Schedules

Updated November 28 2025

No member meetings in July and August!

Monthly

2nd week of the month

• Post the Newsletter received by email.

• Set up event posting for next week’s meeting (take details from the Newsletter).
  Set to publish Saturday late evening. Will be sent out the following morning by MailChimp.

 3rd week of the month – Members meeting (except Shop tours or special meeting). No action needed.

After the meeting:

• Get Zoom file from Google Drive when available

• Make new thumbnail intro/outro slides, review video and make thumbnail

• Edit video in Open Shot, then upload the video to Squarespace, create new unlinked video file entry

• Upload edited video to YouTube SAWS account

• Update Squarespace video file entry with YouTube link

• AND Create news blog post with video file link, test and publish

• AND Change monthly EVENT zoom button/link to video file button/link

Membership fee:

June after the AGM meeting – change membership fee to next year’s membership.

January – start discounting membership fee as per the Board decision/schedule.  Change after the monthly meeting.

Yearly:

No meetings in July and August.

August – HOME page and EVENTS page - Update next membership year meeting dates.

September. Membership year changes.

> Get new prices from Aug Board meeting: set up the store for new year membership fees/thumbnails and add the banner reminder to the site.

>Change web page text and links on Home page (thumbnail), Memberships Join and FAQ pages (store and membership form links )

> Replace membership form with current year’s version to product

> Get membership discount schedule (as the membership year progresses) from the form. Add dates to your calendar for fee editing reminders. Updated after that month’s meeting.

>add membership renewal reminder to announcement banner 

>Replace membership meeting Zoom link as needed (yearly usually)

November

>Change password on Member page and password protected files (videos files, member page) on agreed date (after Nov meeting)

>Update announcement banner with password change reminder

December / January

Edit copyright in footer (year)

Later in the year (December), remove banner

Exhibition (bi-annual):

Needs vary as determined by the Exhibition Committee. Activities start in January of Exhibition year!

Exhibition pages created - pre-Exhibition page, during Exhibition page, post-Exhibition page - Make copies of the main exhibition pages as you go along and put in a folder for the next Exhibition year. Then you have a record for reference of what was done previously. The main Exhibition page changes for pre-submission of entries and after entries close.

PRE-EXHIBITION

• Set up the Exhibition overview page – 30 minutes

• STORE - Set up sponsorship products and activate (info and timing from Exhibition Committee)

• Blog articles advertising the event - post as needed

• Volunteer signup Google sheets

  • Add volunteer signup sheets for setup and assisting during the event to the Members page. Watch the permissions for editing online.

  • Add link from Exhibition page

• Check all pages for dates. (try to make generic and link to specific Exhibition page - less maintenance). Note that News Releases must have the Create date changed to the Publish date. Details on how are in the News Blog guide.

• Entries - Set up exhibition product pages with entry # in file name, pictures and Artist, Artist Statement, Size, Materials (each entry) – 8 hours

• Exhibition page - add Gallery (picture, description link to individual page). There was a truncation problem adding the item description to the Gallery picture.

• Store - Set up exhibition store with entry products – 8 hours. Use a spreadsheet on Google Drive. Not all entries are available for sale. Enter in Store in same order.

  • Individual entry pages - Add store product links to individual pages, test each one!

• Update store with products - sponsorship, commission items, Catalog

  • add store link to individual entries for sale pages on picture BUT only activate first thing opening day

• DAY BEFORE OPENING/OPENING DAY

  • STORE - Activate Catalog the day before

  • STORE - Activate product entries on Opening day, enable individual entry pages

• During Exhibition, items for sale:

  • put FOR SALE on its product page

  • STORE - add as a product with price and picture

  • as an item sells, on individual page, replace the FOR SALE with SOLD logo

• During Exhibition, Exhibition page Media Coverage section - media interviews - add links

  • Blog entries as needed

• During Exhibition, Exhibition Catalog

  • Store - Add as a product

  • on Exhibition page, add Catalog section, Thumbnail, link to PDF, link to Store product

  • there may be several revision and new entry pictures

  • On Exhibition page, copy Exhibition Jury info and SAWS Exhibition Committee info, Exhibition Volunteers from the Guide. Check previous year - may reuse pictures

    • On Exhibition page, add sponsor information - logos from Google Drive

AFTER JUDGING

• Refer to entry list for award results

• Get award logos from Exhibition Google Drive

• Added award logos on individual product pages

• Exhibition page - Add Award Winners section, add winners with photos, logos and link to # individual page

POST-EXHIBITION

• POST-EXHIBITION

• Items for sale - remove SOLD logo

• Update Commissions page with entries. Some entries are available for sale.

• STORE - de-activate entries for sale right after Exhibition closing (Guide is still available), HIDE Sponsorship products (for future reference). Later remove entry products.

• Remove Exhibition banner after the event after Exhibition closing

• Remove/archive Exhibition pages (keep main Exhibition page)

• Update links to new Exhibition pages - Home page, Exhibition page (check for other references)

• Member page - remove Volunteer signup sheet links and description

As needed:

• News blogs = 30-60 minutes depending on complexity and number of images

• Commissions page

• Store products

• Update dropdown parameters - authors, blog topics