Portrait & Still Life Workshop Procedure
(Detail Level)
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Operating Responsibilities & Procedures
Procedure Owner = Portrait & Still Life Workshop Chairperson
This procedure consists of 5 sections
A – General Comments
B – Workshop Chairperson
C – Portrait Chairperson
D – Still Life Chairperson
E – Other Support personnel
A) General Comments:
1) The workshop starts at 9:00 and ends at 4:00.
2) The attendees go to lunch at 12:00 and return at1:00. Many will leave their equipment so assign
workers to stay in rooms while everybody is at lunch.
3) The workshop was not intended to be a money maker for the club. The main intent is to break even.
4) If a set up has not been tested and validated before workshop it cannot be used.
5) At Redeemer Lutheran Church no tape is allowed on doors or walls. Blue tape is OK.
6) At Redeemer Lutheran Church no refreshments are allowed in the carpeted room. Water is OK.
7) At the end of the workshop all the props are packed in a big hurry. Providers of props take their own
home or personnel are assigned to take them all home and sort them to make sure the right ones go to
the right owner.
B) Workshop Chairperson (Carl Close has experience as the Chairperson).
1) Recruit Portrait Leader, Still Life Leader, and 1 or 2 committee members.
2) Have a kickoff strategy meeting to identify set-ups, fees, classes, etc.
3) Identify possible dates based on schedules of CICCA Fall Salon, Insect Salon, and Holidays.
4) Obtain venue and reserve date for Saturday workshop and Friday set up. (Currently Redeemer
Lutheran Church.) Must consider the following.
a. 2 large rooms for Portrait and Still Life set ups.
b. Classroom
c. 2 model changing rooms
d. Area for refreshments and coffee.
5) Work with both Portrait and Still Life Leaders to determine quantity and type of setups for both areas.
6) Recruits classroom instructor and determines class topic. One class in the afternoon.
7) Recruits a person to have a workshop advertisement and sign up list made for display at the Heart of
Illinois Fair photo display.
8) Recruits personnel to create workshop brochure including having it printed and folded. Need approx
200 copies. Target for printing is 9 weeks prior to workshop.
9) Mail and distribute the brochures per the list below. Target for mailing is 7 weeks prior to workshop.
a. 5 copies mailed to each CICCA Reps.
b. Have it added to the CICCA courier. (Contact our CICCA rep to help with this)
c. 1 copy mailed to each past attendee from the last to workshops.
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d. Peoria club members get E-mail, added to Photo Chatter, and mail to members that don't have email. Add to club web site
e. Send a PDF file to Wade Clutton from the St. Louis Camera Club.
f. Ask Dave Vernon to put it on his Photo Blog and Flicker Group.
g. 30 copies to Peoria Camera and 20 copies to Rex Camera
h. Send to anyone that signed up at the HOI Fair
10) Manage mail in registration process. Send a confirmation by e-mail if an e-mail address is given.
11) Work with both Portrait and Still Life Leaders to obtain required equipment and props.
12) Recruits models for Portrait area.
a. Small kids usually older than 4 or 5. Usually for a half day.
b. Young adults who are good looking.
c. Models with costumes. Clowns, cowboys, rein-actors, etc.
d. Usually pay $10 to $15 per hour.
e. Allow 1 hour lunch.
f. Always 1 or 2 extras in case one does not show up. Example: 4 set ups have 5 or 6 models.
g. All models have to sign a model release.
h. Models under 18 must have parent or guardian sign model release and be present at all times.
13) Recruits refreshment person.
14) Recruits personnel to create workshop survey and restaurant map.
15) Recruits PCC members for setup on Friday, teardown on Saturday, and work assigned locations during
the workshop.
16) Work with both leaders to have a volunteer club member assigned to them as their assistant for both
set up and during workshop. Make sure their name is on the list. These are people wanting to have
experience with the set ups.
17) Create a work schedule for Saturday. Assign 2 people for each room at 1 hour shifts. This usually
includes the Leaders. Their task is to assist the attendees with the set ups and help with any questions
they may have.
18) Assign 1 person at check-in table.
19) Working both Friday afternoon and/or Saturday admission is free.
20) Admission is free for all leaders, committee members, and volunteers that prepared the workshop.
21) Sign up at club meeting. Usually total is 14 or 15. This is everybody.
22) Have 2 workers in the rooms while everybody is out to lunch.
23) Provides all workers with the camera club badges during workshop.
24) Get Insurance Certificate from the club Treasurer
25) Provide copies of set ups to Portrait and Still life Leaders and to workers for the Friday setup
26) Make sure props and equipment will be delivered of Friday.
27) Schedule Friday set up with venue. Set up starts at 1:30and usually ends around 5:00
28) Provide following for check-in process.
a. Name badges for attendees.
b. Model & photographer release forms.
c. List of pre-registered attendees.
d. Cash for change for walk in attendees. ($50 no coins).
e. Restaurant maps.
f. Workshop schedule
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g. Workshop survey
h. Camera Club brochures
i. Blank sign in sheets.
j. Church release form
29) Create and provides following signs and posts at appropriate locations.
a. Classroom sign
b. Model changing room sign
c. No food or drinks sign
d. Registration
e. Camera Instructions
f. Aperture settings
g. Please be Courteous
h. Directions to front door
i. Camera club signs in front of building and parking lot
30) Obtains light block material for windows in still life room, portrait room, and model changing rooms.
31) Work with class instructor and provide needed equipment. Provide screen and projector if needed.
32) Make sure side doors into the rooms are locked. The only entrance will be from the front door.
33) Arrange tables and chairs for registration, refreshments, and for resting etc. Also in class room.
34) Assist Portrait Leader with arranging models at set up locations.
a. Periodically have models move from one set up to another.
b. Have them change outfits at least once in morning and once in afternoon.
c. Place a model on empty set ups as required.
d. Allow them to take a break.
35) After Workshop sort props to make sure they are returned to their correct owners.
36) Collect checks, surveys, check in and release forms, etc.
37) Return any borrowed equipment or props to their owners.
38) Review survey results and send results to workshop leaders, and board members.
39) Give checks and expense statements to Treasurer as incurred.
40) Reports workshop financial statement to the Club board.
41) Buys Portrait and Still Life Leaders dinner to thank them for help.
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C) Portrait Leader - With input & help from Chairperson and Still Life Leader. (Vicki Padesky has experience as
the Portrait Leader).
1) Determines quantity and type of portrait setups.
2) Oversees design and validation of any new set up not previously used. If a setup has not been tested
and validated before the workshop it cannot be used.
3) Determines Portrait area layout
4) Obtains portrait setup equipment based on quantity and type of setup.
a. Club equipment – two sets. This equipment is available for PCC members to borrow. This workshop
is an opportunity to learn how to use the equipment.
b. Lights & Light stands
c. Backgrounds
d. Reflectors & Diffusers
e. Pocket Wizards
f. Extension Cords
g. Power strips
h. Blue Tape
5) Creates and provides any special signs for instructions on how to use a particular set up.
6) Supervises set up on Friday
7) Makes purchases for anything required for the set ups. Example: Background material, props, etc.
8) Creates and presents brief (20 minute) introduction and training session for use in Portrait area.
9) Provides computer to present program and provides handouts for participants.
10) Recruits a volunteer club member to be assistant helper in portrait room on Friday and Saturday.
a. These are people wanting to have experience with the set ups.
b. Make sure their names are on the worker list.
11) Darken windows and arrange table and chairs.
12) Make changes to any of the set-ups during the workshop. Example: Backgrounds, lights, etc.
13) Is available during workshop to answer questions and assist attendees.
14) Assign a volunteer with arranging models at set up locations.
a. Periodically have models move from one set up to another.
b. Have them change outfits at least once in morning and once in afternoon.
c. Place a model on empty set ups as required.
d. Allow them to take a break.
15) Forwards expense statements to Treasurer and Chairperson as incurred.
16) Buys the Chairperson & Still Life Leader lunch.
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D) Still Life Leader - With input & help from Chairperson & Portrait Leader. (Rich Seeman has experience as
the Still Life Leader).
1) Determines quantity and type of still life setups.
2) Determines still life area layout.
3) Oversees design and validation of any new set up not previously used. If a set up has not been tested
and validated before the workshop it cannot be used.
4) Obtains setup equipment based on quantity and type of setup.
a. Lights & Stands
b. Reflectors & Diffusers
c. backgrounds
d. Props
e. Extension cords
f. Power strips
g. Blue tape
5) Creates & provides all signs needed for setups
a. White balance settings.
b. Main & Fill light signs.
c. Bulb Wattage.
d. Any special signs for instructions on how to use a particular set up.
6) Supervises set up on Friday.
7) Creates and presents brief (20 minute) introduction and training session for use in Still Life area and
provides computer to present program and provides handouts for participants.
8) Recruits a volunteer club member to be assistant helper in portrait room on Friday and Saturday.
a. These are people wanting to have experience with the set ups.
b. Make sure their names are on the worker list.
9) Makes purchases for anything required of the set ups. Example: Background material, props, etc.
10) Darken windows and arrange table and chairs.
11) Makes any changes to set ups during workshop. Example: background or light.
12) Is available during workshop to answer questions and assist attendees.
13) Forwards expense statements to Treasurer and Chairperson as incurred.
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E) Other Support Personnel
1) Classroom Instructor (Tom Ruhland has experience as the Classroom Instructor).
a. Identifies classroom subject with input from Chairperson and two Leaders.
b. Provides computer.
c. Communicate with Chairman to get needed equipment.
d. Conducts class. Class starts at 1:30 or 2:00
e. Provides Handout.
f. Forwards expense statements to Treasurer and Director as incurred.
2) Check In Person
a. Check in pre-registered attendees.
b. Check in walk in attendees and collect fee. (Make change as appropriate.)
c. Have attendees and workers sign release documents.
d. Hand out attendee badge.
e. Handout schedule, restaurant map and survey form.
f. Have attendees and workers sign Church insurance release.
g. Collect survey forms as attendees leave.
h. Forwards expense statements to Treasurer and Chairperson as incurred.
3) Refreshment Person
a. Provides following on day of workshop.
b. Cold bottled water
c. Coffee
d. Morning snacks
e. Keep area tidy.
f. Keep coffee, water, refilled as needed.
g. Forwards expense statements to Treasurer and Chairperson as incurred.
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