ACW Project Manager Checklist.  Please indicate completion by an X in the yellow space. 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

3. ____Proposal presented to the task force and is approved Date___________

The Basics

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.____Theme (stick as close as possible to ACW’s mission of social justice and building community). 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.

8.___ Venue Name________________  Address_______________ Contact Person____________________  email:                                          Phone:

9,___ Venue agreement completed. Contact   Layl McDill <layl@claysquared.com
Venue Address and Contact person. Include: 1. what commission the venue will take if a piece of art is sold.  2. Cost of using the venue to be paid by ACW 3. Will the Venue provide anything for the opening 4.Deliverables from Venue 5. Deliverables from ACW

10._____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

11: ____Call for Art/participants  and Volunteers.  (Must be ACW members).  Where: ACW Newsletter, NEMAA Newsletter, Task Force, Social Media. Copy due for ACW Newsletter on the 22^nd of each month.   Create artist application.  Blank Application example for you to use:  https://www.arttochangetheworld.org/acw-exhibition-application 

12.___Registration for event. Who, Where?

13: ___How many people in the project. List with Name, role, email and phone number.

14.____  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. 14.b. _____ Listed date(s) (4, 6, 8 weeks out from event) to release to PR coordinator: ______________________________________________________.

15:____ “Collect Artist/Artwork statements 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/

16.___ Set Up/Drop Off Dates_______________________  Where?

17:____Contact Person in charge of drop off/pick up__________     name, _email, phone

18.___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.

19.___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________________________

20___ Other Activities Dates , Times, Descriptions _____________

21.___Closing Date  _______________ Will there be a reception?

22_ __De-Install/Clean -Up Date ____________________  ALL Participants.

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.

24. ____Plan to update the task force at their monthly meetings on the progress of your event.DAY of the Event:MOST IMPORTANT: COMPLETE EQUIPMENT/MATERIALS LIST FOR EVENT DAY

_____  Professional Nametags for participants (who are not in costume). Blanks in closet by bathroom.

____  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.

Mandatory Reading!!
Thank you so much for following these protocols developed by ACW over the last 7 years. Reduce the drama and elevate the fun!

How ACW works:
ACW is a cross cultural/generational/gender collective moving into Distributed Leadership.
We strive for member equity.
We do our messy best.
We strive to assume good intentions as we join together to try and make the world a better place.
ALL need to have their voices honored. This includes the youth, power elite, the BIPOC/LGBTQIA+ and underserved communities and our elders.
We are trying to move ACW away from Transactional (What’s In it for ME) to Relational (What’s in it for US).  ACW is not a fit for everyone.
Please do not be that person who complains and does nothing to contribute to positive solutions.
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.
ACW is committed to including Artwork Statements for all of our Social Justice Art Projects
.Those members who move the collective forward are the members who are featured.

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 one of your ACW fellow members- approach THEM to resolve. Before you complain to others.  Do it first.  If that is unsuccessful, then go to your Committee Chair/Project Manager and then, the director. When there is conflict, and one person will not come to the table for resolution-it is their problem not yours.

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 which is setting this policy and raise your voice.

When we have reached consensus – then it is time for everyone to get on board and support the outcome.  Please do not keep discussing the decision.  Sometimes your view prevails- sometimes it does not.

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

Practice Active Listening. Define “dialogue”. Discuss protocols for Zoom meetings. Hard to read when someone is done speaking.

What is a micro – manager?   List definitions and then share. Where is the border line between effective detail-oriented leadership and too much input?  Build the team, have confidence in them but, as a leader,  feel safe to question.

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.  Most of us work for little or nothing. When a lot of people each do a little-there is nothing we can not accomplish! 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. Explain why.  Share a few stories.

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

Generally, do not add people to an email chain without the permission of the originator.

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

If the Subject Changes… change the Subject line on the email.

To, Cc  and Bcc When you are communicating, put the people who need to take action on the “To” line.  Those who may need to know should be put on the “Cc” line. If you are on the Cc line and have relevant data which may impact the topic – then chime in. Use your judgment regarding Reply or Reply All.

Use Bcc when emailing multiple participants in projects.  Privacy Issues.

Do not mine project email lists for your own promotional activities.

When you send copy:  Thanks for not formatting when you send copy  -just leave it all single spaced and tight together.  WordPress and Mail Chimp makes formatted copy go all kaflooy and it is time consuming or  impossible to fix it. Thanks!

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

Send and Receive email etiquette.

When you are planning and managing a project, it is optimum if you check your email each morning and your text messages several times a day.  When you send an email with a task attached -include preferred completion date.  When you receive an email with a task attached, please let the sender know you have received it and when you might get to it. You can say” I can’t do this” or “I can get this done by Sunday” or “I am on this”. Just REPLY!  If there is something in the email you do not want to deal with…just ignoring the question is not an effective option. When the sender has to post 3 times to get an answer- it makes their work unmanageable. Thanks so much for this courtesy.   Email is not infallible, and this is also a way for us to beat the poltergeists!

Consider creating a Task Tracking google doc. Then the project manager (YOU!) does not have to keep asking over and over. Show Example.

Time and Mode: Barbara arises around 5ish and does all her corresponding. She started this in her academic days- no one bothered her on the phone before 8:00   ; / 0  Some of you arise at 11:00 AM. That is fine!  We just need to know what our times are. Oftentimes, when you are asked for something- the person is on hold for what they need to do until you respond. Sometimes it is time sensitive. Become a speedy responder.   Do you prefer Phone, Text or Email?  Make that preference known.

One Week/One day Email Notifications. Using your project database team emails, post project participants regularly with status updates and at least one week out with all times, activities, materials and people needed. Then post again the day before. Ask for confirmation of receipt. REPLY… NOT REPLY ALL!!

Minutes Procedures for Standing Committees

• A point of contact person identified
• Record attendees, major topics of discussion, any votes, next meeting.
• Take minutes at meetings, promptly send minutes out to the committee for edits.  Cc Barbara
• When approved by committee, send minutes to Barbara so she can post in Minutes

When each project is in the design mode, it is good policy to CC Barbara since she is the one with all the crossover knowledge.  Hope this makes sense.  It prevents a lot of confusion and wasted work.  Questions?  Please feel free to ask.

Stipends and Volunteering

• ACW works with the “Many Hands Make Light Work” Model.  There are a lot of people doing a variety of tasks.  If you see an area that you can step in to help we invite you to offer.  Check out our Volunteer opportunities here: 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 first.  Send your volunteer hours to info@arttochangetheworld.org. The directors are in charge of managing the money.  This needs to be carefully considered on many levels.  What is our long game?  Who are potential major donors?  Who has influence in granting institutions.  Who is doing an extraordinary amount of work. Who is contributing a specialized skill set.
• No one in a non-profit is ever adequately compensated. We are in it for something else.  We ARE working, however, towards the goal of the core staff making a living wage.
• Understand, when we get a large donation or grant, most of it is already spent.
• If you are expecting to be paid for a task, tell Barbara what you are charging.  She will approve or disapprove that amount.  If the amount is approved submit an invoice after the task is complete.
• Stipends will be paid monthly. Usually the first week of the month for work completed the previous month.
• 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.
• ACW uses Pay Pal for disbursements. We have tried different methods- all unmanageable with the staff we have. The ACW Director uses Quick Books to manage the money and Pay Pal dumps all transactions with their data into the QB software. The account uses this for quarterly reports and year end taxes.  Pay Pal also has a real human at the end of a phone to number to help with any issues.  You need to get a Pay Pal account to be paid by ACW.