TERMS & CONDITIONS
CONDITIONS
1. The Propelarts ArtsMAP Blog Competition ("Competition") is open to all residents of Western Australia aged between 15-25 (as at October 31 2008).
2. Propelarts staff and ArtsMAP Committee members are not eligible to enter the Competition.
3. There is no entry fee!
4. The winner of first prize will receive AUD $500.00 and two runner ups will receive AUD $250.00 each.
5. The Entry may be a story, rave, poem, song, piece to camera or film, written and recorded by the entrant. Song and video entries must be no longer than 3 minutes in length. Written entries must be no longer than 250 words.
6. The entry must be the original work of the entrant.
7. Only one entry per person.
8. The deadline for entries is 5.00pm Friday, October 10, 2008 . All entries postmarked Friday October 10 will be accepted. Under no circumstances will late entries be accepted.
9. Propelarts holds no responsibility for entries that are late, lost, misdirected, mailed with insufficient postage. stolen or misappropriated. Entry into the Competition is entirely at the entrants risk in all respects.
10. Entries will be judged by the ArtsMAP committee appointed by Propelarts. Judging of the Competition is entirely in the absolute discretion of the ArtsMAP committee in all respects.
11. Competition winners will be announced on the Propelarts website on Thursday, October 30 2008. Competition winners have seven days following the announcement to collect their prize before the offer is withdrawn and the winner/s reselected.
12. All entrants agree to have their entry posted online and used with respect to the Competition, should they be selected. Propelarts reserves the right to not post any material received. All copyright will remain the property of the entrant.
13. No entrant may infringe upon existing copyrights and by entering the Competition the entrant agrees that Propelarts Inc. is not held responsible for any such infringement which may occur, and the entrant agrees to indemnify Propelarts against any legal action which may arise as a result of such breaches of copyright including, but not limited to, the entrants entry and any use of it by Propelarts as authorised by these conditions or otherwise by law.
14. Cash prizes will be paid by cheque upon sighting the prize winners’ proof of identification at the Propelarts Office before Friday, November 7, 2008.
15. Entries will not be returned.
16. If for any reason the Competition is not capable of running as planned or is cancelled at any time for any reason whatsoever, including but not limited to, technical failures, unauthorised intervention, fraud or for any other causes beyond the control of Propelarts which corrupts or affect the administration, security, fairness, integrity or proper conduct of the Competition, then Propelarts has the absolute discretion to cancel, terminate, modify or suspend the Competition.
17. No entrant will have any claim, action or may bring any proceedings against Propelarts in relation to any matter arising with respect to the Competition or its cancellation, termination, modification or suspension.
18. Propelarts reserves the right in its absolute discretion to disqualify any entrant who tampers with the entry process.
19. In consideration of participation in the Competition, the entrant agrees to all of these conditions and this agreement will be signified by the entrant's entry into the Competition.
The Project
Time to take the idea that has evolved and develop it as a youth arts project. To create a basic project structure work through the following questions:
* What? What are you planning on doing. You’ll need detail here. Don’t stop at “some hip hop workshops”. Outline what skills are going to be broken down and taught in each one. Get down your plan to have a local trainee work closely with the artist.
* Who? Who is your target audience or the participants? Who are the artists you are going to use? Who will provide you with support or act as partners in the project? i.e. arts agencies, youth organisations, schools, the local shire….
* When? When are you doing it? Dates may have to fit in with your target audience, artists, local events and funding rounds.
* Where? Where will it happen?
* Why? Why are you doing it? Have you and has everybody involved got a clear and shared understanding of the aims & objectives of the project?
* How much? How much will it cost? You will need to get a budget together. Make a list of all project expenses (i.e. equipment, transport, materials, coordinator wages, venue hire, artists fees) even if they may be provided through inkind support. Inkind support involves being provided with services or goods rather than money, for example, the Council providing you with free use of a venue. You still need to work out a dollar value for services or goods that may be provided through inkind support and note it with all other project expenses. The total will be the project “Expenditure.” In the next stage of making your project happen you’ll need to source project “Income”.
A strong and clear project structure will assist you when you are telling people about and seeking support for your project.
Getting Ready
You and the people you are working with now have a project structure. It’s time to start preparing for it to happen. It’s crucial you consider a few key things before you go any further. It will be too late once your project is underway!
- Tasks, timelines and responsibility - Sort out all the things that need to be done, when they need to be done by and who will do them. It’s a great idea to get this all down clearly on a spreadsheet that everybody can refer to. This document will probably need to be regularly updated as things change.
- Documentation and evaluation - How will you record what happens? How will you measure whether your project achieves the objectives that were set? Take a look at the information sheets on documentation and evaluation for more information.
- Legal issues - Are there any legal issues to consider, such as permits, licences, copyright, insurance or contracts?
- Marketing - How will you promote your project? Get a marketing plan together detailing all the different methods you are going to use to make people aware of your project. In doing this ask yourself who you need to make aware - project participants, sponsors, funding bodies, the general community and media.
- Resourcing - Where will you get the money and resources to make your project happen? Explore the options. This might include grants, corporate sponsorship, project generated income (such as ticket or product sales) or philanthropic trusts. Sourcing inkind support from individuals, businesses, organisations or local government in relation to venues, volunteers, accommodation, catering or materials is not only a fantastic way of resourcing your project, but another way to connect people within your community to it.
Example of a plan format:
| AREA | TASK | WHO | SUPPORT | WHEN |
|---|---|---|---|---|
| MARKETING | Put together promo flyer | Coordinator | Volunteers | By Sept 7 |
| Hand out flyers | Volunteer Coordinator | Volunteers | By Oct 4 |
Making It Happen
You’ve come up with the idea, developed the project, made preparations and now it’s all happening… but you can’t sit back just yet. Make sure you stay on the ball and
- Look after your crew - Are the people and partners informed about project developments, happy and motivated?
- Keep track of spending - Are all financial transactions being recorded? Are you sticking to the budget? If not, are you making provisions for this?
- Keep with the timeline - Are deadlines being met by the people who are responsible for them? Do you need to update the timeline document.
- Documentation and evaluation - Are you collecting material, comments and data that will allow you to create a great record of your project and work out what was and wasn’t achieved?
Looking Back, Taking in the Moment and Planning What's to Come
The stalls have been packed away, the exhibition has been taken down. Time to look back on what has happened, celebrate your achievements and think about what’s next.
Hold debriefing sessions with all the main people involved to reflect on how things went. Ask yourselves question like:
* what went well and why?
* what would you do differently next time?
* what obstacles did you face (lack of skills, resources, interest, etc.) and how could these be overcome?
Use this feedback, your documentation and evaluation to create a report of your project. This report will feed into any acquittals that you may need to submit to funding bodies. It will also form a base for what you and the others you have worked with will tackle next time.
Thank everybody who has been involved. Take the time to reward each other for what has been achieved. Try to hold onto that energy and momentum so that it can be channelled into more great youth arts projects.
Where To From Here?
Other sheets from our set that might be of use include: Funding & Resourcing Your Arts, Documenting Your Arts, Evaluating Your Arts and Youth Arts Best Practice.
For management information, visit www.mapnp.org/library, for arts marketing information, visit www.fuel4arts.com, for information about legal issues, visit www.artslaw.com.au, for information about copyright, visit www.copyright.org.au, general management including legal issues are well covered in -
Radbourne, Jennifer and Fraser, Margaret, Arts Management: A Practical Guide, Allen & Unwin, Australia, 1996.
