Alki Art Fair Vendor Coordinator

We are looking for a creative art lover who enjoys working in a fast paced environment and the challenge of coordinating large events! The Vendor Coordinator will work closely with the current director to learn the ropes of planning, coordinating and running the Alki Art Fair.

• Work volume varies based on the calendar as it relates to the fair. More work as you get closer to the fair and during the month of July.
• You would attend all monthly board meetings and would have additional meetings with the director and volunteer chair positions as needed.
• Be present all three days of the fair Friday - Sunday plus Monday for some fair clean up
• Assist in the setup and teardown of the Fair
• Work within the Fair budget and always get expenses approved by the board;
• Take the lead on the below items:

1. Managing the vendor email and all artist and food vendor communications (including emerging artists).
2. Maintaining a vendor database for both artists and food vendors, including the collection and verification of business license numbers and payments
3. Carrying out the following Artist Vendor Management duties:
   1. Support Technology Chair to ensure online application forms are updated and functional, and send out the link to all past artist participants as well as new artists who inquire about how to apply.
   2. Support with the Marketing Chair on advertisements and other communications focused on encouraging artists to submit applications
   3. Receive and monitor all incoming artist vendor applications, payment status, and artist categories
   4. Support the Jury Chair to review all artist vendors through a jury process, ensuring a balance of media types and variety of artist vendors
   5. Work with Treasurer to make sure payments received are correct
   6. Assign all vendors a booth spaces
   7. Silent auction solicitation as part of acceptance into the fair, tracking donations by vendor, and leading volunteer efforts for collection and communication about the silent auction during the fair
   8. Work with Fair Director to create fair map after assigning booth spaces
   9. Communicate to artists in a timely fashion about information about acceptance, booth space, load in/out, and any other pertinent details
   10. Ensure all artist vendors have required permits/business licenses.
   11. Manage load in and set up of vendors and artists during the Fair in a timely and organized fashion
   12. Provide support for artists and vendors during the fair including answering questions, working with board and volunteers to ensure adequate booth sitting, and directing appropriate questions and concerns to the Director
   13. Work with the Treasurer at the close of the Fair to collect 10% of artist proceeds as required by the City.
   14. Assist with load out and clearing the park at the end of the Fair
   15. Attend monthly board and staff meetings
4. Carrying out the following Food Vendor Management duties:
   1. Work with Technology Chair to make sure online applications are up-to-date and functional, and send out the link to all past vendor participants as well as new food vendors who inquire about how to apply.
   2. Accept food vendor applications
   3. Support for staff and volunteer meals…
   4. Communicate to food vendors in a timely fashion all information about acceptance, booth space, load in/out, and any other pertinent details
   5. Assist food vendors in checking in and setting up before, during, and after the Fair.
   6. Work with Treasurer at the close of the Fair to collect 10% of food vendor proceeds as required by the City
5. Carrying out the following post-Fair responsibilities:
   1. Check email to make sure there are no remaining questions from artists or food vendors after the Fair (August).
   2. Send thank you email to vendors post fair
   3. Report out on successes and improvements needed at debrief meeting (August or September)
   4. Attend board and volunteer thank you party

Required Abilities and Skills

• Excellent written and verbal communication skills
• Organized with an attention to detail
• Coordination or project management experience
• Proficient with Google suite (Gmail, Gdocs, Gsheets, collaboration)
• Experience with administration and data management
• Appreciation for the arts!

Desired Abilities and Skills

• Experience in event management
• Website management
• Basic design/Canva experience
• Lives in Seattle (West Seattle Preferred) - if you think you are a great fit but don’t live in Seattle, we still encourage you to apply!

English - fluent