Arts Administration

Arts administration tools and strategies streamline organizational processes making the arts more effective and accessible to all. What are some of the tools or activities you do or would like to see arts organizations do to improve the art world?

 Grants – January 17, 2019

Grants – Grant-writing has many stages: research, matching non-profit/individual needs to specific open grants, gathering information and writing, proofreading, double checking that the narrative and budget support each other, requesting complimentary reviews if possible, checking again to make sure that the grant is complete and without errors, submitting within the timeline…waiting…(the hardest part in my opinion), then upon being awarded, resubmitting a modified budget for approval if the grant isn’t fully funded, executing the grant to the truest intent in which it was written and accepted, and finally completion and evaluation.

 Fundraising Planning – December 26, 2018

In order to create an effective fundraising plan for the season/year, I find that it is important to schedule a few meetings on a schedule with the right people in the room. Namely, the Board of Directors with the addition of staff and leading volunteers who are closely in touch with the organization’s needs from various angles.

The first meeting is to brainstorm ideas. I take this information and sort them into concrete categories.

The second meeting is to determine which fundraising ideas are most important and/or have the greatest potential for fiscal success. Then I create a rough draft timeline for execution of each event and pencil in potential people involved and other resources needed.

The third meeting presents these findings in order for us to determine which fundraisers we have enough time and resources to undertake while still maintaining our core operations/values. Then together we set exact dates, personnel involved with specific tasks, resources needed, and estimated costs involved.

Finally, and most importantly, together we set a specific financial goal for each event, and then assess the risks if we do not make this goal. If the risk is too high, we can pull the event from the plan at that time. Another important aspect is to review if each event in the timeline is feasible for the organization by looking at the timelines of other activities in the organization that are happening around that time. And if events are too close together, to determine if the event can be moved to a less busy time and to weigh the importance of that event in the overall plans of the organization.

When the fundraising season concludes, we will hold a retrospective meeting to assess what went well, what didn’t and generate a list of recommendations for the next season.

I have implemented this plan this 2018-19 season, and so far have overseen three successful fundraising events that not only met but exceeded our financial goals while also bringing a heightened awareness of the organization into the community. We have three more events to go this winter and spring, and because our team functions well together, and we have growing community support, I have every expectation of continued success.

-Jennifer Sullivan

 The Role of the Development Director – Secember 26, 2017

The Role of the Development Director – The role of the development director is dynamic and interdependent on people (community, constituents, etc.), the organization, available resources and the board’s goals. It is an interesting process gathering information from board members and staff to create work plans that will optimize financial efforts to serve the greatest purpose of the organization. Grants, fundraisers and general operations are all moving parts with timelines with only a certain amount of resources available – creating an enticing puzzle for arts administrators. I find this puzzle exciting as solving it involves both left and right brain processes. It is so rewarding to gather and position each moving part effectively to channel the greatest good for all constituents.

-Jennifer Sullivan