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Glenhyrst Vendor Application & Information

The BPG Pottery Shop (BPGPS) is a member-run retail venue that sells work by members of The Brantford Potters’ Guild. The shop is located inside the Glenhyrst Art Gallery, 20 Ava Road, Brantford in the Lower Gallery. 7 glass cabinets belong to the guild and are used for displaying member works that are for sale, as well as another cabinet beside the main desk.

Vendor Requirements and responsibilities

Each vendor must be a member in good standing with the Guild. Each vendor must provide the pottery shop with dedicated service hours that are separate and additional to the ClayWorks member service hours.
Note: Every vendor defaults to staff shift unless otherwise assigned.

Shop hours are based on the number of vendors participating in the 6-month period. A sign-up form will be available at intake for all vendors to choose the dates for their shop duty. The shop Team will advise how many hours will be required from each vendor. Usually, the requirement is from 1-3 hours per 6-month period.

Stock

Vendors are to complete and submit the online standardized inventory form at least one week prior to intake day so that we can review it. One printed copy must accompany all stock brought in on intake day, to be entered into inventory by Glenhyrst. A shop standards representative will match lists to items to be consigned.

All similar items of the same price should be listed as a quantity under a specific item code, regardless of surface design or shape/size. Your unique code BPG membership ID is used for the number and then your own numbering system after that.

Example

Inventory #

Description

Qty

Price

50.00
75.00

10
1

Various mugs
Large bowl

012-AAB-01
012-AAB-02

All work must conform to BPG Standards and pricing. All items will be reviewed by a Standards representative.  The Shop Team will reject any items that do not conform to these standards.
Review Guild standards here.

Each item must have a label affixed to the bottom with item inventory code and price. We encourage price label stickers which are self-adhesive and discrete. Labels should not be visible on the displayed item. All prices should be round numbers – no cents. We use pricing cubes to use in the displays to make everything look professional and uniform.

No items may be removed from the shop until the end of the 6-month period.  New items may be added at each quarter intake only.

Vendors may provide business cards to include with their items.

Intake/Outtake

May and November will be calls for new members, and February and August are top-up dates for existing members. The Shop Team coordinates intake/outake and calls for new vendors twice a year, and notifies Glenhyrst of these dates so that they know when we will be there. Existing vendors must resubmit their applications each time.

At the 6-month intake, all returning vendors must replace all stock with new items. Items can be returned in a future quarter, but not in back-to-back quarters. Intake day will be communicated well in advance.

Sales are completely handled by Glenhyrst Staff. BPG provides the packaging (bags and tissue) from the Sales Team’s stock. If anything needs to be purchased, it is expensed to the Sales Team Lead on the expense sheet downloaded from the website.

Payout

Vendors set their own retail prices. HST is charged by Glenhyrst on all items, and those vendors with an HST # will receive their remittance based on their payout.

Glenhyrst takes 20% of all sales and then sends a cheque for the 80% to our Guild Treasurer. BPG takes 10% from the total sales. The sales list is sent to the Sales Coordinator on our Shop Team, and they notify vendors of their amounts. They then forward the list to the Board Treasurer, who writes cheques to the vendors. These cheques are mailed out to vendors quarterly (Feb., May, Aug and Nov.).

Loss/Damage

Every effort will be made to ensure that theft and damages do not occur. Glenhyrst insurance policies apply to all inventory.

Job Descriptions

Coordinators:

Finance Coordinator

  • Receives applications and inventory sheets via email directly from website (all 3 coordinators get this).

  • Reviews inventory sheets for discrepancies before intake and alerts vendors of any changes needed prior to intake day.

  • Receive quarterly spreadsheet of sales from Glenhyrst, and inform vendors of sales- quarterly – Nov, Feb, May, Aug.

  • Send amounts to Board Treasurer.

  • Report sales amounts to social media coordinator for newsletter.

  • Provide annual summary to Communication Coordinator for AGM in September.

  • Schedule vendors into the roles below and make sure all roles are filled every quarter and secure one or two vendors to do standards. Providing a sign up list at intake will make scheduling easy.

  • Help organize displays on intake.

Communications Coordinator

  • Schedule intake outtake on quarterly dates for vendors and standards including times for each vendor to arrive.

  • Sends out email to existing vendors for new intakes (for Feb and August) and at 6 months to remind non returning vendors to remove their work.

  • Report to BPG board at AGM and give updates of sales and trends help organize displays on intake

  • Liaise with Glenhyrst to schedule intake/outtake days, etc.

  • Submits new inventory lists to Glenhyrst after intake (paper copies).

  • Purchase or acquire supplies as needed.

Social Media and Volunteer Coordinator

  • Take and Send photos to social media lead at BPG.

  • Write newsletter article each quarter or more often if needed.

  • Sends out call for new vendors in email/newsletter every 6 months (for May and November).

  • Help organize displays on intake days.

Shop Staff (12-13 biweekly spots)

Shop Maintenance Duties

  • Dust pottery and shelves in gallery and upstairs by reception desk. Windex fingerprints from glass doors if necessary. If any additional cleaning supplies are needed, please report to the Shop Team

  • Fill empty spots on shelves with pottery from storage, arrange pieces in a pleasing manner to avoid large empty spaces on the shelves – this includes cabinet beside reception desk.

  • Ensure that there are pieces on display from each artist participating, both in the main shop and in the cabinet at the reception desk. If an artist has sold all of their pieces and there are none available in the storage cupboard, contact the Shop Team.

  • Ensure that price blocks match pricing on items and replace as needed from tray in cupboard.

  • Ensure there are gift bags and paper in the cupboard for use by Glenhyrst staff when pieces are sold. If not, please contact Shop Team.

  • Report any issues or problems noted to the Shop Team.

  • These duties can be performed anytime during the assigned week.

Glenhyrst Hours

Tuesday - Friday 10:00 am - 5:00 pm
Saturday & Sunday 11:00 am - 4:00 pm

If you have any questions, reach out to:
Aliki Mikuluch - alikilina@gmail.com
Jeanne Yardley - mjeanneyardley@gmail.com
Nancy Magee - nancy@magee.ca

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