12x12 | Volunteer Form

2025 12x12 Art Fundraiser Volunteer Form

When:
October 3rd, 2025
VIP Party | 6PM–7PM
Main Event | 7PM–10PM

Where:
OKC Farmers Public Market
311 S Klein Ave, Oklahoma City, OK 73108

About 12x12 Art Fundraiser
12x12 is an eclectic fusion of works created by 175 Oklahoma artists available for purchase through an online auction, lite bites, drinks, live music by DJ Ostara, and an interactive art activity, making it a memorable one-night-only art celebration! This annual event raises vital funds for all of OVAC’s programs and services, ensuring Oklahoma is a place where visual artists can thrive and positively impact their communities.

Shift Types Available:
- Walls Set Up
- Event Set-Up
- Artwork Installation
- Photographer
- Hospitality Floater
- Door Greeter
- Check-In + Info Table
- Art Activity Assistant
- Art Ambassador
- Silent Auction & Wish Wall Attendant + Info Table
- Post-Event Clean Up
- Wall De-Install
- Artwork Pick-Up
- Tear Down
Perks:
All volunteers will receive a FREE ticket to the 12x12 Art Fundraiser (a $50 value).

Questions & Accomodations:
If you have questions or require special accommodations to participate as a volunteer for 12x12 or to fill out this form, don't hesitate to contact Karis Chambers, Marketing and Membership Manager, at Karis@Ovac-Ok.Org or call 405-879-2400 Ex. 3.

Thank you so much for volunteering! Events like this couldn't happen without YOU!
Your Name*

First NameLast Name
Your Email*

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Your Phone Number*
Please enter a valid phone number.
Name of Your Emergency Contact*

First NameLast Name
Emergency Contact Phone Number*
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Volunteer Shifts

Sign Up Instructions:
Click/tap on the arrow on the right of each type of volunteer shift to expand or collapse that section and view more details + available shifts.

Sign up for a shift by typing in the number of volunteers you are signing up for in the preferred time slot(s) and shift type(s) (including yourself if you are volunteering). You can sign up for as many or as few shifts as you'd like! Make sure to review your shifts carefully before submitting, some shifts require pre-event training.

For assistance filling out this form, please email Marketing & Membership Manager, Karis Chambers, at Karis@Ovac-Ok.Org or call (405) 879-2400 Ex. 3.

Walls Set-Up
- Assist with gallery wall set up
- Help organize event layout and lighting
When: October 2, 2025

Volunteer Coordinator(s):
Ariana Weir-Temoshok - Ariana@Ovac-Ok.Org
Karis Chambers - Karis@Ovac-Ok.Org
Fernando Calvillo - Fernando@Ovac-Ok.Org

*If you have extra tools and/or a ladder, feel free to bring them!

*Skilled laborers will be on site for heavy lifting and construction needs and water and snacks will be provided.

Activity Level:
Must be able to team lift and carry 50 lbs. and stand for longer periods of time.
Walls Set-Up: Available Volunteer Shifts
Walls Set-Up: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Walls Set-Up: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Event Set-Up
- Help organize event layout & lighting
- Assist with event decorating.
- Assist OVAC team as needed
When: October 2–3, 2025

Volunteer Coordinator(s):
Ariana Weir-Temoshok - Ariana@Ovac-Ok.Org
Karis Chambers - Karis@Ovac-Ok.Org
Fernando Calvillo - Fernando@Ovac-Ok.Org

*If you have extra tools and/or a ladder, feel free to bring them!

*Water and snacks will be provided.

Activity Level:
Must be able to team lift and carry 50 lbs. and stand for longer periods of time.
Event Set-Up: Available Volunteer Shifts
Event Set-Up: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Event Set-Up: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Artwork Installation
- Assist with artwork installation and set up.
- Experience with installing artwork is required.
When: October 2–3, 2025

Volunteer Coordinator(s):
Ariana Weir-Temoshok - Ariana@Ovac-Ok.Org

*If you have extra tools and/or a ladder, feel free to bring them!

*Water and snacks will be provided.

Activity Level:
Must be able to team lift and carry 50 lbs. and stand for longer periods of time.
Artwork Installation: Available Volunteer Shifts
This volunteer shift requires previous experience in artwork installation. Do you have experience with artwork installation?*

YesNo
Artwork Installation: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Artwork Installation: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Photographer
- Photograph event attendees in casual and posed settings using provided image list.
- Upload content to shared Google Drive following event.
When: October 3, 2025

Volunteer Coordinator(s):
Allison Stacey - artbyasok@gmail.com

*All photographs will be credited when OVAC uses the subsequent photography collected during the event.

*OVAC can provide one camera during each volunteer shift.
Having your own camera is great too!

Activity Level:
A moderate amount of walking through the event space is required.
Photographer: Available Volunteer Shifts
Do you need to borrow OVAC's DSLR Camera?*

Yes!No, I have my own.
Photographer: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Photographer: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Hospitality Floater
- Assist food vendors and OVAC staff with clean up and simple, non-food handling tasks.
- Assist with assuring guest experience and safety and report issues or suspicious behavior to OVAC/OKC Public Farmers Market Staff.
- Assist with keeping the event space clean of trash and report accidents and spills to OVAC/OKC Public Farmers Market Staff.
When: October 3, 2025

Volunteer Coordinator(s):
Karis Chambers - Karis@Ovac-Ok.Org

Activity Level:
A moderate amount of walking through the event space is required. There may be light lifting needed.
Hospitality Floater: Available Volunteer Shifts
Hospitality Floater: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Hospitality Floater: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Door Greeter
- Be a welcome and info point at the front entrance of the venue for all incoming guests
- Assist guests with purchasing tickets at the door via QR code if needed
- Lead all guests upstairs and/or through the elevator and guide them to the Check-In table on the second floor
When: October 3, 2025

Volunteer Coordinator(s):
Cassa Shafer - Cassa.Shafer@Gmail.Com

*Water will be provided and venue security will be present at the entrance at all times.

Activity Level:
A higher amount of walking and stair climbing through the event space is required.
Door Greeter: Available Volunteer Shifts
Door Greeter: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Door Greeter: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Art Activity Assistant
- Assist keychain making activity leader
- Assist guests with the activity
- Make prototype keychains for guests to have samples to view
- Assist with keeping activity station clean
- Encourage guests to participate in activity
- Assist with activity set up and/or tear down
When: October 3, 2025

Volunteer Coordinator(s):
Lumen Miramontes - Lumen@NormanFirehouse.Com

Activity Level:
A moderate amount of walking could be possible, but mostly sitting. Ability to create small jewelry with hands.
Art Activity Assistant: Available Volunteer Shifts
Art Activity Assistant: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Art Activity Assistant: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Art Ambassador
- Encourage guests to participate in the artwork auction
- Assist guests will registering to bid, bidding issues and manually bidding
  on their behalf if needed.
- Answer questions about the art and artists as well as OVAC's
  fundraising goal and mission.
- Mark sold pieces with a red sticker on the label QR code.
- Roam the gallery space to monitor safety of artwork. Report issues to OVAC staff.
- Serve as a liaison between interested buyers and artists at the event.
- Pre-Event training on the OVAC Auction Platform, Auctria, is required. *Past OVAC Volunteer experience preferred.
When: October 3, 2025

Volunteer Coordinator(s):
Denae Smith - Denae.E.Smith00@Gmail.Com
Julia Moser - Julia.Moser222@Gmail.Com

*Volunteers are asked to familiarize themselves with the 12x12 artists and the 12x12 Fundraising goal and mission prior to the event.

Activity Level:
A higher amount of walking and stair climbing through the event space is required.
Art Ambassador: Available Volunteer Shifts
Pre-Event Training Required

This volunteer shift requires pre-event trainings on OVAC's auction platform, Auctria. If you wish to sign up for this shift, keep an eye on your emails for pre-event trainings on the platform. You should receive instructions via email about two weeks before the event. Be sure to check your spam folder.

Add Marketing and Membership Manager, Karis Chambers to your safe senders list in your email Karis@Ovac-Ok.Org to avoid communications going to spam.

How to Add to Safe Senders List

Silent Auction & Wish Wall Attendant + Info Table
- Encourage and invite guests to participate in the Silent Auction & Wish Wall
- Assist guests will registering to bid, bidding issues and manually bidding
  on their behalf if needed
- Assist guests in submitting donations from OVAC's Wish Wall
- Pre-Event training on the OVAC Auction Platform, Auctria, is required. *Past OVAC Volunteer experience preferred.
When: October 3, 2025

Volunteer Coordinator(s):
Cassa Shafer - Cassa.Shafer@Gmail.Com

Activity Level:
A moderate amount of walking and standing through the event space is required. There will be seating available at the auction table.
Silent Auction & Wish Wall Attendant + Info Table: Available Volunteer Shifts
Pre-Event Training Required
This volunteer shift requires pre-event trainings on OVAC's auction platform, Auctria. If you wish to sign up for this shift, keep an eye on your emails for pre-event trainings on the platform. You should receive instructions via email about two weeks before the event. Be sure to check your spam folder.

Add Marketing and Membership Manager, Karis Chambers to your safe senders list in your email Karis@Ovac-Ok.Org to avoid communications going to spam.

How to Add to Safe Senders List

Artwork Pick-Up
- Assist artists with picking up their un-purchased artwork(s)
- Confirm purchase and assist artwork buyers in getting them
  their purchased artwork(s)
- Artwork handling experience is a plus!
When: October 3–4, 2025

Volunteer Coordinator(s):
Ariana Weir-Temoshok - Ariana@Ovac-Ok.Org

*Water and snacks will be provided.

Activity Level:
Those on Art Pick-Up will have some walking to grab artwork for guests.
Artwork Pick-Up: Available Volunteer Shifts
Artwork Pick-Up: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Artwork Pick-Up: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Post-Event Clean Up
- Assist with gallery wall tear down
- Guide artwork buyers and artists to Artwork Pick-Up area if needed
- Assist with post-event cleanup
- Assist with de-Installing artwork (art handling experience required)
- Begin deconstructing event layout & decor
When: October 3, 2025

Volunteer Coordinator(s):
Karis Chambers - Karis@Ovac-Ok.Org

Activity Level:
A moderate amount of walking through the event space is required. There may be light lifting needed.
Post-Event Clean Up: Available Volunteer Shifts
Post-Event Clean Up: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Post-Event Clean Up: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Wall De-Install
- Assist with gallery wall tear down
  
  Help pack event layout & lighting
When: October 4, 2025

Volunteer Coordinator(s):
Ariana Weir-Temoshok - Ariana@Ovac-Ok.Org
Karis Chambers - Karis@Ovac-Ok.Org
Fernando Calvillo - Fernando@Ovac-Ok.Org

*If you have extra tools and/or a ladder, feel free to bring them!

*Water and snacks will be provided.

Activity Level:
Must be able to team lift and carry 50 lbs. and stand for longer periods of time.
Wall De-Install: Available Volunteer Shifts
Wall De-Install: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Wall De-Install: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com

Tear Down
- Guide artwork buyers and artists to Artwork Pick-Up area if needed.
- Assist with post-event cleanup
- Assist with de-Installing artwork (art handling experience preferred)
- Deconstruct event layout
When: October 4, 2025

Volunteer Coordinator(s):
Ariana Weir-Temoshok - Ariana@Ovac-Ok.Org
Karis Chambers - Karis@Ovac-Ok.Org
Fernando Calvillo - Fernando@Ovac-Ok.Org

*If you have extra tools and/or a ladder, feel free to bring them!

*Water and snacks will be provided.

Activity Level:
Must be able to team lift and carry 50 lbs. and stand for longer periods of time.
Tear Down: Available Volunteer Shifts
Tear Down: Are you signing up others for a shift as well?*

YesNo, I am just signing up for myself
Signing Others Up? Be sure to include the amount of volunteer slots to relfect everyone you are signing up to volunteer, including yourself if you are also volunteering.

Note that instructional emails for volunteers will only go to the main sign up email. Once you receive this email, please forward it to anyone else you have signed up.
Tear Down: List the name, phone number and email for each additional participant (not including yourself).*
Example: Bill Volunteer | 405-555-5555 | bill@gmail.com
Do you have any accessibility needs that we should be aware of to help accommodate you, or any other notes for us?

By signing up as an OVAC volunteer you agree to the following:
Sexual Harassment: OVAC has a Zero Tolerance policy on sexual harassment. If you are a victim of or witness sexual harassment, it should be reported to OVAC staff immediately. If a complaint of sexual harassment is reported against a volunteer, they will be asked to leave the premises and will no longer be eligible to volunteer at any future OVAC events.
I agree
Photo Release: During volunteer training events or events hosted by OVAC, OVAC may take photographs of the volunteers for use on social media, print materials, and the OVAC website. Volunteers agree to allow OVAC to use photos for these purposes.
I agree
Liability Release: Volunteers assume all of the risks of participating in OVAC programs as a volunteer. Volunteers waive and release any rights, actions, or causes or action resulting from personal injury or death to them, or damage to their property, sustained in connection with their participation in volunteering for OVAC.
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Support the12x12 Fundraising Efforts
The 12x12 Art Fundraiser raises vital funds for all of OVAC’s programs and services, ensuring Oklahoma is a place where visual artists can thrive and make a positive impact in their communities. Your support TODAY enables us to continue growing and developing Oklahoma’s visual arts community.

Questions about sponsoring or donating?
Reach out to Community Relations Director, Fernando Calvillo, at Fernando@Ovac-Ok.Org or call (405) 879-2400 Ex. 1

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