ArtPrize

Timeline

Entertainment

Vendors/Food
trucks

Logistics

Marketing

Sponsors

Send out
vendor
agreements
Vendor
agreements are
due by May 1

Venue Registration
Reserve the date
with the venues for
2015
Reserve the date
with the Waste
Removal Company
Secure the Venues.

March 9 April 9

Start the
recruitment of
band/headliners
Send out proposals
to prospective
headline groups
Secure the
headliners by
March

Timeline
April 20 June 4

Entertainment

Vendors/food
trucks
Finalize the artists Vendors and
and venues.
food trucks
finalized.
Maintain a fact
sheet with bios,
Begin
websites, and
mapping out
pictures. Post on
certain
Website
location.
Schedule and put
Start work on
in place the
the
certain art pieces.
Merchandisin
g Market Tent
Begin setting up
and collecting art
Start to
work from
publicize the
participants.
food trucks
that will
attend.
Send out
confirmations
as contracts
are received.

Logistics
Order the
merchandise.
Confirm if
refrigerated truck is
needed if so,
order
Confirm plans for
recycling, trash
compactor,
portajons,
Schedule the meter
bags
Confirm the
construction trailer
Schedule BC Ice
machine
Submit the
insurance
applications

Review Marketing
Plan and update
ID co-op marketing
with major sponsors
Confirm Visitors
Guide ad by June 1
Finalize in-kind
support by the media
for the sponsorship
support
Post on FB and
Twitter at least
weekly with content
directed posts

Marketing
ArtPrize ads
determined and
space scheduled.
Reserve the
billboards for the
digital boards in
August and
September.
Create flyer/poster
for ArtPrize.
Post on FB and

Twitter at least
weekly with content
directed posts
Confirm special
events and finalize
marketing materials
for the special events.
Determine banner,
signage needs, and
start process of

Develop the
sponsorship plan and
proposal
Recommit major
sponsors by the first of
May
Recruit the second tier
sponsors

Sponsors
Major sponsors
confirmed with
invoices sent
Identify support
materials required
for major sponsors
VIP tent/program
confirmed.
Keep working to
confirm the lower-
level sponsors
Work with sponsors
to finalize the
sponsor recognition
program/logo needs
for August printing.

September 23
October 11, 2015
Other
Schedule the
security team
Schedule the
sound and light
team
Schedule the
local small
events.

Other
Volunteer
recruitment
starts with save
the date email
blast, postcard
invitation.
Volunteer
brochure done
by July

ordering the materials

Timeline
September-
October

Entertainment
Vendors
Finalize the art
Finalize the
venues
food truck
locations,
Finalize the artists
Finalize the
Place artwork in
vendors and
certain venues
include in
around
printed
downtown Grand
materials and
Rapids.
social media
Finalize beer
Secure the
event for
create final
Founders
appeal for the
Market
Vendor tent.
Send out
confirmations
as contracts
are received

Logistics
Marketing
Sponsors
Other
Initiate the
Work with 104.5
All sponsors
Confirm the
weather and
and 105.3 FM Radio
confirmed and logos
money
liability insurance
on promo schedule
set for all printed
procedures and
policy
and postings.
materials and
support
signage.
materials
Confirm Edwards Confirm all ads,
needed.
meet
p
rint

Develop
a
dditional
Confirm the
deadlines
sponsorship
Finalize the
parking needs
recognition
beverage order
and schedule
Print and distribute
materials.
personal for
flyer/poster
Work with
Vendor lot
Provide a save the
volunteers to
Post on FB and
Twitter at least
date for the sponsor
sign up for
Confirm all
weekly
w
ith
c
ontent
taste testing.
slots, sending
security needs
directed posts
confirmations
including GRPD
Offer to sponsors

Recruit
a
nd
p
romote
upon receipt.
chance
t
o
o
rder
Finalize the
the applications for
more VIP tickets
recycling,
special events and
garbage, and
Finalize all payment
finalize marketing
clean-up crews
receipts from
materials.
sponsors.