Now the deadline is upon us, the entry forms are posted online, submitted via an online form at which point I collect all the info, put in into the database so I can send a file to Anne with all the info she needs to document for her records and for the show.

I then collect all the images, edit them for the web, resizing, taking out backgrounds etc.
Making sure I have received both entry forms and images from everyone who is still participating. Fielding questions and making sure everyone is on time and mailing their quilts to Anne, so that she has them for the planned venues. The venues count on her to provide a good body of work for them to show and she counts on all of us to provide that for her. That is why when you request your quilt back in the middle of its scheduled travel, it hurts everyone. The venues and Anne depend on being able to present a certain number of quilts.

I then go to work to put together the exhibition catalog. I am organizing, pasting pictures and text and arranging each artists page as the info comes in. It can take up to several weeks. Proof read, posted for the artists to view and check one more time before it is announced to the public to see.

In the mean time Anne is still working with challenges she already has and getting ready to receive new quilt and forms and payments in the mail. More record keeping.  And storage room needs to be made for the new challenge quilts that are coming her way.

The quilts arrive and Anne lets people know as they get there, that she has received them. Marks her sheet and stores the quilts till the time for the venue.

Anne can have 2-3 challenges of quilts in her possession that are coming and going from venue to venue. That’s a lot of quilts to keep track of. Shipping to and from takes time and Anne mails the quilts back promptly as soon as she receives them.

And when the venues are all up for a particular venue and its time for the quilts to return home, she must box up each quilt and take them all to the PO and mail them. She does this by herself. Sometimes new boxes need to be purchased as the ones they came in are either not sturdy enough to make the trip back home or way too big, added costs, Insurance must be secured for mailing and postage fees paid.

Record keeping is vital to a non profit and takes a good deal of time to make sure all is in order and yearly taxes need to be prepared and a tax accountant needs to be paid to take care of these matters.

So your attention to details, name photos correctly, sending in proper forms, filling out online forms correctly all help in keeping the work flowing smoothly. Remember we are all volunteers in this process and we appreciate your help with the details.

Signed, All of us here at the Fiberarts Connection