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:
- 2025 Spring ArtWalk Participants Home page
- 2024 Fall ArtWalk Participants Home page
- 2024 Spring ArtWalk Participants Home page
- 2023 Fall ArtWalk Participants Home page
- 2023 Spring ArtWalk Participants Home Page
- 2022 Fall ArtWalk Participants Home Page
- 2022 Spring ArtWalk Participants Home Page
- 2022 Trilogy Art Walk Spring (March 12 – 13, 2022)
- 2021 Fall Art Walk
- No DIGITAL record before this
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
Vendors:
Maps
- They printed at OfficeMax in four corners (or Bell Road when their machines are broken:
- on 11×17 paper, Black and White, folded
- Ordered online, PDF uploaded to their system
- Lead time: 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: 2 days
QR Codes and Flyers
- OfficeMax Color copies
- Leadtime: Overnight Ordered online upload PDF
Mapping and Location for the
I use the old maps to map out artist and sometimes Google Maps is very helpful to locate a street
The first couple of times ( a few years back) I used an mapping sofware but do not need it anymore.