Thank you for helping! The Volunteer Sign Up is ready for people to choose their preferred tasks in 2026. Other volunteer opportunities are also listed below.
97116 Art Show is completely volunteer run, so any help is greatly appreciated!
April is taking 2026 off from producing art shows.
We need more help on the pre-show tasks! April has done & Emily has committed to certain areas, we need others to pick up the rest and fully own them at the same time as briefly running it Emily.
2026 can only happen if we have volunteers for:
Must Haves
- Remix current graphical design assets for posters and cards by deadlines (must be able to use Google Drive) – Emily ✅
- Have call to artist flier done using current assets by July 1st Wed Market – April (done early)✅
- Have posters to printer by Oct 26th, pick up posters, pass to volunteer to hang around town before Merchant Trick-or-Treat
- Send out MailChimp marketing for artists and show
- Add the show to local calendars like News in the Grove, Chamber, RACC, Discover Forest Grove, & Tualatin Valley Creates
- (Already set for Kathrin Cawein Gallery 2026) Scout venues & gather their rental costs. Once approved, handle the facilitation with property owner or recruit helper. Minimum 11 days needed in the venue for weekend popup.
- Find musical entertainment options, once cost approved, 100% handle the logistics with musicians or recruit helpers – Emily ✅
- Run fundraising Oktoberfest booth if selected by the committee, usually last Saturday of September and an all day event.
- Schedule Banner with City in August then Coordinate with Miracle Sign to update street banner & deliver to city. Also manage picking up the banner after its display week.
- Solicit and 100% manage food and alcohol vendors or recruit helper – Stevie ✅
- Adds all artist payout information to sales sheets
- Banker, passes all Square sales and donations through checking account and does payouts – Emily ✅
- Post artist images & exhibit details on social media 1/day or as available
- Volunteer management (make the Sign-up Genius using standard template & be point of contact) April made signup early, may need editing and still need a point of contact
- Artist Management & Info Emails
- Website Updates & Registration Forms (WordPress) – April (done early)✅
- Add artist number list to the appropriate WordPress post
- Check in & check out sheets – April (done early) ✅
- Inventory Form (Google Forms) – April (done early) ✅
- Confirm inventory received matches inventory responses prior to opening weekend
- Upload complete inventory to Square Store
- Lead artwork intake shifts
- Lead artwork installation shifts (must be able to redirect others if proper handling / hanging techniques aren’t being used)
Wish List
- Write and send Press Release by Oct 15
- Solicit $50 poster sponsors, max 5 (one will likely be venue at no charge)
- Seek grant opportunities and apply, and find non-profit fiscal partners if needed
- Gift Oktoberfest booth volunteers a break, one at a time
- Visit WashCo Open studios to invite artists (Usually mid-October)
- Visit Yamhill County Art Harvest Studio Tour to invite artists (Usually 1st two weeks October)
- Visit July – Oct First Wednesday booths to invite artists
- Visit Hillsboro First Tuesday Art Walks to invite artists
- Visit Hillsboro First Tuesday Art Walks to hand out show flyers
- Coordinate with other arts venues to offer stuff same weekend (Art block party)
- Scour Instagram for interesting local artists to invite via DM
Possibilities
•Better commission if you volunteer or no entry fee (if there is one) if you volunteer, •Parking lot light or fire dancers, •Food vending trucks, •Other arts venue activities the same weekend •Annual Calendar of crowd favorites
Continue
- Entry deadline will always be Oct 31
- Show will always open 3rd Friday in Nov
- Opening Reception 6-10pm
- Weekend Exhibit will always be 12-4pm Sat & Sun
Change
- Artist images by October 25th to be considered for print media