Guild Quilt Show - Recordkeeping

[Judy M.]

Does anyone know of a program out there that keeps track of all the bits of paper associated w/a show? Like Entry Forms, Quilt Intake, Contacts, Entrant Info, Signage, Judges form, results, etc?

If there's not a program specific to quilt shows, can you share what you've done to keep track of all the details?

Our guild is planning our first show, and need all the help we can get.

Thanks so much -

Diane in Texas

[Teri L.]

I don't know of a specific program - we used email to keep in contact with our committee and our last show chair developed a time line to help the next chairs keep things moving forward.

Contact me privately and I'll share with you some of what we did.

Teri

[Teri L.]

We keep all of our paper in a 3 ring binder with sleeves and dividers. After every show we have a critic session and a secretary keeps notes which we put in the book for the following year. We took turns going through the book and updating information.... it is a history of our group so we all found it informative and interesting.

Last year one of the girls went through the book and retyped notes so all the information was condensed into one form. Makes the whole thing easier to read but not as much fun. All of her retypes went into a new book but we kept the old book to laugh and cry over as we lost some of our members over the years. We now have a computer cD with all the information in Word and Excell files. A lot of the lists are now in a check off format.


We have an on going lists and we keep multiple copies of them.

List include:

List of supplies needed to display the quilts... tacks, latter, tape, stabler, racks... etc.

Signage
List of advertisers... free and paid... on line. I usually get stuck with the job of posting on all the free internet sites.

Attendance... sign in books, $ money earned / spent for various activities... ie luncheons, Chinese raffle... we have eliminate some activities and added others. .... tooo much work and no fun.

Responsibilities... who does what when does it need to be done.

Remember quilt shows are a building activity... attendance is not too many people the first year but put on a good show and the show will keep building.

We found the best way to get attendance up was to send several letters/ notes/ flyers to all the other guilds within a 25-50 mile radius. WE would ask them to publish an announcement in their newsletter, we would send fliers (quarter sheets) to put out at their meeting. We also sent an invitation to the quilt show to be read at their meetings. Let them know what to expect.. number of quilts displayed, demonstrations being done... type of quilt show... ie Art Quilts, antiques, contemporary, traditional... mix media etc.

Good luck with your endeavors.