ACW Project Manager Checklist. Please indicate completion by an X . If there is a question which does not apply to your project- write N/A. Then write your plan under the numbered prompt on this document. Send your progress to your oversight coordinator each Monday.
Project Manager Name, email, phone__________________________________________________
Application Procedure BEFORE you plan an event make sure:
1.____The project proposal is submitted to the director. (see how to submit a proposal) https://www.arttochangetheworld.org/how-to-submit-a-project-proposal
2.____Green light is given by the director to present to the Task Force
- Proposal presented to the task force and is approved Date___________
4.___All need to complete a personal Agreement/Contract with ACW if you are receiving a stipend-include deliverables. https://www.arttochangetheworld.org/project-agreement-2
5.____Name of Project:
6.____ Consider what other organizations you can partner with. Speakers, Funding, Invitations etc. List here:
7.____Budget: Be Specific. Project Manager, other helpers, prep supplies, promo, snacks, musicians, photographer. Supplies reimbursed by receipt. Please hold until the end of the project and present the total. List how to find funding and plan to find it (grants, donors, other)
Start Planning – Usually 6 Months Out
8. Start Building Your Database. Who What Where When. Mandatory
This should be kept on a link on your project page.
Name of Project
People :
Name /role = email, phone
Name /role = email, phone
Name /role = email, phone
Name /role = email, phone etc
| Date | Time | Who | What | Notes |
- ___Funding, list grants out, go fund me, donors.
10,___
.___ Venue Name________________ Address_______________ Contact
Person____________________ email: Phone:
Venue agreement completed . Contact Layl McDill <layl@claysquared.com
Venue Address and Contact person. Include if applicable:
Will the Venue provide anything for the opening ? Deliverables from Venue. Deliverables from ACW.
11._____Event Date(s) and Times (consider holidays – work around them, Also other major ACW events or other events) For Example – Avoid Art A Whirl and other events . Check Racket https://racketmn.com/ and ACW Calendar: https://www.arttochangetheworld.org/calendar-events
12: ____Call for Art or Participants or Volunteers. Where: ACW Newsletter, NEMAA Newsletter, Task Force, Racket . Coordinate with Social Media Coordinator. Copy due for ACW Newsletter and NEEMA on the 22nd of each month. Create artist application.
13.___Gather info on participants for volunteer hours completed, membership not expired by end of project, decide deadline for volunteer hours completed_____, (deadline date here: ______) and check again before deadline______. Check hours for those who didn’t have enough hours before paying them _____. Do not pay until hours are completed and approved.
14.___Registration for event if applicable? Who, Where?
15: ___How many people in the project. List with Name, role, email and phone number. 16:____Agreements signed with all participants.
17: ___Plan your own marketing strategies (articles, private invites, flyers, tabling events. (PR team does basics, social media, PR).
At least 4 months out.
18.____ Copy and Logo/Project Image to create Project page. ALL documents and copy must include: This is an Art to Change the World Project. Create an image and a 5 sentence description of your project to be used to create your project page and to use for a newsletter. Submit to director. Once the copy is approved… release to the PR Coordinator.
- _____ Listed date(s) (, 8 weeks out from event) to release to PR coordinator: ______________________________________________________.
20:____ “Collect Artist/Artwork statements and bio pictures from each artist in the project” Artwork Statement and picture . To put in a 5” x 7” frame. Give them a Due Date
______________Participants submit copy to YOU! Example of artwork label: https://www.arttochangetheworld.org/acws-art-treasures-gallery/ Example of bio and pictures: https://www.arttochangetheworld.org/maker-space-artist-bios-2024/
21.___ Set Up/Drop Off Dates_______________________ Where?
22:____Contact Person in charge of drop off/pick up__________ name, _email, phone
At Least 1 Month Out
23.____ Create a document, WITH DEADLINES, to send to the accepted participants (day, time, parking, space, pick up, installation expectations, payment, tax info) this document will be readily available for them to refer to on the project page with clear expectations of them. Send this document to ACW Director for review. Collect W-9’s with social security number from all participants receiving stipends.
The Day of the Event
24.___Opening Event Date and Time ____________ Need to make Name tags for participants, volunteers and ACW spokespeople. Need to provide snacks. Decide how you will provide snacks. ACW has limited amounts at different times and can reimburse up to $50.
25.___Distribute surveys throughout the event. We need these for grants.
1. What did you like the best about this event? 2. What could we modify for next time?
Would you like to win a t-shirt? Email________________________
26.___ Other Activities Dates , Times, Descriptions _____________
27.___Closing Date _______________ Will there be a reception?
28_ __De-Install/Clean -Up Date ____________________ ALL Participants.
29.MOST IMPORTANT: COMPLETE EQUIPMENT/MATERIALS LIST FOR EVENT DAY
Activity : Materials Needed
_____ Professional Nametags for participants (who are not in costume). Blanks in front Hall. Please save them.
____ Clicker to count attendance and Intern to run it. In closet by bathroom.
____ ACW Swag. Tshirts, donation box, info sign up sheet. ACW Cards and a person to run it. Return to closet when project completed.
____Music (sound equipment (microphone, speakers). Test ahead of time!
____Furniture (chairs, tables, sculpture stands, stage) who will bring them and when? List them here. Additional lighting?
____Food/drink for most informal events (most times artists bring one store bought food item to share. Sometimes ACW has extra cups and beverages to bring. Artists and people in charge of the food should expect to pay their own cost unless the food was originally included in your budget). Details_________________
Food/Drink for formal events. Include in your budget. ACW has cups, water and coffee dispensers. Food delivered? List Vendor:
_____Consider doing promotional events or out-of-the-box ideas along with events related to your theme and event and event space). Ideas?
____Plan ways for interaction with attendees, have signage about every aspect, consider make and takes, workshops, demos, giveaways, make it a community event. Details_________________
_____Get high quality photos before, during, and after the event for promo. ACW can pay $50.
_____ Complete your project Manager Survey. Include triple bottom line report on Profit, People, Planet
______________________________________ What happened to send thank you notes? And add tell Kelly who to pay that month for the project if paying via paypal.