Membership 2025

Synopsis The Website Coördinator liaises between with the Web Administrator and FAS Coördinators to ensure smooth and timely integration of accurate FAS website content. 

PROFILE All year: Checking through the website, being the first responder to website requests; making small changes if needed on the spot, discussing bigger changes with Stephan. Closer to Art Stroll: Directly keeping the sponsor site up to date from input from sponsor coordinators; proofreading the artists’ pages and if necessary make small changes in there (text / image replacement). Helping the brochure coordinator with their online form to get artists’ statements in time, and look through those for necessary changes. From around March up to the stroll that’s on average 3 hours of work per month.

OBJECTIVES Keeping the website tidy and keeping all small things away from Stephan so he can focus on big things. 

Synopsis This position manages all aspects of local commercial sponsorship fundraising for the Fernwood Art Stroll. 

PROFILE Establishes and maintains good relations with community businesses and liaises with Brochure & Website Coördinators and graphic designers in order to deliver website and brochure ads to sponsors’ satisfaction. Works with Treasurer to invoice and collect sponsorship funds and reports on sponsorship status at committee meetings. The Sponsorship Coördinator’s term begins in late January with approaching potential sponsors and ends after all sponsorship funds have been collected, the sponsors thanked, and the final report delivered at the post-event wrap-up FAS Meeting.

OBJECTIVES To raise funds for the Fernwood Art Stroll from community businesses.

RESPONSIBILITIES
Sponsor Procurement and Relations Maintain a comprehensive list of businesses that contributed previous years, including contact information and advertising text. Ensure our sponsors’ ad information is correct and visually portrayed to their satisfaction.
Liaise with Brochure & Website Coördinators Works on behalf of the graphic designers, helping our sponsors understand the parameters within which their ad will need to fit – both on the website and in the brochure.
Collect Funds When sponsors are satisfied they are invoiced with note of thanks and payment options. Funds collected by the Sponsorship Team must be provided to the Treasurer at or by the next meeting.
FAS Committee Reports Attends FAS meetings and provides sponsorship updates. 

Synopsis This position leads a Distribution Committee of 2-3 volunteers to perform tasks related to the distribution of printed FAS brochures.  

PROFILE The Brochure Distribution Coördinator should have: one year of previous experience with Fernwood Art Stroll; a general working knowledge of the City of Victoria & surrounding municipalities; willingness to lead a committee; access to maps of Victoria; and an easily-accessible protected outdoor area for participants to pick up brochures for distribution. The time commitment involved is approximately 15-20 hours, spread out over the months of January to June and ending with the delivery of the final report at the post-event wrap-up FAS Meeting.

OBJECTIVE To get the FAS brochures into as many hands as possible in order to raise the profile of Fernwood Art Stroll as a free, community-oriented & enhancing event showcasing Fernwood artists.

RESPONSIBILITIES/TASKS
Distribution Map Create a map of the Greater Victoria and identify new or outlying areas for brochure distribution. Once the number of Art Stroll artist participants is complete, divide the areas on the map into boundaries segments to be assigned to each artist participant.
Organise & Manage Volunteer Distribution Procedure Create sign-out-sheet that includes chosen area of distribution commitment, number of brochures taken, and any returned. Arrange for a dry, secure, easily accessible area for volunteers to pick up brochures. Oversee and review the sign-out sheets intermittently, noting any area/participants who have not yet seen distribution coverage.
Pick up Printed Brochures from the Printer Communications & Updates The Brochure Distribution Coördinator liaises with & reports to FAS Meetings and keeps the membership informed via email 

Synopsis The Brochure Coördinator is responsible for the design & production of the colour printed FAS brochure – the guide for Strollers and an important advertising tool. This position involves tight deadlines, gathering information from many artists, and working closely with the Graphic Designer & Website Coördinator. 

PROFILE The working term for the Brochure Coördinator is a fairly intense three months with sporadic weekly workloads. The FAS brochures must be printed and available three weeks prior to the event in order to allow for widespread delivery. Because the compilation, design, and printing of the brochure takes several weeks, work begins as soon as the FAS fee deadline passes, usually in February. The Brochure Coördinator must be able to communicate detailed instructions clearly via email and follow up on deadlines. Experience working with professional graphic designers and commercial printers is very helpful. Computer application skills, especially creating and managing spreadsheets & forms is necessary. Ability to proofread copy is useful.

OBJECTIVE To ensure the timely design and production of clear, accurate, and graphically pleasing FAS brochures for the purposes of 1. advertising the event & sponsors, and 2. facilitating the event as a guide for Strollers.

RESPONSIBILITIES
Delivers Artists’ Information & Images to Graphic Designer Send out notices to artists to complete brochure submission via Google Drive Form. Ensures all artists’ information & images are received by the deadline. Compiles and formats artists’ submissions to arranged standard.
Liaise & Collaborate with Sponsorship & Website Coördinators To arrange and set deadlines, requirements, and formatting with respect to sponsors’ brochure and website submissions .
Liaise with Graphic Designer, Treasurer, & Distribution Coordinator Ascertain from print shop pricing, timing, and deadlines for creation and delivery of press-ready file and collection of the printed brochures. Communicate relevant information to appropriate people.
Liaise with Executive and Committee Determine desired 

SYNOPSIS Signs and banners are used by Art Stroll participants to advertise the Art Stroll. 

PROFILE The Signs & Banners Coördinator is responsible for overseeing the storage, inventory, creation, distribution, and display of the FAS signs & banners.

OBJECTIVE Banners highlight the event itself. Signs help attendees locate participating artist’s locations.

RESPONSIBILITIES
Inventory ~ Maintenance & Management Assess the condition and number of signs & banners from previous year and the number of signs & banners needed for current year. If needed, get more signs or banners made at least 6 weeks ahead of Stroll. Signs & banners should be taken down by artists immediately after the Stroll and returned to the designated collector spot or to the wrap-up FAS Meeting so the Signs & Banners Coördinator can check their condition, record the number returned, and deliver them to the storage location.
Storage & Delivery The Signs & Banner Coördinator is responsible for storing or arranging for the storage of the banners & lawn signs as well as delivery to and from distribution and collection sites.
Distribution Create one sign-up sheet for signs and one for banners. Both sign-up sheets should include artist name, number of signs/banners taken, date picked up, and date returned. Approximately 2 weeks prior to the event, provide signs and banners to artists either by offering a location for signs to be picked up at artists’ convenience or by bringing them to the FAS Meeting to distribute.
Display Determine who will hang banners and where. This is generally decided at an FAS Meeting. 

SYNOPSIS Manages the Fernwood Art Stroll Instagram & Facebook pages (and other platforms if desired) in order to promote the FAS in the months leading up to the event. 

PROFILE The Social Media Coördinator begins their term 3 or 4 months prior to the event by updating the Instagram & Facebook accounts/pages with new FAS dates, participants, and other relevant information. This position involves collaborating with the Website, Sponsorship, Promotions, & Brochure Committee Coördinators as well as with participating artists to access and develop content for promotional purposes via social media.

OBJECTIVE To promote and build awareness of the Fernwood Art Stroll via Instagram, Facebook, and other social media platforms if desired in the months leading up to the stroll.

RESPONSIBILITIES
Content Creation Create artist profiles and Artist Map info post using images, text, and links from & to FAS website. Collaborate with artists to create ‘behind the scenes’ content, ie. artists gardenning, or in their studios working, or otherwise prepping for FAS. Attend early satellite promotional art shows to create content & reels with pictures, quotes, and video clips. Collaborate with the Sponsorship Coördinator to investigate the idea of providing sponsored content.
Posting Content Post content listed above 4-6 weeks leading up to the FAS, feature one artist per 1-2 days. Post reminders, countdown, & highlight reels. With Treasurer & committee consent, “boost” posts with allotted funds in order to increase reach of a popular post or two – 1-2 weeks before the FAS. Post “Thank You” to the visitors and the sponsors the week following the FAS. 

SYNOPSIS This newly minted position oversees submissions to appropriate event calendars hosted by various media; online, in print, radio, & TV, and maintains related records.  

PROFILE The 8-month term for Events Calendar Coördinator begins with the January FAS Meeting and finishes with the delivery of the final report at the post-event wind-up FAS Meeting. This position involves: collaborating with Promotions Coördinator to create/ edit write-ups; using a shared FAS email account; reporting to the committee; and observing a variety of media outlet requirements and deadlines. Familiarity with Excel to create and maintain records is useful.

OBJECTIVE To raise public awareness of Fernwood Art Stroll via event calendars.

RESPONSIBILITIES
Records & Communications Create spreadsheet list of current relevant event calendars including contact information, website registration page, passwords, relevant deadlines, and submission requirements. A shared FAS media communications email account is provided to access online event calendars and to communicate with other media outlets.
Event Calendar Write-up Collaborate with Promotions Coördinator to prepare a master-copy write-up that includes event details, website links, and photos to edit appropriately for event calendar submissions.
Event Calendar Submissions Oversee that submissions contain all essential & relevant details, ideally are proofread to minimize errors; meet the various media outlets’ stipulated deadlines and content & formatting requirements.
Committee Reports Attend FAS Meetings and report on event calendar submissions progress. 

SYNOPSIS The Promotions Coördinator initiates, administrates, and manages media promotions and related records for the Fernwood Art Stroll. 

PROFILE The Promotions Coördinator is responsible for sending information about the Fernwood Art Stroll to traditional media in Victoria. This position involves proactive outreach, creation of promotional text and visuals, and time sensitive planning to meet the variable requirements and deadlines of media outlets.

OBJECTIVE To raise public awareness of the Fernwood Art Stroll event, encouraging participation and facilitating attendance.

RESPONSIBILITIES
Media Outlet & Contact Records Maintain current and comprehensive lists of media outlets, including contact information, relevant deadlines, and submission requirements.
Promotions Write-up & Media Release Prepare write-up and media release that includes event details and high resolution photos from previous Fernwood Art Strolls and send out to print media, radio, and tv stations.
Coordinate Interviews and Feature Articles Call local magazines and ask if they might like to do a feature article on the Fernwood Art Stroll. Ideally call in early January as they require up to six months lead time. Ask if they’d like to interview one of the organizers of some participating artist. Contact local radio and TV stations to coördinate artist interviews and promote FAS.
Committee Reports Attend FAS Meetings and report on promotional progress. 

SYNOPSIS The purpose of the membership role is to welcome new members as well as maintain an accurate status list of current members. 

PROFILE This position is a 10 month commitment, beginning as members sign up in early fall (usually October) and ends with delivering the final Membership Report at the post-event wrap-up FAS Meeting. A working knowledge of Mail Chimp -or willingness to learn – is useful. The Membership Coördinator liaises closely with the Treasurer, the Secretary, and the Brochure Committee Coördinator.

OBJECTIVES To ensure the FAS membership list is correct so that members are included on emails as well as the brochure.

RESPONSIBILITIES
Membership Applications The Membership Coördinator oversees the membership sign-up process, provides guidance for anyone expressing interest in joining the stroll, and liaises with the Treasurer about membership status and payment of fees.
Maintain Membership Records Keep membership information accurate and updated. Enter new member information in Mail Chimp to expand FAS community (currently optional).
FAS Committee Reports The Membership Coördinator attends FAS Meetings and provides membership status updates.
Deliver Membership Communications Collaborate with the Secretary towards development and dissemination of Mail Chimp campaign forms, newsletters, and general content to build FAS membership and community (currently optional).
Liaise with Brochure Committee Coördinator Once the deadline for submissions to the brochure is complete (generally in March), the Membership Coördinator provides accurate, relevant membership information to the Brochure Committee Coördinator. 

SYNOPSIS The Secretary, with the Chair and Treasurer, form the Executive of the FAS, collaborating to ensure the effective functioning of the committee. 

PROFILE The position of Secretary is a 10 month commitment, beginning prior to the first meeting with preparation and dissemination of the Agenda. The Secretary attends FAS Meetings, takes minutes, and represents administrative matters as needed. This role requires a familiarity with word processing software and contact list management. The Secretary’s term is complete when the final set of minutes of the wrap up FAS committee meeting has been posted.

OBJECTIVES To maintain organizational records; help coördinate, conduct, and record FAS Meetings; and facilitate administrative communications with members.

RESPONSIBILITIES
Meeting Agenda The secretary seeks input from the Chair and Treasurer to prepare the agenda and distributes to all contacts on the FAS list before each meeting. so that attendees have a chance to prepare if topics require consideration before discussion at the meeting.
Meeting Minutes After meetings, the Secretary prepares minutes within 48 hours and sends them to Executive members and the backup Secretary for review and proofing. If no revisions are forthcoming within a further 48 hours, the Secretary sends out the minutes.
Distribution Once the membership cut-off period is closed and attendees are identified as full or guest members, agendae and minutes are distributed only to those contacts. Ad hoc notices of pre-stroll events are distributed to the entire contact list.
Committee Communications Collaborate with Membership Coördinator on development and dissemination of Mail Chimp campaign forms, newsletters, and general content to build the Greater FAS community. 

SYNOPSIS To maintain the financial accounts and records and to report to the committee. 

PROFILE The position of Treasurer is a 10 month commitment, beginning prior to the first meeting with preparation of the financial report. The Treasurer’s term is complete when all expenses have been paid, all income has been collected, all transactions have been recorded, and the final report has been delivered to the wrap up FAS committee meeting.

OBJECTIVES To manage, maintain and oversee the finances and financial records, helping to ensure FAS is a successful event and secure its future.

RESPONSIBILITIES
Maintain Chequing Account Out-going Treasurer must sign-off the account and the in-comingTreasurer must sign-on. An appointment usually must be made, and proper picture ID produced, along with the minutes of the meeting where the new Treasurer was elected. Usually, there are three Signing Authorities from the executive, so that the two required signatures to write a cheque are available FAS Meetings.
Collect All Membership Fees and Monies Raised All cheques, cash, and e-transfers must be deposited into the FAS Chequing Account keeping a small portion ($50-$100) aside as Petty Cash.
Pay Expenses To write cheques for bills (signed with two of the Signing Authorities) accrued by FAS, as noted in the FAS minutes and as invoiced.
Maintain Financial Records Ensure the FAS Ledger is current, accurate, and balanced as well as house all financial files and documents, ie. receipts, invoices, bank statements.
Financial Reporting To provide an up-to-date financial report at each FAS Meeting and to advise membership and the executive as needed regarding the state of the finances as well as the options and direction of the FAS finances. 

SYNOPSIS This position manages all aspects of local commercial sponsorship fundraising for the Fernwood Art Stroll. 

PROFILE The position of the chairperson has been an 9 month commitment, beginning in October to call the first FAS Meeting where participation in the next FAS is assessed and discussions to setting in place organizational requirements are initiated. Then, excluding December, and starting in the new year, monthly meetings are held to facilitate the work.

OBJECTIVES To oversee the larger group and work with all parts of the membership to ensure the annual Fernwood Art Stroll is a successful event for the mutual benefit of all.

RESPONSIBILITIES
Fernwood Community Arts Association (FCAA) Liaison Arrange with the FCA the dates, times, and availability for monthly meetings. To be in contact with the FCAA office staff to confirm meeting dates and to get the code to enter the meeting space at the FCAA.
FAS Meetings To communicate with the secretary before the FAS Meetings to send out meeting reminders. To suggest to the secretary agenda items to be covered, and therefore to be involved in the planning of the agenda. To chair the FAS Meetings in a businesslike, but welcoming and inclusive way, so that all attendees can have their points addressed, or at least discussed, and feel part of the stroll community as it builds to the event.