Special Event Proposals

Special Events are non-annual events submitted by applicants interested in producing unique events under the KindleArts umbrella. Proposals which meet the Special Event Requirements and are judged to have a strong likelihood of success will be supported.

Special Event Requirements

If you have an idea for an event and you would like to produce it under the KindleArts organizational umbrella, please read the mandatory event requirements below. All events produced by KindleArts must meet these requirements.

KindleArts Special Events must be:

  • operated for the benefit of the society and it’s members as a whole.
  • sufficiently separated from KindleArts’ annual events that the special event will not compete with the annual event.
  • operated by an event lead to be selected by and reporting to the KindleArts Board of Directors.
  • staffed by a team of unpaid volunteers. Limited paid staff such as medical, security, and bar staff is acceptable. However, there will be no free tickets to anyone including the event lead, volunteers, and performers.
  • participation-based, where all attendees are invited to contribute to the operation of the event.
  • focussed on art, preferably in multiple forms, in alignment with the mission of the Kindle Arts Society.
  • operated in accordance with the society’s Operating Principles.
  • guided by the Society Values.
  • compliant with all local laws.
  • show a small profit, which will be used to support the goals of the society.

Selection Process

  1. Proposal is submitted: The KindleArts website will maintain a form which will allow Special Event Proposals to be submitted at any time.
  2. KindleArts acknowledges receipt: When the proposal is received, the Director-at-Large will contact the submitter to acknowledge that the proposal has been received.
  3. Question period begins: At the following board meeting (usually the second week of the month), the KindleArts Board of Directors will review the proposal and generate a list of questions. The proposal applicant will be asked to update their proposal with additional information that addresses these questions.
  4. Question period ends: The question period shall end within three weeks of the first board meeting after the proposal is submitted.
  5. Proposal is selected or rejected:The board will review the proposal at the second board meeting after the proposal is submitted. The board will approve or reject the proposal using the Event Proposal Selection criteria listed below.
  6. Applicant notified: The applicant will be informed via email if the proposal has been selected or rejected, and why.
  7. Event announced: The name and description of the special event will be announced the next day along with the name of the winning applicant.

Event Proposal Selection Criteria

When submitting a Special Event Proposal, please be aware that this is a collaborative process. Applicants may be asked to work with the Board or with other members of the society to create a successful event. For example, the board may be really enthused by your idea, but would like to see it as a part of a larger event.

Your application should show:

  • that you are prepared to meet the challenges of operating the event.
  • an understanding of the needs, abilities, and limitations of the community.
  • an ability to work collaboratively with the board as well as event leads and volunteers.
  • uniqueness and creativity. Make us excited to attend and contribute!

Submitting Your Proposal

If you have an idea for an event and you would like to produce it under the KindleArts organizational umbrella, please read the documents below and please tell us about your idea by submitting either the single or multi-day event proposal form.

Private: Special Event Proposals

Special Events are non-annual events submitted by applicants interested in producing unique events under the KindleArts umbrella. Proposals which meet the Special Event Requirements and are judged to have a strong likelihood of success will be supported.

Special Event Requirements

If you have an idea for an event and you would like to produce it under the KindleArts organizational umbrella, please read the mandatory event requirements below. All events produced by KindleArts must meet these requirements.

KindleArts Special Events must be:

  • operated for the benefit of the society and it’s members as a whole.
  • sufficiently separated from KindleArts’ annual events that the special event will not compete with the annual event.
  • operated by an event lead to be selected by and reporting to the KindleArts Board of Directors.
  • staffed by a team of unpaid volunteers. Limited paid staff such as medical, security, and bar staff is acceptable. However, there will be no free tickets to anyone including the event lead, volunteers, and performers.
  • participation-based, where all attendees are invited to contribute to the operation of the event.
  • focussed on art, preferably in multiple forms, in alignment with the mission of the Kindle Arts Society.
  • operated in accordance with the society’s Operating Principles.
  • guided by the Society Values.
  • compliant with all local laws.
  • show a small profit, which will be used to support the goals of the society.

Selection Process

  1. Proposal is submitted: The KindleArts website will maintain a form which will allow Special Event Proposals to be submitted at any time.
  2. KindleArts acknowledges receipt: When the proposal is received, the Director-at-Large will contact the submitter to acknowledge that the proposal has been received.
  3. Question period begins: At the following board meeting (usually the second week of the month), the KindleArts Board of Directors will review the proposal and generate a list of questions. The proposal applicant will be asked to update their proposal with additional information that addresses these questions.
  4. Question period ends: The question period shall end within three weeks of the first board meeting after the proposal is submitted.
  5. Proposal is selected or rejected:The board will review the proposal at the second board meeting after the proposal is submitted. The board will approve or reject the proposal using the Event Proposal Selection criteria listed below.
  6. Applicant notified: The applicant will be informed via email if the proposal has been selected or rejected, and why.
  7. Event announced: The name and description of the special event will be announced the next day along with the name of the winning applicant.

Event Proposal Selection Criteria

When submitting a Special Event Proposal, please be aware that this is a collaborative process. Applicants may be asked to work with the Board or with other members of the society to create a successful event. For example, the board may be really enthused by your idea, but would like to see it as a part of a larger event.

Your application should show:

  • that you are prepared to meet the challenges of operating the event.
  • an understanding of the needs, abilities, and limitations of the community.
  • an ability to work collaboratively with the board as well as event leads and volunteers.
  • uniqueness and creativity. Make us excited to attend and contribute!

Submitting Your Proposal

If you have an idea for an event and you would like to produce it under the KindleArts organizational umbrella, please read the documents below and please tell us about your idea by submitting either the single or multi-day event proposal form.

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