Policy and Procedures 2024

Sample letter: From: Janice Wright Sent: Monday, December 3, 2018 1:42 PM To: Emily Kapes Subject: Women Artists of the West Show Inquiry Dear Emily,

SPONSORSHIP CHAIR Duties include: •

Solicit sponsors for award prizes including cash, merchandise and gift cards for the National Exhibitions. NOTE: the sponsorship chair DOES NOT contact the magazines, the job to solicit awards from the magazines is the Advertising Chair’s. • Ensure sponsors are recognized on the WAOW website, show catalog, social media, and national adver tising • Create and maintain records of sponsors’ commitments and timelines (i.e. what merchandise, value of merchandise, shipping to whom on what date). Follow up as needed. • Coordinate with local show chair who receives merchandise awards (this person should be designated before the first letters go out to sponsors with the contact and address included in letter); coordinate the receipt of awards and maintain records • Work with show chair to determine award categories and pair/pack the sponsored prizes to best fit into those categories. Total values of each category should be tiered accordingly/fair as possible. Create spread sheet of suggested award packages with corresponding values for show chair to use after show judge selects the awardees • After show, obtain spreadsheet of winners from show chair and send thank you letters and copy of show catalog to each sponsor with the recipient’s name and piece that their donation went to. Letter also includes WAOW tax ID number for potential tax donation write off for sponsor • Attend monthly show committee conference calls during planning period • Prepare and submit sponsorship report for each committee meeting • Attend board meeting quarterly conference calls • Prepare and submit sponsorship report for board meetings

One of the members of our organization Women Artists of the West (WAOW) spoke very highly of The James Museum and suggested that it might be a good fit for our annual art exhibition. Similar to your founders Tom and Mary, we also share a love of Western and wildlife art. WAOW is one of the oldest national women’s artist groups in the country and all membership levels are juried. While our roots go back to 20 western horse women who combined their riding and rodeo events with their art careers, we have expanded our membership base to include 300 members from over 30 states and Canada. WAOW members create both in their indoor studios and en plein air. They paint and sculpt still life and floral, landscapes and seascapes, figures and portraits, ranch and rural life, traditional and contemporary west, wildlife and domestic animals, historical events and Native American subjects. Styles are varied and diverse and include impressionism, expressionism, realism, representational and contemporary in all fine art media and in two and three dimensions. We have secured venues in Colorado for 2019 and Arizona for 2020. Currently, we are seeking a venue for 2021, 2022 and 2023. Would you be interested in hosting one of our annual art exhibitions? You may view an online catalogue of our work and find out more about us through our website www.waow.org Many thanks for your consideration, Sincerely,

Brenda Morgan Big Horn

Bonnie Brenz Ghost Towers

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