MAI Development Page

MAI Development Page:

This page is an effort to consolidate knowledge on how to plan and execute MAI. We have found the use of Google docs, particularly forms, to be invaluable in registration and execution of this program.

Please add your ideas to this website so that we can preserve and improve this institution.

Click here to find out about MAI Vision, Mission, and History.

Event Summary:

Friday:
Check in and art gallery set up - have a signed, secured area for bags
Dinner - provide vegetarian & gluten free options
Workshop #1
Ice Breaker
Bed - turn off the lights at 11PM

Saturday:
Wake Up - turn on gym lights at 6AM
Breakfast - provide vegetarian & gluten free options
Workshop #2
Workshop #3
Lunch - provide vegetarian & gluten free options
Workshop #4
Closing - have everyone on the road by 3PM

Timeline:

Here is a general checklist by month:

Summer Before: Begin general planning. Set up a working group (we met once a month). Set a date (usually the third week in April to avoid most other spring activities). Check the MHSA website for events from sports to music festivals to minimize conflict.

Sept: Start getting 25-30 Artists to commit to the date and workshops (these will be used in the development of your registration). Get facility requests completed. (Sleeping, working, eating). Develop promo materials.

Oct: Provide promotional material for distribution at the state teacher conference and post information on the MAEA website. Solidify Artists. Work on food pricing.

Nov: Develop a schedule of events. Get your website, and forms started.

Dec: Send out a checklist and reminder to all art teachers in the state as a reminder.

Jan: Solidify your Registration Form (separate students and adults) and post it on the MAEA website. Assign someone to money collection and accounting.

Feb: Launch website and registration form. Set Deadlines for Registration and Money. Send reminders to teachers. Check on Artists. Print t-shirt for participants.

Mar: Amass supplies. Plan ice-breaker. By the end of the month, after the deadline, start sorting the students into classes (15 per artist). Print name tags that include workshops, ice breaker grouping, and school.

April: Plan out responsibilities for all team members. Run through the weekend. The weekend is crazy...plan for flexibility and contingencies.

May: Evaluate your event.

Administrative Set up:

We had four planners and separated into areas of work. Admin, Logistics, Operations, and Command/ Control.

We worked together but develop jobs at each monthly meeting to be completed by the next meeting.

You can solve many of the problems before the event, but keep in mind that the art teachers are going to make a lot of requests and they will not get on the ball until the last minute. They will often mess up your system.

Having good communication during the event is key. Collect cell phone numbers from everyone.

Guard the info.

Sign post everything. Schedules, Workshops, Maps, Contact info, etc. Have a central location/tent set up for coordination.

Advice:

Here is an assortment of key points:

Kids want to make! Try to make sure your artists know this. (Also good for ice breaker).

Food is expensive....but likely to be the thing that makes your event great. Its hard to find the balance. You will need to provide the Friday night dinner as well as Saturday breakfast and lunch. Gluten free and vegetarian options should be offered.

Artists will flake out on you. Make sure you have backups.

Test your Registration form and make a separate one for adults/chaperones. Include:

student name
student preferred pronouns
student preferred sleeping arrangements (he/she/they)
student email
student emergency contact
student school
student chaperone
student chaperone email
selection of class preferences with second choice

Classes should cap at 15. Most MAI events will draw 150-250 students. Be prepared.

Fees should be no lower than $45.
Students enjoy a commemorative t-shirt as part of their registration, if possible.