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 named the Event Producer(s). 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.

Example events include:

  • Fall Event (Prom Decom 2012, PJ Planet 2013, Portraits in Fur 2014)
  • Spring Event (Carnivale 2009 – 2012, Springle 2016)
  • Summer Event (Otherworld 2009 – 2016)

Event Requirements

If you would like to produce one of KindleArts’ annual events, 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 producer, 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
  • 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 document. Applicants will have an 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, 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 producer 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 production 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 and you would like to produce it through KindleArts please read the documents below and please tell us about your idea by submitting the event proposal form or emailing the directors.