ACTION PLAN / CHECKLIST / TIMETABLE Every fellowship requires a long lead-in time to allow artists and all other parties time to plan and be ready practically and artistically. A well-planned fellowship with a long lead in maximises potential for success. It is strongly recommended that a time-plan & checklist such as the following is diligently followed. 12 months before Fellowship commences Research Research hosts / funding bodies, site visit(s) if necessary and if budget allows to finalise discussions and agreement 10 – 9 months before Confirm host and funding body, and selection procedures Funding Agreement to be signed by host and funding body (and any other relevant partners – e.g. managing agency) Selection procedures agreed and launched – e.g. requests for nomination or submission 8 – 7 months before Provide shortlist of artist/s Short-list agreed from nominations or submissions. Invite written submissions by short-listed artists with appropriate supporting material. Final short-list of 3 – 6 artists sent to host for final selection 6 – 5 months before Select artist. Selected artist contacted to confirm availability Confirmation letter sent to selected artist. Host sends a detailed information pack to artist as described in agreement. Host must make telephone contact with selected artist to discuss what the host can offer. Good Communication between artist and host is vital at this stage. Send letters to unsuccessful artists. Selected artist must sign and return the agreement already signed by the host, the funding body and, if relevant, managing agent 3 – 2 months before Final organization Ensure artists complete relevant visa applications, travel and medical insurance, etc. with copies provided to all relevant bodies as agreed. Arrangements to pay artists stipends, travel costs, etc., are made. Hosts paid first installment by funding body. All relevant documents are copied and circulated to all relevant bodies During the Fellowship Regular contact This is maintained by phone and email between all parties during the fellowship and a mid-fellowship report is sent to the funding body by the artist, if required in the agreement After the Fellowship Evaluation Evaluation forms sent out to host(s), artist(s) and managing agency(ies) immediately on completion of the fellowship INSURANCE A signed disclaimer from the artist is included in the draft agreement that can be downloaded from this website. All liabilities remain with the individual artist, and a clause should be inserted in the agreement that perhaps reads as follows: “[FUNDING BODY] does not accept any liability whatsoever for theft of, damage to or loss of the artists’ possessions or equipment whilst travelling to, undertaking or returning from this Fellowship. Furthermore, [FUNDING BODY] does not accept liability for illness, injury or death whilst travelling to, undertaking or returning from this Fellowship. It is a condition of this Fellowship award and the full responsibility of the artist to take out appropriate travel and medical insurance to cover the temporary residence.” Further advice in this area is likely to be available from the funding body and the host. MARKETING / PROFILING / BRANDING Press releases and wider promotion opportunities for each fellowship must be discussed with the funding body and the host (and perhaps also the managing agency). Any press releases must be seen by the relevant body (if not all of them) before they are released. In most cases the fellowship should be branded that it is a: [FUNDING BODY] and [name of other PARTNER(s) if applicable)] Fellowship at the [name of HOST] It may also be necessary to include names / logos of any partner organisation(s) which has/have match funded the fellowship. In this instance a strap line should be agreed by all parties and this should be included in the Agreement.
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