PRE- EVENT

  • Creates Art Grant Submission process

  • Revies Art grant Submissions

  • Elects 5-7 person Selection Committee  for Grant and Effigy selection process

  • Creates and updates yearly art grant contracts

  • Communicates project milestones

  • Communicates with grant submitters

  • Collaborates and communicates with internal Morg depts

EVENT

  • Follow up with Artist and ensure the project has been checked  in with Placement

  • Review finished project and ensure project meets scoop of grant

  • Maintains copy of Fire Safety & LNT plans

  • Signs out projects after  LNT plan completion

POST EVENT

  • Requests and gathers post-event project after-reports

  • Create after burn report

  • Thank and follow up with volunteers & grantees


ORGANIZATIONAL LEADS:

Art Grant Lead-

  • Create budget, including art grants, mailings, etc.  Negotiate budget with LLC, if needed

  • Determine how art funds should be divided and amounts to be awarded; includes Art Grant Co-Lead in process and decision.

  • Creates contracts for all grantees and shares with the LLC, which retains signed copies once projects accept.

  • Creates Effigy submission and selection process and documents, maintains communications between Effigy & relevant departments, and reports milestones to Promo Lead (in lieu of Effigy Council)

  • Creates process and documents for on-site project check-in; collaborates with Placement

  • Removes all personally identifying information from all art grant submissions for anonymous voting, beginning the blinding process no later than 3 days before the submission deadline; shares responsibility with Art Grant Co-Lead.

  • Send acceptance; rejection; or conditionally accepted emails to the appropriate art grant submitters after voting has happened; include links & email addresses (also BCC’d) of relevant departments that require further action by grantees, as well as feedback given by Selection Committee.

  • Coordinates with the LLC for paying the grantees once accepted and sign the contract.

  • Gathers project progress reports from Art Liaisons and uploads them onto the Drive; shares responsibility with Art Grant Co-Lead.

  • Writes Art Grants progress report for Promo Lead.

  • Acts as an Art Liaison (see description)

  • Fulfills the responsibilities of the Art Grant Co-Lead if the position is not filled.

  • Coordinates with Gate, Placement, DPW & possibly FAST & LNT on-site

  • Work with LLC to set up online art grant donations

  • Create and maintain online fundraising campaigns

  • Creates post-online campaign report on funds raised, fees paid to venues, submits information to Fund Raiser Lead and creates write-up for Promotions Lead

Art Grant Co-Lead-

  • Give input on budget with Art Grant Lead.

  • Directly coordinates with the Selection Committee on submitted projects.

  • Communication deadlines, share blinded applications, and ask for feedback for project crews from the Selection Committee

  • Email criteria, FAQ, and requests for feedback on submissions to the Selection Committee, at least 2 days before submission deadline.

  • Communicates Selection Committee feedback and questions to Art Grant Lead and any other appropriate Departments.

  • Directly coordinates Selection Committee voting on projects to award grants; communicate deadlines, share blinded applications, and ask for feedback for project crews

  • Maintain communications with project submitters regarding milestones and deadlines as well as answer any questions.

  • Gathers project progress reports from Art Liaisons and uploads them onto the Drive, shares responsibility with Art Grant Lead..

  • Removes all personally identifying information from all art grant submissions for anonymous voting, beginning the blinding process no later than 3 days before the submission deadline; shares responsibility with Art Grant Lead.

  • Determine how art funds should be divided and amounts to be awarded with Art Grant Lead.

  • Acts as an Art Liaison (see description)

  • Work with Art Grant lead to determine art hub project, plans, and online campaigns

  • Acts as an Art Liaison (see description)

  • Works onsite as a member of the art hub team.

  • Creates a social presence for education and community outreach initiatives.   

TEAM LEADS:

Art Liaison-

  • Generally help funded artists to see their project to completion

  • Maintain communications with grantees from the time of being awarded to the after report, communicates milestones and deadlines, answers questions, and coordinates communications with other relevant departments

  • Contact project submitters within 3 to 5 days of receipt of submissions to thank them and communicate upcoming opportunities and deadlines.

  • Requests and gathers project progress reports and photo documentation and submits them to the Art Grant Lead to be uploaded onto the Drive & written up for Promo Lead

  • Check projects in with Placement, put the in contact with DPW & FAST (if needed).

  • Maintains LNT plans & Fire Safety plan (if required), and signs projects out after LNT signs off on project LNT plan completion

Onsite/online  Campaign Team (1-3 ppl)-

  • Work with Art Grant lead to determine art hub project, plans, and online campaigns

  • Acts as an Art Liaison (see description)

  • Works onsite as a member of the art hub team.

  • Creates a social presence for education and community outreach initiatives.   

Selection Committee (7-15ppl)-

  • Receives blinded grant submissions, choose which submissions to fund, offer suggestion on grant amount, and gives feedback for project crews to Selection Committee Foreman (or Art Grant Lead in lieu of Foreman)

  • Receives blinded effigy submissions, choose which submission, and give feedback for project crews (selected and not selected) to Selection Committee Foreman (or Art Grant Lead in lieu of Foreman)

  • Remain in communication with Selection Committee Foreman during voting time frame and have all votes and feedback into Foreman by the deadlines shared