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Flashpoint Artists Initiative 2015 Events Committee Callout


THE DEADLINE TO APPLY IS 11:59PM EDT, NOVEMBER 17TH

Have you been involved in organizing Alchemy or Euphoria as a Team Lead? Are you ready to step up your contribution to the events as an Event Lead or Department Lead on the Events Committee? (Also known as the ELT) This is your chance! We are looking for competent and organized go-getters to join the crew

Before you go further, we need you to read through the description of what the leadership structure for the events looks like today. We have made some substantial improvements over the past year to how things work. View our Event Leadership Structure here.

As you can see, being part of the Event Lead Team (ELT) can happen by either being an Event Lead or a Department Lead. The only requirement is that you have served as a Team Lead for at least one Alchemy or Euphoria. Another big change to note is that the ELT term of service is now an annual commitment that spans all the events of 2015 (Alchemy, Euphoria, Alchemy Fundraiser, more?). This is a sensitive and extremely rewarding role that allows you to help sustain the continuity and momentum of our events throughout the year. Some of the expectations to have:

  • Time commitment: Varies depending on the time of year. In the slow times you won't need to meet for more than once a month or spend more than 5 hours of work per month. Busy times may go up to semi-weekly meetings and 10-15 hours of work per week
  • Communication: The planning-train moves at a steady pace. The entire crew is expected to be responsive to emails and discussions within no more than 48 hours
  • Meetings: The planning meeting will be taking place in the Atlanta area. Being part of the ELT is feasible through video conferencing if you don't live around Atlanta, but it will require a face-to-face meeting at least once a month.
  • On-boarding: The 2014 ELT's term runs until January 31st, 2015. This will allow for 1 month of on-boarding and transitioning to the new ELT. To support that, there is a repository of information that you can dig into whenever you need it

While there is much room for creative interpretation in the execution and planning of the events, here are some basic duties of the Event Lead Team:

  • Working with the Board of Directors on setting a ticket cap, ticket price, and ticket sale dates through the event proposal
  • Recruiting and presenting Team Lead selections to the Board of Directors for approval
  • Organizing regular Team Lead and Department meetings
  • Working with the Team Leads to create line-by-line budgets for their teams
  • Presenting a full Event Budget to the Board of Directors for approval
  • Working professionally with outside vendors for rentals and services such as heavy equipment, golf carts, and printing
  • Managing the planning and execution of the events before and after arriving on-site
  • Working with the BOD and law enforcement to comply with legal guidelines and to follow the EMS protocols
  • Writing the Afterburn Event Report

Here are some of the major roles expected of each position on the ELT:

Event Lead

  • General team and event project management before, during, and after the events
  • Providing support and back up to the Department Leads (DLs)
  • Recruiting and selecting Team Leads (TLs)
  • Compiling and managing the event’s master budget
  • Coordinating monthly TL and bi-monthly ELT meetings
  • Managing contracts
  • Completing the internal and external Afterburn Report
  • Coordinating tasks and projects that involve teams from different departments

 

Art Department Lead

  • Driving the department and event's efforts to support and elevate the community's artists and their expression
  • Working with the Art Fundraiser Lead to plan and execute the physical and online fundraisers for the events
  • Managing the distribution of art grants and supporting the funded artists
  • Overall event “project management” before and during the event, focused on the Art Department
  • Providing support and back up to the Team Leads (TLs) and the Event Leads
  • Compiling and managing the Art Department’s budget
  • Coordinating regular department meetings
  • Completing the internal and external Afterburn Report
  • Coordinating tasks and projects that involve different teams in their department or other departments
  • Managing department-specific projects

 

Emergency Management Services (EMS) Department Lead

  • Working with the EMS teams to maintain the EMS Standard Operating Procedures (SOPs) and train anyone involved in their execution
  • Be the primary point of contact with external law enforcement, medical services, medics, and security staff (along with the Event Leads)
  • Be the acting "incident commender" for managing possible on-site emergencies and incidents
  • Coordinate meeting and planning for art burns with all involved teams and stakeholders
  • Overall event “project management” before and during the event, focused on the EMS Department
  • Providing support and back up to the Team Leads (TLs) and the Event Leads
  • Compiling and managing the EMS Department’s budget
  • Coordinating regular department meetings
  • Completing the internal and external Afterburn Report
  • Coordinating tasks and projects that involve different teams in their department or other departments
  • Managing department-specific projects

 

Department of Information (Info) Lead

  • Work with the department and Communications Committee to ensure accurate and prompt distribution of information to the community at-large
  • Managing the online document repository
  • Working with Technical Operations Committee to fulfill the event's needs (Email accounts, Website admin rights, online discussion groups, etc)
  • Work with the Printing Task Lead to coordinate the event's printing needs
  • Work with the Volunteer Coordinators to set up the volunteer recruitment plan
  • Overall event “project management” before and during the event, focused on the Department of Info
  • Providing support and back up to the Team Leads (TLs) and the Event Leads
  • Compiling and managing the Department of Info’s budget
  • Coordinating regular department meetings
  • Completing the internal and external Afterburn Report
  • Coordinating tasks and projects that involve different teams in their department or other departments
  • Managing department-specific projects

 

Department of Operations (Ops) Lead

  • Work with the department and the Public Works Committee to fulfill the event's logistical and infrastructure needs before, during, and after build weekends & the events
  • Work with the Purchasing Task Lead to place and distribute orders and supplies
  • Supporting inventory management
  • Coordinating infrastructure transportation to and from the events
  • Primary point of contact with Ops-related contracts and service providers
  • Overall event “project management” before and during the event, focused on the Department of Ops
  • Providing support and back up to the Team Leads (TLs) and the Event Leads
  • Compiling and managing the Department of Ops' budget
  • Coordinating regular department meetings
  • Completing the internal and external Afterburn Report
  • Coordinating tasks and projects that involve different teams in their department or other departments
  • Managing department-specific projects

 

There's a lot more that goes in between. We highly encourage you to reach out the current ELT for any questions about anything related at eventleads@alchemyburn.com. Your responses to this form will not be shared outside of the decision making bodies of the Flashpoint Artists Initiative

Want to nominate yourself for the upcoming Board of Directors election? Do that here!