please see also: Back Office Processes and Procedures

The Process:

Approximately 6 weeks before each show, The Artisans League will send out a Call to Artists to current members.

The Open Call will be closed 3 weeks before the show, and all dues need to be paid for consideration.

The following communications updates will be sent after the closure of the Call to Artist and leading to the date of the event where many details will be shared with registered participants. Note that every even though they have been pretty standard every event may have its own particular details and peculiarities, so they will need to be customized —

T-Minus timeline of Backend processes, tasks, activities and communicaitons:

Here’s the T-minus timeline in a clear table format, with Event Day 1 as T-0.

T-minus

Type

Task / Description

T-66

Backend Process

Kickoff Meeting for Artwalk Committee / Prep Budget Spreadsheet

T-56

Marketing

Prep Marketing Emails and select placements / Send for publishing

T-49

Website Update

Prep Website for Call to Artist, Forms, Database, Update Banners, Create ArtWalk Page, Update Rules

T-41

Communication

Call To Artists OPEN

T-28

Auto Expire

Call To Artists Closed

T-27

Backend Process

Tabulate Participants, Update Lists & Website, Reconcile Payments, Provide Preliminary List, Tabulate Sign Needs

T-24

Backend Process

Begin Mapping Creation / Alignment Process

T-22

Backend Process

Continue work on Map; Send to Helpers for Review

T-22

Communication

Shared Area (Mita Studio or Kiva) Communications #1a

T-22

Communication

Participating Artists Communications #1 of 3

T-17

Communication

Shared Area (Mita Studio or Kiva) Communications #2a

T-17

Communication

Participant Communications #2 of 3

T-17

Backend Process

Order Yard Signs (OfficeMax or Canva; 5-day lead time)

T-10

Backend Process

Order Maps (11×17 B/W; OfficeMax; 2-day lead)

Participants Meeting – Sometimes this is needed to remind everyone of the rules and answer any questions

New Participants Meeting –

T-10

Backend Process

Update Participants List Page

T-7

Backend Process

Place banners on social media (MTL, NextDoor, etc.)

T-7

Backend Process

Email people that ordered Artist Signs to pick up outside house

T-3

Backend Process

Pick up and Sort Maps for distribution

T-1

Communication

Participant Communications #3 of 3 FINAL

T-1

Backend Process

Place Signs on all Kiva corners (Tuesday before show)

T-1

Backend Process

Deliver Maps to Front Desks and Mita Artisans Studio; Send Email

T-0

Event Day

Event Day 1 (Saturday)

T+1

Event Day

Event Day 2 (Sunday)

T+3

Communication

Post Event THANK YOU & Survey

T+7

Backend Process

Tabulate Survey Results / Create Report

T+10

Communication

Send Email to Board with Survey Results & Await Comment

T+16

Communication

Publish Survey Results to Event Page & Blog

Communications Samples

They can be found on ArtWalk Event Archives under each event (See Below)

Previous ArtWalk Participants Home Pages:

Typical Expenses / Budget: (See Spreadsheet)

Some years we loose a bit of money but most we break even or make a little – It all depends on the amount of posters we need to print.

Generally speaking we need to have 40-45 artists to break even, otherwise we will need to ask the club for budgetary support

Signs Storage, Placement Timing and Location Recommendations:

Note: Digital Maps become available online (Event Page) ~10 days before event!

Maps

  • Usually we print 900 11×17 paper maps ( Black and White, folded) and QR Code Flyers
  • Ordered online, PDF uploaded to their system
  • Side note: I use OfficeMax (or Bell Road when their machines are broken)
  • Lead time: Calculate 2 days but usually overnight

QR Codes and Flyers

  • Number: 25 QR Code Pages
  • Color copies ( ordered with Maps)
  • Leadtime: Calculate 2 days but usually overnight

Home Artists Yard Signs

  • Order from Canva.com – Found them to be the best quality for the money!
  • Lead time 7 days

Posters/ Street Signs

  • OfficeMax –
  • Lead time: 4 days

Map Creation

It is a fairly manual process. The map is created manually based on the information the artists filled in the form ( nothing else!) I use google maps  for new addresses and placement.   The numbering is all manual.  I use the previous Artwalk maps to map out artists location and then use Google Maps to to locate streets and generate the pins to place in the map.

The map is on a Microsoft Publisher file. there are two different versions: 8.5×11 (for print at home) and the 11×17 version for hard printing)

The Graphic and pins is a layered photoshop file which has the street graphics and other components layed on top. I then use which are created in Publisher or Canvas  to create. When it is done, I print  the 8.5.11 on my printer and check the data and placement  and then print a pdf and distribute to proofreaders volunteers  — Once all is completed, then I create the 11×17 version, using all the modified data, and print it on my printer before sending for print.

The process takes a few hours  ( maybe 3-4) over a couple of days  to complete.

Files are all archived in zip files based on Artwalk here
Note Some older files are in PDN Format which can be converted to PSD format using free online photo editor: https://photopea.com

Printed Materials Distribution:

  • Distribution: (11×17 Printed Map)
    • 300 Mita Club Desk + 2 x QR Flyers for them to use
    • 300 Kiva Club Desk+ 2 x QR Flyers for them to use
    • 25 for Kiva Gate (unofficial!) + 2 x QR Flyers for them to use
    • 25 for Mita Gate ( unofficial!)+ 2 x QR Flyers for them to use
    • 200 stack for the Mita Artisans Studio for Artists to pick up 5 each for their homes
    • 50 Extras to have.

What else is needed here? Anything I have forgotten?