The Clay Fest Steering Committee is the group, consisting of all current Clay Fest Committee Chairs, that runs the Clay Fest show. Contact info for current chairs is here.

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Barcode Labels

The ClayFest Barcode Label Chair is responsible for printing and distributing the barcode labels to ClayFest vendors to price and label their items for sale. Responsibilities include: Setting up and maintaining spreadsheets (Bar Code Labels, and Extra Labels Requests), printing, packing, and distributing bar code labels to all participating vendors prior to and during the show. Annual Estimated Time Requirement for this position is 40-54 hours.

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Bookkeeper

The ClayFest Bookkeeping Chair is responsible for maintaining the Master Bookeeping Spreadsheet for the current year, adding and archiving vendors/participants annually in the Square system, updating daily sales totals during the show, working with Sales Tags team to finalize accounting reports, and reporting final numbers to the President and Treasurer after the show. Other responsibilities include: organizing and managing the team that takes payments at the June Booth Pick event each year (including prep work, set up and tear down after the event), and assisting Bar Code Label Chair with questions and information updates as needed. Annual Estimated Time Requirement for this position is 33-47 hours.

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Building Prep

This position applies for the fire permit for the show and coordinates placement of tables and chairs on Wednesday, prior to the installation of pipe and drape at show set up. On Friday the Building Prep Chair checks booths for proper extension cord and light installation and meets with the Fire Marshal to review the layout and get the permit signed. This position coordinates the efforts of up to six committee members to set up and tear down the show.

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Cash

The cash chair has all duties related to cash collected from sales during the show. Prior to the show the chair gets cash from the bank and distributes the cash into packets, one for each till for each work shift. During the show the chair distributes cash to clerks at the beginning of the shift and picks it up at the end to count. Counting is at the end of every shift, so the chair must be at the show and work for part of each shift. At the end of the day the chair deposits cash in the bank night deposit box. The chair must be comfortable with responsibility for large amounts of cash.

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Clay Fest Show Chair (or co-chairs)

The Clay Fest Chair(s) shall oversee the organization of the annual ceramic show. The chair shall act as chair of the Clay Fest Steering Committee. This position is elected by a majority vote of the members present at the annual January Local Clay meeting. It may be held by one or shared by two persons, with co-chairs holding only one vote in Board matters.

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Credit/Debit (may have 2 co-chairs)

Coming soon

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Demonstrations

The Demo Chair coordinates with the demonstrating artists and other chair positions to make sure the demonstrators have everything they need for smooth presentations. This includes clay (from Georgie’s), furnishings, drop cloths, sound system, potters’ wheel, tools, etc. They refresh the demo area between artists and clean up the demo area at the end of the show. This position makes announcements about the demos during the show and coordinates the flower club participants who use this area prior to the show opening.

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Gallery Display (may have 2 co-chairs)

This position is responsible for preparing the gallery for the show. This covers the work necessary to install the physical Gallery space, including electrical wires and lights. Arrange for U-Haul rental for transporting pedestals and all other show equipment to and from storage. Supervise committee members during painting and light installation. Coordinate and supervise dismantling of gallery after show.

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Graphics

The Graphics chair creates our public visual image. S/he creates bookmarks, postcards, posters and show map handouts, and supervises them through print production. In association with the Publicity chair, s/he produces print ads, digital ads, billboards and theater ad images, and delivers them to media in a timely fashion.

Responsibilities include: soliciting pottery photos from members, design and layout of show publications and ads, some digital photo retouching and manipulation. This role requires design skills and experience with Photoshop or a comparable program. Also requires the ability to work independently, track expenses, and deliver work by the deadline. Work is primarily completed in March through October.

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Hospitality

The Hospitality Chair oversees the potter’s break area at the Clay Fest show. This position sets up the area, coordinates committee members to keep snacks stocked and the area tidy, and cleans up at the end of the show. This position includes a small budget to purchase coffee, tea, and snacks.

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Enrollment Application and Participant Information (formerly Info Packs)

Prepares the online show application. Maintains all information pertaining to the show including schedules, electrical requirements, booth map, etc. for online publication/distribution to participants. This position updates the enrollment application with applicable details each year. As needed, sections/questions will be developed or revised as show needs change. This task is completed with close attention to detail and must be completed by April 1. The application must be structured to gather accurate and complete information to be used for the booth pick process and work assignments. This position requires knowledge of Google Forms and strong writing, editing, and proofreading skills with excellent attention to detail. Most of this position’s work is completed in January through April.

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Kids’ Clay

This position oversees the Kid’s Clay area at the Clay Fest show including ordering supplies prior to the show, overseeing set up, monitoring shift coverage throughout the show, and cleaning up at the end of the show. The Kids’ Clay Chair stores table coverings, materials, tools, and aprons until next year’s show.

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Mailing & Communications

The Mailing and Communications Chair is responsible for email list management, physical mail service coordination, postcard mailing, and quarterly (digital) newsletter development. 

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Postering

The Postering Chair's responsibilities are concentrated in the three weeks leading to the show and several hours following the event.  This role involves emailing the business lists stored on Google Drive and organizing posters accordingly. The Postering Chair then distributes these posters to committee members, assigning each person a specific list of businesses.  Committee members are responsible for picking up their poster packets, posting them at the assigned businesses, and tracking which locations approve or decline posting. After the show, each committee member must submit their completed worksheet, which the Posting Chair will collect and update on Google Drive.

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Publicity (may have 2 co-chairs)

The Clay Fest Publicity Co-chairs create and implement a strategic publicity campaign across print, web, radio, television, and social media. Duties include writing press releases; coordinating ads; calendar submissions; collaborating with graphics; maintaining social media presence throughout the year, especially February-October; taking photos and videos during the event, maintaining records; and pursuing new opportunities to expand visibility and engagement.

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Registrar

Coming soon

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Sales Area

Purchase and organize all supplies needed in the Sales Area to complete customer purchases. Coordinate with committee members to set-up/tear-down the sales area. Make sure the sales area’s supplies are maintained during the show. 

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Sales Tags (may have 2 co-chairs)

Coming soon

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Secretary

Coming soon

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Security & Info Table

This position schedules shifts and supervises pre and post-show Security committee members. They set up the Info Table and manage staffing, including shift changes, update Security notebook, perform any other tasks that facilitate a safe and successful Clay Fest. This position breaks down the Info table after the show and stores materials until the following year.

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Show Chair Assistant

This position assists the Clay Fest Show Chair in operation of the Clay Fest Pottery Show. They help cover hours of supervision before, during and after Clay Fest and provide any requested assistance to the Show Chair.

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Show Furnishings

This position orders the rental pipe and drape, stanchions, tables, chairs and light bar supports for the show. (Current vendor is Eyebeam Event Services) Coordinates with registrar and other show chairs to track changes in furniture needs throughout the registration period. Creates the setup map for the furniture vendor and facilitates the resolution of any questions during setup. Completes a walkthrough the vendor to confirm proper setup.

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Signage-Booth

This position is responsible creating and providing all required booth signage and vendor name tags during the show.

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Signage-Show

This position is responsible for handling the outdoor signage that advertises the Clay Fest show, as well as most of the signage hung inside to designate the various areas of the show. This position is also responsible for maintenance and storage of the signs and banners.

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Treasurer

The Treasurer shall be responsible for all fiscal matters of the corporation and shall maintain adequate books and records which accurately reflect the operations of the corporation and its assets and liabilities. The Treasurer shall also prepare or cause to be prepared all quarterly, annual and such other reports ordered by law, and shall perform such duties as are incident to the office of Treasurer. The Treasurer of Local Clay shall also serve as the Treasurer of Clay Fest. This position is elected by a majority vote of the members present at the annual January Local Clay meeting.

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Webmaster

Maintains the Clay Fest/Local Clay website. Updates the site with current info for show attendees and vendors. Updates the online list of members so Georgie’s knows who qualifies for the member discount. Posts meeting minutes, newsletters, events, and other content received from various steering committee chairs. Experience building websites in Wix or a similar platform is helpful. This position completes work throughout the year with the most frequent updates happening in August and September.

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Work Shifts

The Work Shifts Chair is responsible for organizing and delegating Committee and Work Shift assignments to participants of Clay Fest. All responsibilities for this position begin in August and continue till the show weekend. Work shift schedules and Committee Assignments are posted on Website by September 1st.  All schedules are created using Google Sheets. The Chair will spend approximately 20 to 25 hours sifting through and organizing the information provided by registrar on committee jobs and work shifts preferences of the participants.  The chair will also need to update the assignments as drops from the show happen. Ask Webmaster to update posting as needed until show weekend.

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Last updated 2/13/26