GSFC Photo Club Showcase Planning Documentation
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GSFC Photo Club Showcase Planning Documentation Tyler Evans Timeline 11202013 Original idea proposed 652014 Building 8 auditorium was booked 1092014 Materials were ordered Took 1 week from ordering to receiving mattes Recommendation:
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01
GSFC Photo Club Showcase Planning Documentation Tyler Evans<br>
02
Timeline 11/20/2013 Original idea proposed
6/5/2014 Building 8 auditorium was booked
10/9/2014 Materials were ordered
Took 1 week from ordering to receiving mattes
Recommendation: Order enough mattes and materials for 32 slots of 6 photos each at the beginning
10/29/2014 Matte Party was held in Bldg. 28 Room S121 from 12-1pm and worked well
Recommendation: Do the matte party in the future somewhere with more table space
Bldg. 1 or Bldg. 21 cafeteria before/after lunch hours?
Bldg. 21 Library?
11/3/2014 Pizza order was placed for 20 Papa Johns pizzas
11/5/2014 1st Annual (bi-annual?) GSFC Showcase<br>
6/5/2014 Building 8 auditorium was booked
10/9/2014 Materials were ordered
Took 1 week from ordering to receiving mattes
Recommendation: Order enough mattes and materials for 32 slots of 6 photos each at the beginning
10/29/2014 Matte Party was held in Bldg. 28 Room S121 from 12-1pm and worked well
Recommendation: Do the matte party in the future somewhere with more table space
Bldg. 1 or Bldg. 21 cafeteria before/after lunch hours?
Bldg. 21 Library?
11/3/2014 Pizza order was placed for 20 Papa Johns pizzas
11/5/2014 1st Annual (bi-annual?) GSFC Showcase<br>
03
Statistics 27 members signed up to exhibit, 26 showcased their photos (1 no-show)
188 photos were displayed (15*6 + 1*8 + 10 * 9)
20 pizzas were ordered for $10 each, and were gone in 10 minutes
Estimated about 200 people came throughout the day to see the showcase
10 new members signed up for the club<br>
188 photos were displayed (15*6 + 1*8 + 10 * 9)
20 pizzas were ordered for $10 each, and were gone in 10 minutes
Estimated about 200 people came throughout the day to see the showcase
10 new members signed up for the club<br>
04
Purchased Materials Set of 16”x20” pre-cut matte (10.5” x 13.5” opening), back board, and bag
http://www.amazon.com/gp/product/B00KNZFAB6/ref=oh_aui_detailpage_o01_s00?ie=UTF8&psc=1
Free Shipping (about 1 week from order to delivery)
$79.96 for 25 ($3.20 each), $34.96 for 10 ($3.50 each), $19.96 for 5 ($3.99 each)
Acid free linen tape (1.25” wide by 35 feet long)
http://www.amazon.com/gp/product/B0027A5E34/ref=oh_aui_detailpage_o06_s00?ie=UTF8&psc=1
Estimated 6” per photo, 35 feet is enough for 70 photos
$14.41 for 1 box, comes out to $0.41 per photo
Wall clips purchased to hang photos
http://www.amazon.com/Advantus-Standard-Fabric-Capacity-AVT75345/dp/B001PMG5YW/ref=pd_ys_sf_s_rp_a1_3_p?ie=UTF8&refRID=1SCGGDZEG06X2K3GHC1S
$12.78 for box of 50, comes out to $0.25 each, or $1.50 for 6
Garbage bags to sort packaged sets of 6 mattes/tape
$13.76 for a pack of 90 bags came out to $0.15 each (donated by Tyler) Future Recommendation: Charge $25 per person to cover cost of extra materials and pizza
Charge $25 for 6 photos + $10 for each additional 3 photos to fill spots ($35 for 9, $45 for 12)<br>
http://www.amazon.com/gp/product/B00KNZFAB6/ref=oh_aui_detailpage_o01_s00?ie=UTF8&psc=1
Free Shipping (about 1 week from order to delivery)
$79.96 for 25 ($3.20 each), $34.96 for 10 ($3.50 each), $19.96 for 5 ($3.99 each)
Acid free linen tape (1.25” wide by 35 feet long)
http://www.amazon.com/gp/product/B0027A5E34/ref=oh_aui_detailpage_o06_s00?ie=UTF8&psc=1
Estimated 6” per photo, 35 feet is enough for 70 photos
$14.41 for 1 box, comes out to $0.41 per photo
Wall clips purchased to hang photos
http://www.amazon.com/Advantus-Standard-Fabric-Capacity-AVT75345/dp/B001PMG5YW/ref=pd_ys_sf_s_rp_a1_3_p?ie=UTF8&refRID=1SCGGDZEG06X2K3GHC1S
$12.78 for box of 50, comes out to $0.25 each, or $1.50 for 6
Garbage bags to sort packaged sets of 6 mattes/tape
$13.76 for a pack of 90 bags came out to $0.15 each (donated by Tyler) Future Recommendation: Charge $25 per person to cover cost of extra materials and pizza
Charge $25 for 6 photos + $10 for each additional 3 photos to fill spots ($35 for 9, $45 for 12)<br>
05
Facilities Used Building 8 Auditorium
https://timsrooms.gsfc.nasa.gov/
Worked with Mike Lewis (301-286-5592)
Booked on 6/4/2014 for 11/5/2014
Booked on 11/13/2014 for 5/13/2015
Reserved room for 8am to 3pm
They have room set up by 8am, they take down furniture after 3pm
Facilities people had a selection of smooth jazz they played over the auditorium speakers for us
Other options include
Bldg. 28 common area where they do intern poster presentations
Newly renovated GSFC Rec-Center<br>
https://timsrooms.gsfc.nasa.gov/
Worked with Mike Lewis (301-286-5592)
Booked on 6/4/2014 for 11/5/2014
Booked on 11/13/2014 for 5/13/2015
Reserved room for 8am to 3pm
They have room set up by 8am, they take down furniture after 3pm
Facilities people had a selection of smooth jazz they played over the auditorium speakers for us
Other options include
Bldg. 28 common area where they do intern poster presentations
Newly renovated GSFC Rec-Center<br>
06
Advertising Dateline
http://internal.gsfc.nasa.gov/web/community/home
Submit an event on either “event” or “club news” announcement
Electronic Gate Sign
Submitted e-mail to Stephanie Keene with message
Photo Club Showcase Wed 11/5 from 10am-2pm Bldg. 8 Auditorium *Club logo*
Flyers were put up all around campus, especially cafeterias and building entrances<br>
http://internal.gsfc.nasa.gov/web/community/home
Submit an event on either “event” or “club news” announcement
Electronic Gate Sign
Submitted e-mail to Stephanie Keene with message
Photo Club Showcase Wed 11/5 from 10am-2pm Bldg. 8 Auditorium *Club logo*
Flyers were put up all around campus, especially cafeterias and building entrances<br>
07
Notes Original idea was to display 8” x 10” photos, but 11” x 14” photos worked much better
Talked about but decided against judging for 1st event, but people have expressed interest for judging in the future
Prize for top photos in certain categories
Peoples choice award as well?
Talked about having a table for Camera Representative (Nikon/Canon/Sony/Olympus)
Nikon Representative already expressed interest
Would have to make sure it’s ok with GEWA
Paul Hwang volunteered to help organize the next showcase
He will be retired next year and will have more time to help (but use his verizon e-mail, not NASA). hjhwang@verizon.net<br>
Talked about but decided against judging for 1st event, but people have expressed interest for judging in the future
Prize for top photos in certain categories
Peoples choice award as well?
Talked about having a table for Camera Representative (Nikon/Canon/Sony/Olympus)
Nikon Representative already expressed interest
Would have to make sure it’s ok with GEWA
Paul Hwang volunteered to help organize the next showcase
He will be retired next year and will have more time to help (but use his verizon e-mail, not NASA). hjhwang@verizon.net<br>
08
Reference<br>
09
Purchased Materials Cost Breakdown Set of 16”x20” pre-cut matte (10.5” x 13.5” opening), back board, and bag
http://www.amazon.com/gp/product/B00KNZFAB6/ref=oh_aui_detailpage_o01_s00?ie=UTF8&psc=1
$79.96 for 25 ($3.20 each), $34.96 for 10 ($3.50 each), $19.96 for 5 ($3.99 each)
Acid free linen tape (1.25” wide by 35 feet long)
Estimated 6” per photo, 35 feet (420”) is enough for 70 photos
$14.41 for 1 box, comes out to $0.41 per photo
Garbage bags purchased to package all materials together and transport
$13.76 for a pack of 90 bags came out to $0.15 each
Garbage bags donated by Tyler, no need for re-imbursement from club
Unit cost of 25 pack of mattes and tape = $3.61 per photo ($3.20 + $0.41), or $21.66 for 6 photos
Wall Clips purchased to hang photos
http://www.amazon.com/Advantus-Standard-Fabric-Capacity-AVT75345/dp/B001PMG5YW/ref=pd_ys_sf_s_rp_a1_3_p?ie=UTF8&refRID=1SCGGDZEG06X2K3GHC1S
$12.78 for box of 50, comes out to $0.25 each, or $1.50 for 6
Specification said they can hold 40 sheets of paper, worked for 16x20 matte, can be re-used in future
One person brought their own mattes which were too thick/heavy for our clips
Recommendation: Order extras so there are enough for 2 for every photo next time (Extra $0.25 per clip)
Recommendation: Be more strict about only allowing the approved bulk purchased mattes to be used
Each exhibitor paid $20, so in filling 32 spots, we took in $640.
The cost of 188 photos worth of material was $727.56 [ 188 * (3.61 + 0.26)]
So the club supplemented $87 in materials cost for the mattes, tape, and clips ($727.56 - $640)
Recommendation: Charge $25 per person in the future to cover cost of extra materials and pizza
-Charge $25 for 6 photos + $10 for each additional 3 photos to fill spots ($35 for 9, $45 for 12)<br>
http://www.amazon.com/gp/product/B00KNZFAB6/ref=oh_aui_detailpage_o01_s00?ie=UTF8&psc=1
$79.96 for 25 ($3.20 each), $34.96 for 10 ($3.50 each), $19.96 for 5 ($3.99 each)
Acid free linen tape (1.25” wide by 35 feet long)
Estimated 6” per photo, 35 feet (420”) is enough for 70 photos
$14.41 for 1 box, comes out to $0.41 per photo
Garbage bags purchased to package all materials together and transport
$13.76 for a pack of 90 bags came out to $0.15 each
Garbage bags donated by Tyler, no need for re-imbursement from club
Unit cost of 25 pack of mattes and tape = $3.61 per photo ($3.20 + $0.41), or $21.66 for 6 photos
Wall Clips purchased to hang photos
http://www.amazon.com/Advantus-Standard-Fabric-Capacity-AVT75345/dp/B001PMG5YW/ref=pd_ys_sf_s_rp_a1_3_p?ie=UTF8&refRID=1SCGGDZEG06X2K3GHC1S
$12.78 for box of 50, comes out to $0.25 each, or $1.50 for 6
Specification said they can hold 40 sheets of paper, worked for 16x20 matte, can be re-used in future
One person brought their own mattes which were too thick/heavy for our clips
Recommendation: Order extras so there are enough for 2 for every photo next time (Extra $0.25 per clip)
Recommendation: Be more strict about only allowing the approved bulk purchased mattes to be used
Each exhibitor paid $20, so in filling 32 spots, we took in $640.
The cost of 188 photos worth of material was $727.56 [ 188 * (3.61 + 0.26)]
So the club supplemented $87 in materials cost for the mattes, tape, and clips ($727.56 - $640)
Recommendation: Charge $25 per person in the future to cover cost of extra materials and pizza
-Charge $25 for 6 photos + $10 for each additional 3 photos to fill spots ($35 for 9, $45 for 12)<br>
10
Original Idea E-mail 1/2 From: Evans, Tyler C. (GSFC-551.0)[SGT INC] Sent: Wednesday, November 20, 2013 3:03 PM To: Rosenbaum, Nancy B. (GSFC-400.0)[ASRC RESEARCH & TECHNOLOGY SOLUTIONS]; Hull, Scott M. (GSFC-5920); Peters, Robert A. (GSFC-417.0)[STELLAR SOLUTIONS, INC]; Smale, Karen M. (GSFC-606.1)[ADNET SYSTEMS INC] Subject: Bldg. 8/28 Photo Club Gallery Exhibition idea
I thought of an idea for a Photo Club event the other day that might be kind of fun (and might help spend some of the club money). I wanted to e-mail it out before I forgot about it, but it would be good to talk about at our next officers meeting (which may have to be Monday 12/2 or Tuesday 12/3 with the Snap and Share now on Wednesday 12/4).
What if the GSFC Photo Club held a Photo Gallery Exhibition? I could take the lead on this event if enough people are interested, but we might need a committee to help.
Reasons to do it
-It would help get the name out for the GSFC photo club
-print up more business cards with the website and hand them out
-maybe do it after Scott has given a talk on how to print your own photo business cards so people could have their own to pass out
-It would give club members experience exhibiting their work and sharing it
-It would be a cheap way to have members exhibit their work ($20 per person for five 8x10 photos matted with white backing)
-If people’s friends from the club are doing it, shy members may be pressured into exhibiting when they wouldn’t otherwise
-It would be a great way for members to get feedback from the community
-Could be an annual event
-May want to hold a talk on photo business cards and/or watermarking/signing your images before event
Photo Logistics
-Limit everyone to 3-5 pictures
-Let people choose their own photos and print themselves
-Have a consistent size for everyone’s photo, make it 8”x10”
-8x10 is about the biggest size for reasonable cost to print at $2 per photo to print, goes up to ~$6 per photo for 11x14
-Have the club purchase a bulk pack of mattes and backing (no glass frame) so everyone’s photos look consistent and its cheaper and then sell them to club members at cost
-Have numbers under each photo for voting throughout the event
Cost per Exhibitor
-Buy mattes in bulk and then pass out to exhibitors a week before exhibit (or have exhibitors show up 1 hour early to mount photos)
-25 mattes that are 11”x14” (7.5” x 9.5” opening for 8x10 print) include backing and clear bags for $2 each ($50 total)
http://www.amazon.com/11x14-White-Picture-Bevel-Pictures/dp/B00CPR8OMM/ref=sr_1_1?ie=UTF8&qid=1384974439&sr=8-1&keywords=11x14+frame+pack
-Cost per exhibitor would be about $20
~$10 for printing five 8x10 photos ($2 each)
~$10 for five mattes ($50 for 25 mattes / 5)
Location
-Bldg. 8 auditorium since it is central to campus, and already hosts poster sessions and such for craft fairs and poster sessions (Intern, IRAD, etc)
-Bldg. 28 auditorium since it already holds intern poster sessions, etc
-Would have to work logistics of reserving room and setting up boards that they use for poster sessions for people to hang their pictures on<br>
I thought of an idea for a Photo Club event the other day that might be kind of fun (and might help spend some of the club money). I wanted to e-mail it out before I forgot about it, but it would be good to talk about at our next officers meeting (which may have to be Monday 12/2 or Tuesday 12/3 with the Snap and Share now on Wednesday 12/4).
What if the GSFC Photo Club held a Photo Gallery Exhibition? I could take the lead on this event if enough people are interested, but we might need a committee to help.
Reasons to do it
-It would help get the name out for the GSFC photo club
-print up more business cards with the website and hand them out
-maybe do it after Scott has given a talk on how to print your own photo business cards so people could have their own to pass out
-It would give club members experience exhibiting their work and sharing it
-It would be a cheap way to have members exhibit their work ($20 per person for five 8x10 photos matted with white backing)
-If people’s friends from the club are doing it, shy members may be pressured into exhibiting when they wouldn’t otherwise
-It would be a great way for members to get feedback from the community
-Could be an annual event
-May want to hold a talk on photo business cards and/or watermarking/signing your images before event
Photo Logistics
-Limit everyone to 3-5 pictures
-Let people choose their own photos and print themselves
-Have a consistent size for everyone’s photo, make it 8”x10”
-8x10 is about the biggest size for reasonable cost to print at $2 per photo to print, goes up to ~$6 per photo for 11x14
-Have the club purchase a bulk pack of mattes and backing (no glass frame) so everyone’s photos look consistent and its cheaper and then sell them to club members at cost
-Have numbers under each photo for voting throughout the event
Cost per Exhibitor
-Buy mattes in bulk and then pass out to exhibitors a week before exhibit (or have exhibitors show up 1 hour early to mount photos)
-25 mattes that are 11”x14” (7.5” x 9.5” opening for 8x10 print) include backing and clear bags for $2 each ($50 total)
http://www.amazon.com/11x14-White-Picture-Bevel-Pictures/dp/B00CPR8OMM/ref=sr_1_1?ie=UTF8&qid=1384974439&sr=8-1&keywords=11x14+frame+pack
-Cost per exhibitor would be about $20
~$10 for printing five 8x10 photos ($2 each)
~$10 for five mattes ($50 for 25 mattes / 5)
Location
-Bldg. 8 auditorium since it is central to campus, and already hosts poster sessions and such for craft fairs and poster sessions (Intern, IRAD, etc)
-Bldg. 28 auditorium since it already holds intern poster sessions, etc
-Would have to work logistics of reserving room and setting up boards that they use for poster sessions for people to hang their pictures on<br>
11
Original Idea E-mail 2/2 Prizes
-Have attendees vote on people’s work and have top photo (or top 3 photos?) win a prize. Club pays for a larger print of the winning photo or frames for the exhibited sized photo
-Pass out ballots when people enter with numbers under each displayed photo, drop ballots in a box, and have two people (officers?) tally
-1st place maybe 16x20 framed print of winning photo: ~$15 for 16x20 picture and then ~$45 for frame and matte (Cost to club of ~$60?)
-Maybe 2nd place could get an 11x14 print and 15x18 matte and frame (Cost to club of ~$35?)
-3rd place could get an 11x14 frame to put their winning exhibited photo in ($10-$15 depending on quality)
-Maybe $60 is too expensive for first place, and it should only be 11x14 print in 15x18 matte and frame
-Maybe 2nd/3rd-5th place could win 11x14 frames for their matted 8x10 photos depending on how many people participate
-Maybe limit one winning photo per photographer (if one person gets 1st and 2nd place, ignore their 2nd place photo)
-Number of prizes distributed should be directly correlated to how many club members participate (1 prize for every 5-7 people?)
Time of Exhibit
-Evening exhibit
-Could be fancier, maybe have people dress up
-Club could provide snacks and refreshments
-cheese, crackers, veggies, sparkling cider, etc
-not sure of logistics of what is involved for wine, may be too complicated
-Could hold at 5:00pm to 6:00pm (or 5:30-6:30, or 6-7) hoping to get people straight after work before they head home
-Might be harder to get as many people
-Lunch time exhibit
-Less formal, people wouldn’t have to dress up
-Club could provide free pizza and water/soda to draw people in
-Could hold from 12:00pm to 1:00pm
-Might help draw people in since they are already at work and have to take a lunch break at some point anyway
-Might get more attendance from random general public than evening exhibit
-Post flyers around campus at least 1 week before event
-Run in Dateline for at least 1 week before event
-Might be able to get the same band that performed at our picnic for live music
Time of year
-Has to be at least after the holidays into 2014
-Possible date could be Thursday January 2nd or Friday January 3rd at the earliest
-Would kick off the new year of 2014
-Could also be held later than, perhaps February or March
Total Cost to Club
-$0 for printing, people print their own photos
-$0 for matting and displaying, mattes are bought in bulk and sold to members, displaying should be free at GSFC with existing poster session wall boards
-$0 for facility rental at GSFC
-$75 to $100 for snacks and/or pizzas, maybe this is too high, I have no idea
-$50 to $100 for prizes based on how big the prizes should be and how many to give out
TOTAL: $125 to $200
Let me know what you think.
Thanks,
Tyler<br>
-Have attendees vote on people’s work and have top photo (or top 3 photos?) win a prize. Club pays for a larger print of the winning photo or frames for the exhibited sized photo
-Pass out ballots when people enter with numbers under each displayed photo, drop ballots in a box, and have two people (officers?) tally
-1st place maybe 16x20 framed print of winning photo: ~$15 for 16x20 picture and then ~$45 for frame and matte (Cost to club of ~$60?)
-Maybe 2nd place could get an 11x14 print and 15x18 matte and frame (Cost to club of ~$35?)
-3rd place could get an 11x14 frame to put their winning exhibited photo in ($10-$15 depending on quality)
-Maybe $60 is too expensive for first place, and it should only be 11x14 print in 15x18 matte and frame
-Maybe 2nd/3rd-5th place could win 11x14 frames for their matted 8x10 photos depending on how many people participate
-Maybe limit one winning photo per photographer (if one person gets 1st and 2nd place, ignore their 2nd place photo)
-Number of prizes distributed should be directly correlated to how many club members participate (1 prize for every 5-7 people?)
Time of Exhibit
-Evening exhibit
-Could be fancier, maybe have people dress up
-Club could provide snacks and refreshments
-cheese, crackers, veggies, sparkling cider, etc
-not sure of logistics of what is involved for wine, may be too complicated
-Could hold at 5:00pm to 6:00pm (or 5:30-6:30, or 6-7) hoping to get people straight after work before they head home
-Might be harder to get as many people
-Lunch time exhibit
-Less formal, people wouldn’t have to dress up
-Club could provide free pizza and water/soda to draw people in
-Could hold from 12:00pm to 1:00pm
-Might help draw people in since they are already at work and have to take a lunch break at some point anyway
-Might get more attendance from random general public than evening exhibit
-Post flyers around campus at least 1 week before event
-Run in Dateline for at least 1 week before event
-Might be able to get the same band that performed at our picnic for live music
Time of year
-Has to be at least after the holidays into 2014
-Possible date could be Thursday January 2nd or Friday January 3rd at the earliest
-Would kick off the new year of 2014
-Could also be held later than, perhaps February or March
Total Cost to Club
-$0 for printing, people print their own photos
-$0 for matting and displaying, mattes are bought in bulk and sold to members, displaying should be free at GSFC with existing poster session wall boards
-$0 for facility rental at GSFC
-$75 to $100 for snacks and/or pizzas, maybe this is too high, I have no idea
-$50 to $100 for prizes based on how big the prizes should be and how many to give out
TOTAL: $125 to $200
Let me know what you think.
Thanks,
Tyler<br>