12x12 | Volunteer Form

2026 12x12 Art Fundraiser Volunteer Form

When: Volunteer slots available October 2-4, 2026, at various times

Where: Dunlap Codding (OVAC's Headquarters), 601 W. Sheridan Ave, Oklahoma City, OK 73102.

About 12x12: The 2026 12×12 Art Fundraiser features an eclectic fusion of works by 175 Oklahoma artists, available for purchase through an online auction, plus lite bites, drinks, live music, and art activities, 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.

Water & Snacks will be provided for every shift, and here are the Volunteer Roles needed.
- Gallery Walls Set-Up
- Event Set-Up
- Artwork Installation
- Ticketing Table Coordinators
- Ticketing Table Attendants
- Art Ambassadors Coordinators
- Art Ambassadors
- Silent Auction & Wish Wall Coordinators
- Silent Auction & Wish Wall Attendants
- Photographer
- Art Activity Coordinators
- Art Activity Assistants
- Post-Event Clean Up
- Gallery Wall De-Install
- Artwork Pick-Up and Clean Up
Perks: All volunteers will receive one ticket to the event ($50 value).

Accommodations: If you require special accommodations to participate as a volunteer or to fill out this form, don't hesitate to contact Allison Stacey, Interim Marketing and Membership Manager, at Allison@Ovac-Ok.Org, or 405-879-2400, Ext 3.

Thank you so much for volunteering! We couldn't do it without YOU!
Your Name

First NameLast Name
Your Email

Confirmation Emailexample@example.com
Your Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Name of Your Emergency Contact

First NameLast Name
Emergency Contact Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Volunteer Shifts

Sign Up Instructions: Click/tap on the arrow on the right of each type of volunteer role 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.
- - Assist with gallery wall setup and lighting
  - 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
  When: October 2, 2026
  
  Activity Level: Must be able to team-lift and carry 50 lbs and stand for extended periods
- Gallery Walls Set-Up: Available Volunteer Shifts
- Gallery Walls Set-Up: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only to the main sign-up email. Once you receive this email, please forward it to anyone else you have signed up.
- Gallery 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
- - Help with event layout & lighting setup
  - Assist with event decorating.
  - Assist the OVAC team as needed
  When: October 2–3, 2026
  
  Activity Level: May need to lift and carry 40 lbs and stand for extended periods.
- Event Setup: Available Volunteer Shifts
- Event Set-Up: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only 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
- - Assist with hanging artwork
  - If you have an extra drill and/or a ladder, feel free to bring them
  - Experience with installing artwork is required
  - Activity Level:
  When: October 2–3, 2026
  
  Activity Level: May need to lift and carry 40 lbs, climb ladders, and stand for extended periods.
- Artwork Installation: Available Volunteer Shifts
- This volunteer shift requires previous experience in artwork installation. Do you have experience with hanging art?
- Artwork Installation: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only 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
- - Photograph event attendees in casual and posed settings using provided image list.
  - Upload content to shared Google Drive following event.
  - OVAC can provide one camera during each volunteer shift.
    Having your own camera is great too!
  - All photographs will be credited when OVAC uses the subsequent
    photography collected during the event.
  When: October 3, 2026
  
  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?
- - Learn and use Auctria, OVAC’s ticketing and sales platform, as needed to access information and assist with guest questions. Training and support will be provided by OVAC staff
  - Help resolve ticketing or guest questions and communicate issues to OVAC staff when needed
  - Help ensure that walk-up ticket purchases and other event transactions are handled appropriately
  - Previous OVAC Volunteer experience preferred
  When: October 3, 2026, plus attendance for training and coordination meetings prior to the event.
  
  Activity Level: You can expect to be seated for most of your shift. You may be asked to escort guests if needed.
- Ticketing Coordinator: Available Volunteer Shifts
- - Check in all ticketed guests and provide a drink ticket to each
  - Check in, provide a name tag, and provide info to 12x12 Volunteers. Some volunteers may need guidance to their point of contact and/or volunteer location.
  - Check in, provide a name tag, and provide info to 12x12 Artists.
  - Answer informational questions about the event.
  - Pre-Event training on the OVAC Ticketing Sales Platform, Auctria, is required.
  When: October 3, 2026
  
  Activity Level: You can expect to be seated for most of your shift. You may be asked to escort guests if needed.
- Ticketing Attendant: Available Volunteer Shifts
- Ticketing Attendant: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only to the main sign-up email. Once you receive this email, please forward it to anyone else you have signed up.
- Ticketing Attendant: List the name, phone number and email for each additional participant (not including yourself).
  Example: Bill Volunteer | 405-555-5555 | bill@gmail.com
- - Assist caterer and OVAC staff with setup and simple, non-food-handling tasks.
  - Assist with ensuring a positive guest experience and safety, and report issues or suspicious behavior to OVAC Staff
  - Assist with keeping the event space clean of trash and report accidents and spills to OVAC Staff
  When: October 3, 2026
  
  Activity Level:
  A moderate amount of walking through the event space is required. Light lifting may be needed.
- Hospitality Floater: Available Volunteer Shifts
- Hospitality Floater: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only 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
- - Coordinate with OVAC staff to plan the art activity, including materials, supplies, space, and logistics
  - Prepare and organize materials before the event
  - Help create an engaging and welcoming experience for guests of all experience levels
  - Provide direction to activity volunteers and help ensure the activity runs smoothly during the event
  - Monitor supplies throughout the event and communicate any needs or issues to OVAC staff
  - Assist with cleanup and returning the activity area to its original condition following the event
  - Previous OVAC Volunteer experience preferred
  When: October 3, 2026, plus attendance for training and coordination meetings prior to the event.
  
  Activity Level: A moderate amount of walking could be possible, but mostly sitting. Ability to create art with hands.
- Art Activity Coordinator: Available Volunteer Shifts
- - Assist guests with art-making.
  - Create activity prototypes for guests to view.
  - Encourage guests to participate in the activity.
  - Assist with activity setup, maintenance, and/or teardown.
  When: October 3, 2026
  
  Activity Level: A moderate amount of walking could be possible, but mostly sitting. Ability to create art with hands.
- Art Activity Assistant: Available Volunteer Shifts
- Art Activity Assistant: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only 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
- - Orient and prepare ambassadors to be confident in assisting guests with registering to bid, troubleshooting bidding issues, and manually bidding on behalf of guests when needed
  - Ensure ambassadors are familiar with the 12x12 artists, artwork, fundraising goal, and OVAC’s mission and are prepared to engage guests and encourage participation in the auction
  - Serve as the primary point of contact for ambassadors during the event, orienting and preparing them so they feel confident in their roles
  - Learn and use Auctria, OVAC’s ticketing and sales platform, as needed to access information and assist with guest questions. Training and support will be provided by OVAC staff.
  - Help ambassadors monitor the safety of artwork and ensure any concerns are promptly reported to OVAC staff.
  - Previous OVAC Volunteer experience preferred
  When: October 3, 2026, plus attendance for training and coordination meetings prior to the event.
  
  Activity Level: A higher amount of walking and standing is required. You will mostly be on your feet.
- Art Ambassador Coordinator: Available Volunteer Shifts
- - Encourage guests to participate in the artwork auction
  - Assist guests will registering to bid, troubleshooting, 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 bidders, buyers, and artists at the event.
  - Pre-Event training on the OVAC Auction Platform, Auctria, is required.
  - Previous OVAC Volunteer experience preferred.
  - Art Ambassadors are asked to familiarize themselves with the 12x12 artists, fundraising goal, and mission prior to the event.
  When: October 3, 2026
  
  Activity Level: A higher amount of walking and standing is required. You will mostly be on your feet.
- Art Ambassador: Available Volunteer Shifts
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only to the main sign-up email. Once you receive this email, please forward it to anyone else you have signed up.
- - Organize and prepare silent auction items and related information in coordination with OVAC staff, ensuring descriptions and other details are accurate and ready for the event.
  - Learn and use Auctria, OVAC’s ticketing and sales platform, as needed to access information and assist with guest questions. Training and support will be provided by OVAC staff.
  - Support volunteers in welcoming guests and assisting with Silent Auction and Wish Wall participation, including bidding, registration, troubleshooting, and donations.
  - Monitor the auction area throughout the event and communicate questions or concerns to OVAC staff as needed.
  - Assist with auction closeout, including winning bids, item pickup, and teardown.
  - Previous OVAC Volunteer experience preferred
  When: October 3, 2026
  
  Activity Level: A moderate amount of standing is required throughout the shift. There will be seating available at the auction table.
- Silent Auction & Wish Wall Coordinator: Available Volunteer Shifts
- - Assist with auction table setup, maintenance, and/or teardown.
  - Encourage and invite guests to participate in the Silent Auction & Wish Wall
  - Assist guests with registering to bid, troubleshooting, 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.
  - Previous OVAC Volunteer experience preferred.
  When: October 3, 2026
  
  Activity Level: A moderate amount of standing is required throughout the shift. There will be seating available at the auction table.
- Silent Auction & Wish Wall Attendant: Available Volunteer Shifts
- - 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, 2026
  
  Activity Level:
  Those on Art Pick-Up will be standing and required to do some light walking to get artwork for buyers and artists.
- Artwork Pick-Up: Available Volunteer Shifts
- Artwork Pick-Up: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only 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
- - Assist with de-installing artwork (if you have art-handling experience).
  - Assist with venue cleaning and event teardown
  - A plus if you have a ladder you can bring!
  - Skilled laborers will be on site for heavy lifting and construction needs.
  When: October 3 & 4, 2026
  
  Activity Level: A moderate amount of walking through the event space is required. There may be light lifting needed.
- Event Teardown: Available Volunteer Shifts
- Event Teardown: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only to the main sign-up email. Once you receive this email, please forward it to anyone else you have signed up.
- Event Teardown: List the name, phone number and email for each additional participant (not including yourself).
  Example: Bill Volunteer | 405-555-5555 | bill@gmail.com
- - Assist with gallery wall teardown
  - Help pack gallery walls, lighting, and equipment in OVAC storage pod.
  - If you have an extra ladder or drill, feel free to bring them!
  - Skilled laborers will be on site for heavy lifting and construction needs.
  When: October 4, 2026
  
  Activity Level: Must be able to team-lift and carry 50 lbs. and stand for extended periods.
- Gallery Wall Deinstall: Available Volunteer Shifts
- Gallery Wall Deinstall: Are you signing up others for a shift as well?
- Signing Others Up? Be sure to include the total number of people to reflect everyone you are signing up to volunteer, including yourself.
  
  Note that instructional emails for volunteers will be sent only to the main sign-up email. Once you receive this email, please forward it to anyone else you have signed up.
- Gallery Wall Deinstall: List the name, phone number and email for each additional participant (not including yourself).
  Example: Bill Volunteer | 405-555-5555 | bill@gmail.com
- Pre-Event Trainings
  
  For volunteer shifts that require pre-event training on Auctria, OVAC's auction platform, please keep an eye on your email for further instructions as the event nears. You should receive instructions via email about two weeks before the event. Be sure to check your spam folder.
  
  We recommend that you add Interim Marketing and Membership Manager Allison Stacey to your safe senders list in your email: Allison@Ovac-Ok.org to prevent communications from going to spam.
  
  How to Add to Safe Senders List
- 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 OVAC policies:
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.
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.
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 him/her, or damage to his/her property, sustained in connection with his/her participation in volunteering for OVAC.
Volunteer's Digital Signature

First NameLast Name
Today's Date

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
Would you like to subscribe to OVAC's Newsletter, Art News Oklahoma? This newsletter features Oklahoma Arts events, opportunities and news.
Connect with us on socials!
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

Click Here to Donate Today
Should be Empty: