ACW Project Manager Checklist

Please indicate completion by marking an X in the checkbox. If a question does not apply to your project, write N/A. Complete your responses under each numbered prompt. Send your progress to your oversight coordinator each Monday.

Application Procedure

BEFORE you plan an event, ensure the following:

• The project proposal is submitted to the director. See: https://www.arttochangetheworld.org/how-to-submit-a-project-proposal
• Green light is given by the director to present to the Task Force
• Proposal presented to the task force and is approved

Date: _________________________

• All need to complete a personal Agreement/Contract with ACW if receiving a stipend—include deliverables. See: https://www.arttochangetheworld.org/project-agreement-2
• Name of Project:

_____________________________________________________________

• Consider what other organizations you can partner with (speakers, funding, invitations, etc.). List here:

_____________________________________________________________

_____________________________________________________________

• Budget: Be specific (project manager, helpers, prep supplies, promo, snacks, musicians, photographer). Supplies reimbursed by receipt. Hold until end of project. List funding sources (grants, donors, other):

_____________________________________________________________

_____________________________________________________________

Start Planning (Usually 6 Months Out)

• Start Building Your Database (Who, What, Where, When) – MANDATORY

This should be kept on a link on your project page.

Project Name: _____________________________________________

• Funding: List grants out, GoFundMe, donors

_____________________________________________________________

• Venue Information

Venue agreement completed. Contact Layl McDill <layl@claysquared.com>

Will the venue provide anything for the opening?

_____________________________________________________________

Deliverables from Venue: ________________________________________

Deliverables from ACW: __________________________________________

• Event Date(s) and Times (consider holidays—work around them; also other major ACW events). Avoid Art-A-Whirl and other events. Check Racket (https://racketmn.com) and ACW Calendar (https://www.arttochangetheworld.org/calendar-events)

Date(s): _____________________________________________________

Time(s): _____________________________________________________

• Call for Art, Participants, or Volunteers. Where: ACW Newsletter, NEMAA Newsletter, Task Force, Racket. Coordinate with Social Media Coordinator. Copy due for ACW Newsletter and NEMAA on the 22nd of each month.

Details: _____________________________________________________

• Gather info on participants for volunteer hours completed, membership not expired by end of project.

Deadline for volunteer hours: _______________________________

Check hours before paying. Do not pay until hours completed and approved.

• Registration for event (if applicable). Who, Where?

_____________________________________________________________

• How many people in the project? List with name, role, email, and phone number.

Number of people: ____________________________________________

• Agreements signed with all participants
• Plan your own marketing strategies (articles, private invites, flyers, tabling events). PR team does basics, social media, PR.

_____________________________________________________________

At Least 4 Months Out

• 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 5-sentence description of your project to be used to create your project page and for a newsletter. Submit to director. Once approved, release to the PR Coordinator.
• Listed date (8 weeks out from event) to release to PR coordinator:

Date: ________________________________________________________

• 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. 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/

Due date: _____________________________________________________

• Set Up/Drop Off Dates and Location

Date(s): _____________________________________________________

Location: ____________________________________________________

• Contact Person in charge of drop off/pick up

Name: ________________________________________________________

Email: _______________________________________________________

Phone: _______________________________________________________

At Least 1 Month Out

• Create a document WITH DEADLINES to send to accepted participants (day, time, parking, space, pick up, installation expectations, payment, tax info). This document will be readily available on the project page with clear expectations. 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

• Opening Event: Create name tags for participants, volunteers, and ACW spokespeople. Provide snacks (ACW has limited amounts; can reimburse up to $50).

Date and Time: _______________________________________________

• Distribute surveys throughout the event. WE NEED THESE FOR GRANTS. Questions: 1) What did you like the best about this event? 2) What could we modify for next time? 3) Would you like to win a t-shirt? Email: _______________
• Other Activities Dates, Times, Descriptions

_____________________________________________________________

• Closing Date. Will there be a reception?

Date: ________________________________________________________

• De-Install/Clean-Up Date (ALL Participants)

Date: ________________________________________________________

• MOST IMPORTANT: COMPLETE EQUIPMENT/MATERIALS LIST FOR EVENT DAY

Event Day Checklist

• Professional name tags 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: T-shirts, 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? Additional lighting?

Details: _____________________________________________________

• Food/drink for informal events (most times artists bring one store-bought food item to share. Sometimes ACW has extra cups and beverages). Artists and food coordinators should expect to pay their own cost unless 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?

Vendor: ______________________________________________________

Details: _____________________________________________________

• Photographer (professional or volunteers). Sometimes ACW has someone.

Name: ________________________________________________________

Contact: _____________________________________________________

• ACW signs, easels, and A-frames
• List of artists/participants with addresses for thank-you notes
• Master list for artists for pick-up
• Save the Date cards for next event, if appropriate
• Think through the flow of your event

_____________________________________________________________

After the Event

• Thank-you notes to all participants and volunteers
• Compile survey results and submit to director
• Final budget reconciliation and receipts submitted
• Project report/debrief submitted to director

What went well: _______________________________________________

Areas for improvement: _______________________________________

Key learnings: ________________________________________________

ACW Community Guidelines

Culture and Expectations

ACW is a collective working toward social justice through art. Our culture is relational—What’s in it for US. ACW is not a fit for everyone. Remember that ACW is a mostly volunteer organization. Even those receiving stipends are paid a fraction of the real value of their time and skills.

The World Belongs to Those Who Show Up

Interpersonal Dynamics

Assume Good Intentions. Become a data-driven person. When something sounds improbable—it probably is. Collect the data BEFORE you draw conclusions.

Conflict Resolution: If you have an issue with a fellow ACW member, approach THEM to resolve it first. If unsuccessful, go to your Committee Chair/Project Manager, then the director.

When you misstep—we all do—apologize! If you were the injured party, accept an apology with grace and move on.

If you have an issue with how something is being done, join the committee setting this policy and raise your voice. When we have reached consensus, it is time for everyone to get on board and support the outcome.

Practice how to disagree. Don’t challenge. Say “That makes me wonder about…” Practice Active Listening.

Communications

Life happens, but in ACW we are respectful to each other. A no-show, no-post is unacceptable. It takes 10 seconds to send a text or reply to an email. No show, no cancellation means no participation.

Until your project is designed and a contract signed, check all communications with Director before you send.

Project Manager is the point person for all communications within a project. Cc ACW leadership on all communications—especially outside the ACW family.

When asked to RSVP a meeting—Just “Reply”—no need to “Reply All.”

Send a meeting confirmation the day before the meeting if you are the convener.

To, Cc, and Bcc: Put people who need to take action on the “To” line. Those who may need to know should be on the “Cc” line. Use Bcc when emailing multiple participants for privacy.

Email etiquette: When you send an email with a task, include preferred completion date. When you receive an email with a task, let the sender know you received it and when you might get to it. Just REPLY!

Typeface: We all use Calibri as an identified “easy to read” type.

Stipends and Volunteering

ACW works with the “Many Hands Make Light Work” model. Check out volunteer opportunities at https://www.arttochangetheworld.org/volunteer-opportunities-2/

Many ACW opportunities like exhibits, sales of work, and paid teaching opportunities will be given first to ACW members who volunteer 6 hours or more. Send your volunteer hours to info@arttochangetheworld.org.

Monthly stipends usually range from $50 to $100 for ongoing tasks. One-time tasks like creating a logo or jurying an exhibit are paid between $50 and $100.

Stipends will be paid monthly, usually the first week of the month for work completed the previous month.

ACW uses PayPal for disbursements. You need to get a PayPal account to be paid by