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HomeMy WebLinkAbout7/11/2013 - City Arts Commission - 06 Draft Timeline Concept for Sculpture Project Sculpture in the Park Invitational Exhibition (Time Line) July 2013: The Arts Commission votes to propose to the City Council, for consideration and approval, an every-other-year Sculpture in the Park Invitational Exhibition including a contracted project Art Coordinator/Site Manager. City Council votes to approve July 23 August: An Art Coordinator/Site Manager is contracted for the project. Task list description for project Art Coordinator/Site Manager September: Create an open and transparent communication with the Arts Commission and City Co-ordinate full time line, plans and concepts with: Arts Commission City staff City manager/asst. manager Parks and Recreation City Council Confirm budget, adjust time-line Coordinate master calendar for all deadline dates and theme Create artist’s contract and consignment agreement form and send to city attorney for approval Establish open communication between artists, colleges, universities, museums and private collectors Create contact list of potential artists and artist registries Design Call for Artists Entry form Review with Arts Commissioners and staff Post Call for Artist Entry on City Web Site and Artist Organization Web Sites October: Develop and organize central selection process Coordinate with Arts Commission’s, Arts in Public Spaces Ad Hoc Committee Manage incoming submissions and inquires Keep an open communication between artists, colleges, universities, museums and private collectors November: Close application process, organize/sort final submissions for selection process Coordinate with Art in Public Spaces Ad Hoc Committee to meet for selection Confirm with Public Works Department of exhibition infrastructure feasibility Notify City staff, Newport Beach and Co., Chamber of Commerce, and others who will be providing free coverage of the event in their publications. Meet with Arts Commission’s Art in Public Places Ad Hoc Committee panel members for final selections Report to Arts Commissioner and City Council selection approvals December: Send acceptance/rejection letters to artists who have applied Start site placement selection Examine each proposed entry for durability, environmental impact and safety concerns Formulate final decision for best placement and the ove rall aesthetic look of the exhibition Work with Arts Commission’s Art in Public Places Ad Hoc Committee for final site placement selections Oversee Public Works sculptor pads/foundations design Reserve Community Room for Opening Day Artists Reception Consult and update with City staff as they plan the One-Year Civic Center Anniversary Celebration January 2014: Fine tune placement selection Mail artists whose work was accepted the City’s congratulations, necessary contracts, and necessary legal documents. Obtain any additional artist information that might be needed Maintain contact with the artists and owners Respond to calls mail and email Develop docent-training materials with The Arts Foundation Report to Arts Commission for approval Start Docent Training Report to Arts Commission February: Media plan Design brochures and or catalog with artist information, images of the sculpture, dimensions and materials of each work. Arrange for advertising through City staff Create press releases with City staff Arrange with City staff for banners Order on site sculpture labels and event signage Coordinate and oversee installation of sculpture pads/foundations with City Proactively work with city for potential problems in advance March: Plan invitations and catering for Artist’s Reception Education Organize artist environmental/lead sculpture workshops Design sculpture guide Create education kit available from our website for thousands of children who will visit on school excursions Plan access program tactile and easy tours-coordinate with Arts Foundation Notify schools in the area Create a ‘Site Issues Form’ with City Site Manager including technical and structural questions Mail Site Issue Forms to each artist Coordinate with the City the logistic of streets-and state road use during installing process Review with Art in Public Places Ad Hoc Committee Report to Arts Commissioner April: Confirm with artists their day and time of their sculptor installation Complete final sculpture installation Continue to work with staff and Arts Commission on Civic Center Anniversary Celebration Organize evening Artists Invitational Reception Readily available at all times May: Final walk through of the Sculpture Park project with City, Commissioner and staff. Oversee evening Artists Reception Monitor new Docent Tours Close books Set up provisional time line for 2015/2016 Review future event recommendations with Art in Public Places Ad Hoc Committee Final report to Arts Commission and City Council