← Safety & GuidelinesOPERATIONAL REFERENCE · PLANNING EDITION
Organizer readiness checklist.
Internal preparation steps for venues, permits, staff, artists, activities and follow-up. This checklist is not a published guarantee that each item has been completed.
ORGANIZER READINESS
Before publishing
- Confirm venue, permits, insurance, local laws and any age/dress restrictions
- Review activity hazards with qualified staff; approve equipment and demonstrators
- Write accessible ticket types, refund terms and a complaints pathway
- Publish final schedule, entry deadlines, contest rules and privacy terms
ORGANIZER READINESS
Four to six weeks ahead
- Vet educators, artists and vendors; obtain contracts and releases
- Confirm scoring panels, conflict rules, supplies and accessible setups
- Open workshop and competition enrollment with capacity limits
- Approve signage, no-photo areas and emergency/incident protocols
ORGANIZER READINESS
Event day
- Check identity and capacity; brief security, volunteers and stage crews
- Inspect props, displays, accessibility routes and hazard controls
- Review consent, stop signals, emergency contacts and escalation authority
- Confirm auction administration, payments and consignor terms where relevant
ORGANIZER READINESS
After the event
- Offer a respectful incident and feedback channel
- Complete artist settlements, award verification and vendor follow-up
- Share only approved photos and public names
- Record lessons learned for the next monthly program
- Publication note: this handbook is an operational planning document. Final participant-facing rules should be checked against venue rules, applicable law, event insurance and qualified safety advice before release.
Final event terms take precedence.
Confirm local law, venue requirements, event insurance and qualified safety advice before opening participant registration or admitting attendees.