote Gallery 5 to the public
• recording minutes of set Marketing Team meetings
• exploring costs involved with reasonable marketing opportunities and present the most feasible ones to HBAS Executive
• procuring good-value marketing options & items to promote Gallery 5
• establishing links with other agencies, businesses and galleries (digital & in person)
• exploring advertising options – banners, street signs, television / magazines etc.
• planning & implementing events which market Gallery 5 to Hervey Bay and beyond

MEMBERS’ ROSTER COORDINATOR

This role entails:

• enlisting member volunteers to do Gallery 5 Duty so as to maximize the opening hours of Gallery 5
• training new volunteers in the expectations of the role of Gallery Duty
• compiling and displaying (digital & hardcopy) the Roster for each current month and the month to follow
• communicating to all members any requests for more volunteers and advise of changes as required
• ensuring any documents are filed & reviewing effectiveness of a given event and deducing improvements to be made

MYOB ADMINISTRATOR

This role entails:

• entering the income and expenditure of HBAS into our Managing Your Own Business program.
• liaising with the Treasurer to ensure accuracy and currency
• updating records as required

NEWSLETTER EDITOR

This role entails:

• collating submissions from HBAS President, other officers / coordinators and any others needing to communicate via our monthly newsletter
• composing the monthly newsletter and sending it to HBAS Secretary
• publishing the hardcopies of the monthly newsletter plus sending a digital copy to the HBAS Webmaster
• sending the current newsletter to interested organizations / venues / businesses

PUBLICITY OFFICER

This role entails:

• gaining publicity for key exhibitions – Annual Competitive Art Exhibition, Annual Members’ Exhibition
• arranging radio interviews, magazine coverage and /or television reports about the exhibitions, artists or displays
• liaising with Fraser Coast Tourism & Events to keep Gallery 5 exhibitions in the eye of tourists

PURCHASING OFFICER & FINANCE ASSISTANT

This role entails:

• purchasing consumables as required and storing items appropriately
• assisting the Treasurer as needed and doing treasurer role if current Treasurer is away

RAFFLES / FUNDRAISING OFFICER

This role entails:

• procuring suitable raffle items/prizes and seeking donations where appropriate
• communicating the upcoming raffles/fundraising activity to our members
• selling tickets or arranging members to sell tickets
• Setting timeframes and drawing of each fundraiser / raffle

WORKSHOP COORDINATOR

This role entails:

• assisting the expansion of our workshop programs to support or supplement our tutored sessions, or to present new skills / styles
• liaising with HBAS Executive to organize workshops to create diversity while avoiding clashes
• seeking outside artists of note to present workshops (four per year on average)
• setting prices for workshops to at least cover costs and minimize the financial burden on our members
• communicating upcoming workshops to all members in a timely manner (where possible)
• ensuring any documents are filed & reviewing effectiveness of a given event and deducing improvements to be made

WEBSITE ADMINISTRATOR

This role entails:

• creating HBAS website with a focus on easy use and information sharing
• updating our website as required
• regularly adding new quality photographs of artworks / workshops / events
• keeping the HBAS website at a high standard and trying to protect it from scammers where possible
• liaising with the HBAS Executive as to the content to be front and centre on the website

3D EXHIBITS CO-ORDINATOR

This role entails:

• processing 3D artworks & label each piece with details
• compiling lists of 3D artworks on display and track sales of items
• promoting 3D displays within Gallery 5 and encourage artists to display more regularly
• arranging display areas / display cupboards for best visual impact
• ensuring any documents are filed & reviewing effectiveness of the 3D display and deducing improvements to be made
• coordinating the display shelves containing members’ unframed artworks and tracking these works to keep the displays fresh

To see a full list of the current coordinators/officers go here.

_{Description of Roles is as per ‘Co-ordinator Roles’ document released Nov 26, 2021. Original PDF of this document can be downloaded here.}