It is essential to know how to manage the gallery space, greet visitors and follow the rules of operation. Everything you need to know about running the gallery efficiently and effectively is listed here. Please take a moment to review it before your working at the School of Art galleries.
ALWAYS REMEMBER TO SIGN IN AT THE BEGINING OF YOUR SHIFT IN THE LOG BOOK OR YOU WILL BE COUNTED ABSENT FOR YOUR SHIFT AND LOSE POINTS.
Changing Shifts and Closing
At the end of every shift it is crucial to hand off the keys and records for the day to the next person in line. At close it is absolutely essential to turn off all the lights, to power down and unplug any artworks that need to be turned off, to bring the gallery sign in, and to put the keys back in the lock box. Saftely and security at our gallery facilities is a top prority.
Sitting the Gallery and Promoting the Work
While sitting the gallery you can work on homework, read, work on your show proposals or do anything that doesn't disrupt the exhibition space. If you are on social media it is apprecaited if you "like" the gallery, comment positively on the show, invite people to come during your shift, share images from the exhibition, tag the work, etc.
Keeping Records of Visitors
Make sure to keep a record of how many visitors came in during any shift and to record it in the tally book. Make sure to let visitors know that if they enjoyed the show and would like to be notified about upcoming events that they can leave their e-mail address in the visitor register and we will keep them updated about shows, but this is in no way mandatory.
IMPORTANT RESPONSIBILITIES WHEN SITTING THE GALLERY
- Get the keys out of the lockbox on the back door of Tempe Center using the code. If you do not have the code, or the code you have doens't work, e-mail the course T.A. ASAP. YOU MUST ENTER THE CODE TO PUT THE KEYS IN THE BOX TOO!
- Unlock front door of the gallery and leave it open until closing using the gallery sign to prop the door open.
- Place the exhibition sign outside and prop open the door to Tempe Center with the sign so visitors can come in.
- Turn on track lights, (never the fluorescent lights), in both the front and back room. The front lights are located next to the front desk and the lights for the back of the gallery are located behind the backroom wall next to the back door.
- Power on any electronic art, organize the desk and make sure the gallery space is clean and ready for visitors. If you don't have instructions for electronically powered art, e-mail the course T.A. ASAP. Brooms are stored in the back behind the partition wall.
- If there is any kind of gallery maintance issue, please contact the T.A. and course instructor ASAP.
Your Primary Function is to Greet and Assist Gallery Visitors
- If you are knowledgeable about the current exhibition you may share information including insights into the artists training, information on specific works, why and how the exhibition was organized, etc. You may also want to direct them to the artists statements which are typically to the left of the gallery immediately upon entering the door. Most works will have a label next to the piece with the name of the artist, title of the work, date of completion, meduim and size.
- Visitors may also want to know how to get more information about the show from our website, be added to a mailing list, or directed to the location of other galleries in the School of Art.
- Below are some important sites to know:
ART EVENTS: http://art.asu.edu/calendar/index.php
ASU GALLERIES on FACEBOOK: Harry Wood / Gallery 100 / Step Gallery
- If they would like to be notified about all School of Art events the mailing list can found be on the left hand sidebar of the “Art Events” page on the Herberger website and they can also enter their information there.
- If visitors would like to be added to the mailing list, please inform them that they can be added to our visitor registry on the desk.
- Most artwork is not designed to be handled by the public. Unless otherwise specified, assume that the artist does not want their work touched.
- Enforce this by gently asking visitors not to touch the works and keep an eye on visitors as they tour the space.
Clean and Maintain Gallery Appearance
- Cleaning supplies are located in the bathrooms or utility closets that will allow you to clean windows, sweep or mop, remove debris, etc.
- You will want to remove trash from the gallery trash cans at the end of the shift after the gallery is closed and locked. This may need to be done more often if there is food or other perishables in the cans, especially after openings. Dumpsters are located behind the building.
Complete Daily Tally Sheet
- Make sure to sign-in for your shift, and keep a tally sheet of visitors and anything noteworthy. This is also how we track your attendance!
- Email the Gallery Director or Gallery T.A./R.A. if we’re running low on Tally Sheets.
- You may be asked to sort, file or compile information, back logs, alphabetize or do some light secretarially work while you sit the gallery when it's slow.
- You must be able to get to work on time.
- It is absolutely essential that you turn off all lights in both the front and back room.
- You should always check and double check to make sure all artwork is turned off!
- Make sure that the sign is brought in!
- Make sure that all the doors are locked to both the front and the back of the gallery.
- Make sure that the keys are put back in the lockbox at the end of the last shift of the day!
With every show you should take a quick moment to read the artist statements and familarize yourself with the work that is in the room. This allows you to greet visitors as well answer some basic questiosn about the work, or to at least direct visitors to where they can find more information about the work.
Gallery Maintanance and Care
The gallery should always look clean and profession. Always start your shift by chekcing for trash, sweeping if the gallery needs it and putting the front desk in order, with the visitor registery prominently displayed. If anything appears to have been disturubed or broken into the gallery T.A./R.A. should be notifed immediately as well as the Galleries Director.
Getting to Work on Time and Opening
It is important to start your shift on time out of respect for the person waiting to be relieved from the last shift. If you are opening make sure to arrive 5-10 mins early in order to get the key that opens the gallery out of the box, to read any special instructions about turning on the artworks, to set out the gallery sign for the day and to turn on the lights.
Questions about the gallery
If something unexpected comes up at the gallery space or there is an emergency you should immdiately notify the Galleries Director and the T.A./R.A. by e-mail or phone.
Call the galleries director at 480.760.1709 or email at grantvetter@ gmail.com.