Events Event Proposals

Event Proposals

The Kindle Arts Society hosts several events per year. These events provide artists with an opportunity to share their work and creativity. For each of these events, the KindleArts Board of Directors will put out a request, or “Callout” for proposals. The person (or people) chosen will be Event Leadership. KindleArts is also open to proposals for new and unique events which support our mission, as long as they’re not too close to the dates of our primary events.

Our annual fall event needs Event Leadership!

KindleArts is looking for an Event Coordinator to facilitate production of our very popular fall event. The date and venue are booked. We need YOUR spark and vision to make it happen. For event-specific information, see Upcoming Events.

Example of past events include:

  • Fall Event (Prom Decom 2012, PJ Planet 2013, Portraits in Fur 2014, Brave New Whirled 2017)
  • Spring Event (Carnivale 2009 – 2012, Springle 2016, In My Backyard 2018)
  • Summer Event (Otherworld 2009 – 2018)

Event Requirements

If you would like to coordinate a KindleArts event, please read the mandatory event requirements below. All events produced by KindleArts must meet these requirements.

KindleArts events must be:

  • Operated for the benefit of the society and its members as a whole.
  • Produced by a team of unpaid volunteers. Limited paid staff such as medical, security, and bar staff is acceptable. However, there will be no free tickets to anyone including the event leadership, volunteers, or performers.
  • Participation-based, where all attendees are invited to contribute to the operation of the event.
  • Focussed on art, preferably in multiple forms, in alignment with the mission of the KindleArts Society.
  • Operated in accordance with the society’s Operating Principles.
  • Guided by the Society Values.
  • Compliant with all applicable laws.
  • Ideally generate a surplus of revenues after expenses are paid, which will be used to support the goals of the society.

Selection Process

  1. Callout for proposals published: The callout will include specific event criteria and a proposal submission deadline. As proposals are being sent in, the Board may ask the applicant(s) to clarify points of their proposal. It is in your best interest to submit your proposal early and open a dialogue with the board.
  2. Proposal deadline expires: Deadlines are firm. No new proposals will be accepted after the due date.
  3. Question week begins: Following the deadline for new proposals, the KindleArts Board of Directors will ask and answer additional questions from the applicants for one week. Answers will be shared with all applicants and be used to create a Frequently Asked Questions (FAQ) document. Applicants will have the opportunity to update their proposals throughout this week.
  4. Question week ends: Once the question period has expired, the board will not accept changes to the proposals.
  5. Proposal reviews begin: The board will review the proposals using the Event Proposal Selection criteria listed below.
  6. Proposal is selected: By the end of one week after reviews begin, the board will have chosen a proposal.
  7. Applicants notified: Applicants will be advised of the outcome of the selection process.
  8. Selected proposal announced: The name of the Event Coordinator who submitted the chosen proposal will be announced the next day.

Event Proposal Selection Criteria

When answering a callout for event proposals, please keep in mind that this is a collaborative process. Applicants may be asked to work with the board, or with other applicants to create a successful event. For example, the board may be really enthused by your idea, but feel it would work better as a part of a larger event.

Your application must show:

  • That you are prepared to meet the challenges of operating the event.
  • An understanding of the needs, abilities, and limitations of the community.
  • An ability to work collaboratively with the Board, as well as Associate Producers, Team Leads, volunteers, security, medical, and other event staff.
  • Uniqueness and creativity. Make us excited to attend and contribute!

Submitting Your Proposal

If you have an idea for an event, please read the documents below and please tell us about your idea by submitting the KindleArts Event Proposal Form.

Event Coordinator Role Description

The Event Coordinator serves as the visionary and spark for the event. They will:

  • Facilitate Associate Producers so that they continue to make progress in their departments and adhere to the event planning timeline, budget, etc.
  • Provide guidance to the Event Leadership Team, when requested
  • Empower and provide space for each Associate Producer to explore and lead within their role
  • Facilitate communication and collaboration between departments
  • Coordinate regular status update meetings between all Associate Producers
  • Help to remove roadblocks that impede progress
  • Serve as an internal point of escalation when needed and decide when an issue needs to be escalated to the Board of Directors
  • Be the primary interface between the Event Leadership Team and the KindleArts Board of Directors
  • Be the primary interface between the Event Leadership Team and the venue, external contractors, and Burning Man Regional Contact
  • Provide regular progress and status update reports for the Board of Directors
    • Report to include, if any:
      • Progress made to date
      • Upcoming events/milestones
      • Issues log
      • Documented risks
      • Budget updates
  • In collaboration with the Associate Producers and Team Leads, create a Final After Burn Report that documents what worked well, what could have been improved, final budget, and suggestions for future events

Event Leadership Deliverables:

  • Create the event budget, based on Board expectations, and participate with negotiating a contract with the venue, if needed
  • Create an event roadmap with milestones and coordinate with Associate Producers to ensure progress
  • Coordinate regular status update meetings with Associate Producers
  • Create a communications plan
  • Create a conflict resolution plan
  • Create status update reports for the Board of Directors on a regular basis
  • Write a formal, post-event, report and any other documentation that could inform and update existing KindleArts policies
  • Coordinate post-event debrief meetings with all Associate Producers, Team Leads, and the Board of Directors
  • If desired, work with the Victoria, BC, Regional Contact to obtain Official status

Expanded Event Leadership Team’s Shared Responsibilities & Deliverables:

The following are more specific responsibilities, tasks, and deliverables that the Event Leadership Team as a whole is accountable for:

  • Venue Contract and Event Budget
    • The Event Leadership Team will create a budget for the event. The Event Coordinator and Board Liaison will agree on key details of the scope of the event such as duration, venue, number of tickets available. The Event Coordinator and Board Liaison negotiates the contract details with the venue.  The Contract is signed and approved by the Board of Directors before venue deposit payment is made. The Event Leadership Team agrees to work within the approved budget. The Board of Directors recognizes that some degree of financial flexibility is needed, with an expectation of not exceeding 10% of the proposed budget without approval from the Board.
    • The event budget shall ideally be designed to generate at least 30% surplus over event costs.
  • Event Timeline
    • The Event Coordinator will create the overall timeline and milestones for the event. This is often based on existing timelines from previous years and in collaboration with the rest of the Event Leadership Team. Having a clear roadmap helps the Associate Producers and Team Leads meet deadlines and create their own schedules for getting things done. The Board of Directors will review the timeline and milestones at the start of the event planning with the Event Coordinator, who then delivers regular updates.
  • Permits, Insurance, and External Contractors
    • The Event Coordinator with the Board Liaison is responsible for ensuring all required permits are obtained. The Board of Directors is responsible for obtaining event insurance. The Board of Directors will provide support as needed for permits and other regulatory requirements. The Board of Directors will contract First Aid, Security services, and any other external contractors needed for the event, in consultation with the Associate Producers of Safety & Systems..
  • Official Event Status Application and relationship to the Regional Contact/s (RC)
    • Should Burning Man Official Event Status be desired, the Event Coordinator  is responsible for writing the application for Official Regional Status for the event. Board of Directors will approve the application before submitted. The Event Coordinator works with the local Regional Contact to ensure the RC is satisfied that the event meets the official status criteria.  
  • Relationship to KindleArts Board of Directors
    • The Event Coordinator is expected to keep the Board of Directors  informed where necessary, especially as relates to the following.
      • Liability and risk issues, especially in relation to the timeline and agreed-upon milestones;
      • Additional production costs that exceed the proposed budget costs;
      • Conflict management issues that may affect the continuation of the event or the health of working relationships;
      • Any major departure from previous organization of the event, e.g.: providing free tickets to volunteers, not having a burn, providing ‘new’ grants. Any such departure that is not enacted by outside authorities (fire ban, police order, etc.) needs agreement from the Board of Directors.
  • Communications
    • The Event Leadership team must create a Communications Plan at the start of event planning. This is to facilitate smooth and consistent collaboration between departments. KindleArts operates a number of social media tools as well as a mailing list. They will be made available to the Associate Producer for Information. Any communications to the larger KindleArts community sent from a KindleArts official account must be approved by the Director of Communications prior to sending. This is to ensure any communications are in line with the Society’s Values and Constitution as well as within the scope of the event, and to acknowledge the Board’s collective responsibility for any official society communications.
  • Conflict Resolution and Decision Making
    • The Event Leadership Team must agree to a Conflict Resolution Plan and a decision making model at the start of event planning. The Board of Directors encourages decisions to be made by consensus. If an alternate form of decision making is preferred by the Event Leadership Team, it must be documented and adhered to. If needed, KindleArts will support mediation or alternate forms of conflict resolution. However, the Event Leadership Team is encouraged to try and solve any issues amongst themselves prior to escalating to the Board of Directors.
  • Financials
    • The Associate Producer for Systems and Event Coordinator will follow any cash handling or other financial policy outlined by KindleArts, and collect all receipts at the end of the event for verification and/or reimbursement. All receipts must be attached to a completed reimbursement form or as required by the Treasurer. Receipts shall be provided to the Treasurer within thirty days of the end of the event.
  • Final Report
    • The Event Coordinator will write a final report that outlines: an overview of the event,  details of each department, successes and challenges in each department, financials, types of participation, art installations, volunteer overview (including volunteer names and hours) and recommendations for the future.
    • Previous final reports can act as a guide.
    • The final report should be completed no later than one month post event.
  • Documentation
    • The Event Leadership team may need to prepare policies and written material for use in the organization of the event as necessary.  The Event Leadership team is expected to add to the Standard Operating Procedures for the event or create one where it does not exist. This is a living document, created in collaboration with the Event Leadership team. The Event Leadership team is expected to follow existing KindleArts policies and procedures such as Code of Conduct, Sound Policy, and the Minor Participant Policy as set forth in the Parental Consent Form.
  • Debrief Meetings
    • It is important to the development of our events to hear from as many people as possible about their experience. Post event Event Leadership debrief meetings shall be held and feedback incorporated into final reports and recommendations. 
    • In addition, the Event Coordinator shall attend a Board of Directors meeting after the event for a debrief dialogue.
    • The Event Leadership team should consider soliciting community feedback and create a census using an online poll or other method to gather this information.
    • The Event Coordinator may be required to attend a debrief or follow-up meeting with the venue operators or representatives to address issues arising during the event cycle.

Event Leadership Team Qualities

The following qualities are highly valued by the Board of Directors and will influence the event leadership selection process:

  1. Inspiring : A leader inspires others.
  2. Collaborative : A leader collaborates with all key-stakeholders on any issue.
  3. Actively Listening and Communicating : A leader actively listens to others’ ideas and communicates timely and important information.
  4. Accountable : A leader is accountable, reliable and follows-through on commitments.
  5. Self-Aware : A leader is self-aware of their abilities, development, and communication.
  6. Patient : A leader is patient with themselves and others.
  7. Appreciative : A leader shows appreciation to everyone who contributed to a particular project or idea.
  8. Acts with Integrity : A leader has personal integrity and is honest, ethical and professional.
  9. Emotionally Intelligent : A leader is in touch with their emotions, strengths, weaknesses, drives, values and goals and recognizes their impact on others. An emotionally intelligent leader also displays empathy for others.
  10. Comfortable in the Gray Areas : A leader has the ability to navigate issues that do not have a clear-cut solution by using intuition, collaboration and mindfulness.
  11. Looks for Greatest Benefit vs. The Immediate Goal : A leader is focused on the maximum benefit for the community, as opposed to personal or short-term gains.
  12. Perceives the Big Picture : A leader is focused on seeing the largest possible perspective of any particular project, and communicates this vision to others on the team.
  13. Leads by Example : A leader is someone who leads by example, and is not afraid to get their hands dirty in the process.
  14. Leaves Ego Behind : A leader is in it for the greater good and not for personal gain.
  15. Open to New Ideas : A leader is someone who is open to new ideas.
  16. Curious : A leader suspends assumptions and judgment and brings inquiry and curiosity into everything they do.
  17. Fun: A leader knows how to make work fun for everyone involved.

Questions?

Email the directors with any questions, for help navigating this process, or to get connected with a community of experienced event organizers!

If you read to the bottom of this page, congratulations! Apply to be an Event Coordinator here.

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