HES Guidelines

COLUMBIA WEAVERS AND SPINNERS GUILD 

2017 HOLIDAY EXHIBITION & SALE GUIDELINES 

GENERAL PRINCIPLES 

1. All acceptable articles for the sale shall be handmade by the participant, creative, original, durable and have good workmanship, reflecting the aims and purposes of the Columbia Weavers and Spinners Guild. 

2. Exact copies of commercial articles, no matter how well made will be excluded. 

3. Items made from commercial kits will be excluded. 

4. All sales are final. Any other arrangement made between the artist and customer is separate from the Holiday Exhibition & Sale (HES). 

5. Columbia Weavers and Spinners Guild (CWSG) does not carry insurance on HES inventory. Any items lost or stolen at the event will be at the expense of the artist. 


PARTICIPATION IN THE HOLIDAY EXHIBITION & SALE 

1. Membership in Columbia Weavers and Spinners Guild is a requirement. 

2. You must be a CWSG member for a year prior to selling in the Holiday Exhibition & Sale. 

3. You must follow all guidelines, rules and deadlines for participation as stated here and made by the Steering Committee. 

4. You must accept decisions of the Steering Committee regarding commission rates, quality control, jury decisions, price recommendations and job assignments. 

5. You must sign up for participation as soon as possible, but no later than June 25 for full participation. 

6. You must receive and respond to email/mail/phone messages in a timely manner. 

7. Steering Committee chairs with inventory will pay a $20 entry fee, 12% sales commission, donate two door prizes and work one shift for each day of the three day event. 

8. All returning HES participants will pay a $20 entry fee and 20% sales commission. New HES participants will pay a $10 entry fee and 20% sales commission. In addition, all participants will donate two door prizes and work one shift for each day of the three day event. In addition, participants not serving on the Steering Committee need to sign-up for and complete a pre-sale job. 


HES STEERING COMMITTEE 

1. The Steering Committee consists of seven chairs: Membership, Publicity, Mailing, Inventory, Bookkeeping, Display, and Event Facilitation. The CWSG president will serve as an advisory member to the HES Steering Committee. 

2. To join the HES Steering Committee, you must be a CWSG member in good standing for at least five years and you must be a HES participant for at least three consecutive years. 

3. The HES Steering Committee will ask for names of people interested in serving on the HES Steering Committee at the September CWSG meeting. If you are interested, inform the Membership Steering Committee chairperson. 


MATERIALS AND METHODS 

1. No materials should be excluded if they are suitable for the article produced. In other words, even wire, acrylics, wood, fiber, grapevines, etc. could be used if they are required to express an artistic approach to the handmade method being used. 

2. Any method should be allowed which falls under the following categories: 

Hand Weaving – Hand Spinning – Felting – Surface Design – Basketry – Paper Making 

Bead Weaving – Knitting – Fiber Constructions – Original Kits – Jewelry Exhibiting Fiber Related Techniques 

QUALITY, WORKMANSHIP & INTEGRITY 

1. Hand woven items should exhibit the use of proper fibers and sett. The beat should be consistent. The dimension of the pieces should be within standard sizes. The hems and finishing techniques should be appropriate for the item. The items should be wet-finished, (pre-washed), unless inappropriate, and include size/dimensions and care instructions. 

2. Hand spun yarn should exhibit proper twist, consistency, quality fiber and appropriate finishing. The yarn should be labeled with fiber content, weight or yardage, care instruction and suggestions for appropriate use. 

3. Homegrown fiber should be clean, first quality fiber, free of vegetable matter and second cuts. 

4. Hand knit items should exhibit the use of proper fibers and technique, (no knots on the back side), appropriate gauge for the yarn used, proper finishing (blocking), and care instructions. 

5. Hand made basketry should exhibit structural integrity and appropriate finishing. 

6. Hand made paper items should be suitable for the intended use and not exhibit brown. 

7. Surface Design, as in silk screening, dyeing, printing, and marbling should exhibit an appropriate finishing technique, so that dyes and pigments are fast. Hems should match final color of item – not show up as contrasting/white stitching. 

8. Hand felted items should be well meshed, durable, appropriate for its intended use, and include care instructions. 

9. Wall Hangings must be ready to hang. The quality of construction will be subject to the same good workmanship criteria as any other article. 

10. All Jewelry items must display appropriate construction techniques as well as proper finishing. Overall integrity of the piece must be acceptable. Earrings must be put on a card. 


JUDGING ARTICLES FOR SALE 

1. Items not previously presented for sale at HES must be approved by an HES jury. 

2. New HES participants need to bring examples of their work to the “New Participant” meeting for initial quality inspection. New participants need to have their work juried. Returning participants must have their new work juried. (Refer to Form 6, HES Jury of Items) 

3. Experienced CWSG members, whether or not they are currently participating in the HES, may serve as jurors. Specific meetings will be announced for the jury of items into HES. 

4. A completed Jury Form needs to be submitted to the Inventory Committee Chair one week prior to the date of the jury meeting. 

5. The jurors have the authority to reject inappropriate items at anytime (at jury meetings or at the final jury event known as “Quality Control” which occurs at Check-in). Jury decisions are final. 


INVENTORY PROCESSING and QUALITY CONTROL 

1. No items for sale can be previously worn, or used. All items for sale must be properly aired out. Any item with a heavy scent or an unpleasant odor will be rejected. 

2. All items with proceeds to be donated to a designated fund (Scholarship etc.) will need to follow the above guidelines. Please submit your item to the volunteer in charge of fund submissions. 


3. INVENTORY FORMS 

The Bookkeeping team will electronically send out (MS Excel) inventory forms to each participant. Fill the form out by using the following guidelines and electronically return it to the HES bookkeeping team no later than October 10. 

The Bookkeeping team has established a list of approved product names that will be used to fill out your inventory sheet and to describe your inventory. (These will be recognized by the database and the database is key to the success of the HES event.) 

You will be assigned a range of numbers to use for your inventory numbers (NO initials). 

In the column named ‘ProductName’ enter the approved product name. 

In the column named ‘Description’ enter a description that uniquely identifies the item to you, i.e. fiber, color, etc. Sizes are recommended where applicable. 

In the column named ‘Price’ enter the price of the item. 

Participants are advised to over-estimate the number of inventory items on the electronic sheet. Include items on your inventory sheet that may not be started or that may get sold before HES. 

Inventory items cannot be added after the October 15 deadline. 

4. UFO’s and ABSENT ITEMS 

Any items listed in the inventory but not finished or present at Check-In, will not be checked-in. 

At check-in, the “In” column will be marked “N” indicating that the item was NOT checked-in and that item will be excluded from the sale. 

5. HANGTAG 

Each item for HES must have a hangtag or business card indicating your name or business name, your address or contact information. The fiber content, the care instructions and if applicable, the dimensions/size/yardage/weight of item. 

No staples or pins or plastic tagging barbs are allowed! 

You will be issued CWSG/HES hangtags (approximate 1" x 4.25") and coded price stickers for each item in your inventory. The CWSG/HES hangtags will have a place to adhere the coded price sticker. The part of the tag that identifies it as CWSG will remain on the item at checkout, while the coded portion will be removed for our backup bookkeeping system. Please string the CWSG/HES hangtag ON TOP OF your personal hangtag/business card. This assures a standardized operation at the sales table, increasing the efficiency of the cashiers. 

The coded price stickers will be issued to you by the bookkeeping team prior to check-in. Each sticker will contain an inventory number, product name (as an abbreviation), seller’s name, and price. They need to be adhered to the blank portion of the CWSG/HES hangtag. 


6. PRICING 

Prices submitted on your inventory sheet must indicate the ACTUAL or FINAL price of each inventory item, NOT an ESTIMATED price. Once you submit your inventory sheet to the Bookkeeping team, price changes are discouraged. 

Pricing of items needs to be in the appropriate range to ensure fairness for all. Suggested price ranges are available from the Bookkeeping team. 


7. CHECK-IN 

Each item for the HES (even when there are multiples of the same thing) must be properly tagged and checked in. Sign up for a check-in appointment, arrive promptly, and have your inventory tagged, & packed sequentially. You do not need to bring an inventory sheet to check in. Inventory sheets will be printed by the bookkeeping team. 

After check-in, each item will be reviewed by the Quality Control team for final jury. They have the authority to recommend changes or to reject items as they see fit. 


PARTICIPANT SHOPPING 

1. HES participants or CWSG volunteers may put inventory aside for purchase after all of the inventory has been placed on the floor for sale. PLEASE NOTE: If you put it back, you buy it, all of it, at full price. YOU CANNOT RETURN IT TO THE SALES FLOOR. Items need to be paid for as soon as possible or at the latest, the end of your shift for that day. 

2. Appreciation certificates for CWSG and museum volunteers will be given for a 20% price discount of one item. This can be redeemed during the Sunday Discount Hour or at the end of their volunteer shift. (Note: There are no time restrictions for the museum workers.) 

3. After the public has concluded their shopping on Sunday, HES steering committee members and (selling) participants will be allowed to shop from the REMAINING inventory. They will receive a 20% discount on any and all purchases they make during this time. 


CHECK-OUT PROCEDURE 

1. At the conclusion of the Participant Discount Shopping Hour, the Bookkeeping team will indicate that it is time to check out the inventory. They will have a sheet printed for each participant, indicating which items have been sold. 

2. Gather your remaining inventory into a single area. 

3. Get your Inventory Sheets used at Check-In from the Participant’s Inventory Binder. 

4. On your Inventory Sheets, put an “S” in the Out’ column for every item that has been sold. 

5. Then check off your unsold inventory to the remaining blank lines in the ‘OUT’ column. 

6. Report any discrepancies to the Bookkeeping team. 

7. Return your Inventory Sheet to the bookkeeping team so that they can be returned to the HES Participants Inventory Binder. 

8. The CWSG treasurer will send checks to HES participants by December 15th, barring any unforeseen circumstances. 

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CWSG Webmaster,
Jul 7, 2017, 5:21 AM