Policies and Procedures.indd

NATIONAL ADVERTISING CHAIR As of this date, the National Ad Committee is comprised of several people working with the National Ad Director.(Director, Graphic Artist, Press Release Writer, Evites Crew and Boots on the Ground who live in the venue of a particular show) National Ads Acquire & Negotiate Bids and report bids to Board for National Advertising All bids are obtained in writing to ensure clear communications with magazines. National Ads usually include those for national shows and the Annual Guidebook for Art of the West (always published in January and supplied to major shows throughout the year) Make Calendar for press releases and editorials for shows by major magazines and report this information to those who are involved in those events (WAOW president for editorial interviews, press release writer, graphic artists for final due dates, etc.) Local Ads Coordinate with Local Boots on the Ground and/or show chairs and/or Venue for local advertising. This chang es every year. Press Releases – (usually a position of someone on the ad committee) NAD works with Press Release writer to assist in proofing and providing images for press releases. Also coordi nates with local “boots on the ground” and/or show chairs for press release to local venues. Makes Calendars for press release deadlines for the press release writer and follows up as a safety net on those deadlines. Ad Design & Writing of approval from Advertisers. NAD is responsible for Final Design approval (includes working with graphic designer) on design templates for ads and coordinate with Catalogue Designer for continuity for show. Usually before final approval, ad template is first coordinated with catalogue designer (currently Nori Thorne) and run by Show Chairs (sometimes venue) for the input and preferences. The final design is usually derived from the group’s input but the final-final design rests with the NAD. I always require final ad proof “OK” from each advertiser as it is the only way to address an issue if an error is made. I have always had myself, the graphic artist and at least 2 others review the ad spread for proofing. Still, I have made a few errors in the final ads (buck stops with the ad director) and when I do, the magazines have worked with me to make restitution that is satisfactory to the artist. Artists have made a few errors with their proofing too and the email chain has been helpful in reminding them their approval in written form. One reason why errors in the ad spreads can be a problem is the numerous drafts the ad spread may take, artists themselves making an error that we catch (but maybe not on the first draft) artists not catching an error on their own ad, the magazine not understanding the importance of the first page designation as a right or left lead start, one artist may have different images in different magazine spreads- all this is to say that errors will occur and that having an artist’s final approval in writing is very important. Sounds easy but several of WAOW artists do not check email daily and some of these approvals have to be chased.

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