Ldb PRISM_maria teresa salvati sl directors handbook 2014

T H E S L I D E L U C K

H A N D B O O K :A C O M P R E H E N S I V E G U I D E T O B R I N G I N G

S L I D E L U C K T O Y O U R C I T Y !

1 - 29 - 2014

© S L I D E L U C K 2 0 1 4A L L R I G H T S R E S E R V E D

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All materials contained in the Slideluck Handbook are protected by United States and international copyright laws and may not be reproduced, distributed, transmitted, displayed, published or broadcast without the prior written permission of Slideluck Global. You may not alter or remove any trademark, copyright or other notice from copies of the content. Use of this material is expressly restricted to licensees of the Slideluck Trademark License Agreement for the sole purpose of holding the events defined therein. For further information see the Slideluck Trademark License Agreement.

* * D I S C L A I M E R * *

This Handbook is designed to help you understand the different aspects of creating a

Slideluck and learn how to successfully produce a multimedia slideshow and potluck dinner. We have included a lot of information so that the Handbook can cater to the needs of all types of communities. There are some cities in which Slideluck will grow very quickly, both in scale and visibility. There are other cities where it will be quieter and more intimate. Most Slidelucks are somewhere in between. The direction that the show takes will largely depend on you, the producers of the show. Our intention is to support you in having a successful Slideluck—not to micromanage your production.

If you can only get bare-bones press and some small donations, you’ll be fine. If your team only consists of two people who are really excited to make this happen, you’ll be great. The Slideluck Handbook is the culmination of thirteen years of experience and meant to help you figure out a way to do this, not to stress you out. Every show is unique. As long as you’re committed, excited, and willing to put in the time and energy to make it happen, we are thrilled to work with you and have you become a vital part of our community.

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T A B L E O F C O N T E N T S

Chapter I First Meeting Team Outline Gifts From Global Timeline Location - Date

Chapter II Google Documents Submissions - Part 1 Press - Part 1 Rentals & Event Supplies Sponsorship

Chapter III Progress Submissions - Part 2 Music - Event Photographer The Invitation Press - Part 2

Chapter IV Submissions - Part 3 Elements - Thank You Slides Volunteers - Printed Materials Final Stretch

Chapter V Day of Checklists Securing A Future For Slideluck Follow up

Chapter VI Global Sponsors Our Sponsor Responsibilites Sponsor logo guidelines

Appendix

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A D V I C E F R O M A L O C A L D I R E C T O R

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First Meeting Team Outline Gifts From Global Timeline Location - Date

CHAPTER I

What advice would you give to someone starting a Slideluck in their city?

Plan ahead. People, especially artists, are procrastinators, so you need to send the Call for Entry way in advance and send reminders in between. Search for local spon-sors. In my case, the US Embassy was happy to help. Airlines are usually happy to provide free tickets (as they are required for two people from Global) but you need to ask for them at least eight weeks prior to the date of the event.

Check and double check the equipment (projector, cables, computer, etc.) Anything that can go wrong, will go wrong, so make sure you are prepared with extra cables, etc. It is great if you can start setting up the day before the event, but if not you should start at least five hours prior to the event, so that if you need to run to a store for a cable or anything you will have plenty of time to improvise.

Lastly, don’t be afraid, go for it, at the end you will see

that it all works out and you will be so happy you made this happen. I still have people thanking me for the event and asking about the next one!

Valeria CorderoSLIDELUCK Venezuela

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F I R S T M E E T I N G

Make it fun--pick a bar or restaurant where people can easily gather after work and get to know each other a bit. Ask all of them to bring their calendars so you can figure out subsequent dates. At this

meeting, you should talk about the basic requirements for producing a Slideluck. At the first meeting, the following items should be addressed:

GoalsTalk about what Slideluck might look like in your city. What kind of event do you want to produce? What kind of event is possible in your city? What talents and connections do your team members have that might shape possibilities for the show?

ResponsibilitiesGo through the roles and responsibilities and decide as a group who will handle which roles. Ask for each team member to be honest about how much time and energy they can offer in an effort to avoid negative experiences. Draw on the characteristics of the group to use your talent most effectively.

CommunicationOnce responsibilites have been designated, you should establish a means of communication. Use the Google Documents that Global has created for you to track progress in the different areas and create to-do lists so that everyone is on the same page.

It’s also important to collect email addresses and phone numbers of all the team members. Following the meeting, send out a confirmation email to the group, along with the decisions reached at this meeting. Establish an understanding that you will email them to check in on their progress and remind them about meetings. And don’t forget to keep Global updated!

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T here are six crucial aspects to starting up and running a Slideluck. That doesn’t mean you need to have six people on your team, but each category should have a person in charge of handling the

responsibilities associated with it. As long as every area is taken care of and no one is over-burdened, it can work!

Be flexible in allowing people to share roles and responsibilities – the only position that really requires total commitment is the Director, who should be ready to fill in should anyone else fall through.

T E A M O U T L I N E

DIRECTOR• Find a space.• Bring everyone together.• Oversee sponsorship outreach, communica-

tions and press.• Keep track of deadlines both within the team

and for Global and generally supervise different team members.

• Work closely with Producer to monitor the “day of” production schedule.

PRODUCER*• Assist Director in scheduling/running meetings.• Solicit and organize volunteers for the event.• Organize the “day of” production schedule and be point person on the night of the event.• Oversee the submissions process and artist communications.

* This role can be combined with Director.

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SUBMISSIONS & SLIDESHOW COORDINATOR*• Manage the creation of the Call for Entry (with the template from Global).• Receive and organize submissions for review by curator or team.• Monitor the questionaire form and contact artists who have not completed their submissions.• Keep in touch with artists and answer questions about submissions.• Be point person for solicited artists to be directed to when they have agreed to take part. • Bring the final slideshow to the space on the night of the event, and set up the projection (or provide

files to location staff for projection).• Check that the final slideshows sent by Global all work on the computer that will host the presenta-

tion.

* The Submissions & Slideshow Coordinator should be somewhat technology-savvy and willing to make a sig-nificant time commitment, as this job is crucial and ultimately the most time-consuming. It is best if this person also has a smartphone (to keep in touch with artists submitting work) and a Mac. This is a role that can easily be shared by two people and it is often best if two people learn how to do it as this is a critical role for future events.

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ARTIST AND SOLICITATION COORDINATOR• Contact artists, galleries, and artist representatives to solicit sub missions.• Target specific artists in the community that we want involved in the show. • Distribute the open Call for Entry.

PRESS & COMMUNICATIONS MANAGER• Publicize through multiple avenues: mailing lists, personal connec tions, postings in newspapers, contacting local groups, institu tions, and publications, etc.• Develop a press release and press strategy with Global to try to garner as much press as possible.

SPONSORSHIP & ACCOUNTING MANAGER• Approach local businesses for donations or sponsorships.• Keep track of budget and budget draft deadlines.• Communicate with Slideluck Global about Paypal account and existing national sponsorships.

Assembling a Team So, you’ve expressed interest, become an official Slideluck chapter and set out to bring Slideluck to your city. Ideal team sizes range from two to eight people, depending on your production scale and ambitions. The most successful teams unite people that come from different worlds.

Look around you. Who would be a good team member? Do you have a friend that has great connections in the art world who would be able to pull in tons of submissions in the blink of an eye? Know a tech wizard who would love to manage the submissions? Have a fundraising genius on hand?

Keep in mind that not all of your team members have to be as committed as others--if you have a friend that would be great for their contacts and is only willing to spread the word in their network, keep that person involved. Ask people what they can realistically commit to and appreciate them for what they can offer. Also, ask us at the Global office if we know anyone in your area who may be interested in helping!

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G I F T S F R O M G L O B A L

The first thing you will receive from Global is this handbook! Next is your very own Slideluck email address. It will be [email protected].

Global will set up one Slideluck email address per city through a standard Google Apps account. You will have the ability to set up additional forwarding addresses for the submissions and individual team members through the use of Google Groups. Through Google Drive (included with your Slideluck Google Apps account) you will be able to have access to a plethora of resources provided to you by Global, including the following:

Outreach Examples Folder with examples of emails that cover the following topics: artist announcement, Call for Entry, deadline extension, past flyers, invitations, location inquiries, press releases. You can look here to give yourself an idea of how to phrase things and what kind of language we have used to talk about Slideluck in the past.

Photo archive Folder with past event photographs organized into catagories that you should download onto your computer. This will be useful if you want pictures for flyers, invitations, emails, press, Facebook, etc. Also, feel free to request specific photographs from Global if you see one on the website that you would like.

Print Materials Folder with tons of signs for your event!

Slideshow Elements Folder with templates for Thank You slides. Global will usually help you make them, but these are here if time doesn’t allow for this. This folder also has an example of a complete City & Thank You movie. More details on page 28!

Slideluck LogosFolder with web and print sizes of the basic Slideluck logo.

Sponsorship & Press Folder with the web and print versions of the complete sponsorship deck, a one sheet (to give anyone the Slideluck rundown), and a press kit.

SLIDELUCK GLOBAL REPRESENTATIVES

You are responsible for funding the travel costs of the Slideluck team members for your first show. Sometime during the week before your first show, two Slideluck Global representatives will arrive in your city to help with the production. Communication in the days leading up to the trip and the event is crucial. We will provide you with full itineraries for our flights and you’ll let us know details of travel arrangements to and from the airport and lodging. You should meet with a Slideluck Global representative at least once before the day of the show, as we want to be sure everything is pulled together while we still have time to fix anything that may be missing.

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T I M E L I N E

FIRST MEETING• Establish a timeline to build momentum and get everyone on track. • Set the Slideluck event date for four months from your first meeting and/or signing of Director’s

Agreement. • Secure a location.• Google your date and consider potential conflicts with other events in your area. Consider what

day of the week might be best for your city. • Ideally, find and confirm a curator, or decide to curate the slideshow with Global.

2-4 MONTHS BEFORE• Hold at least three meetings during this time.• Send out your Call for Entry at this point, leaving it open for

one to two months.

1 MONTH & 1 WEEK BEFORE• Submit your selection of artists to Global, along with all of

the completed submissions and questionaire forms.

THE MONTH BEFORE• Announce your participating artists! Encourage them to

spread the word about the upcoming event.• Increase the frequency of your meetings- once a week would

not be too often.• Send a draft of your budget to Global 28 days before the

event date.

THE WEEK BEFORE• Send an updated budget spreadsheet to Global.• Be prepared to put in some work each day.

1 DAY BEFORE• Send everyone a final schedule for the day of the event and

make sure that they are all aware of their roles.• Decide what you are bringing to the potluck!!

DAY OF• Arrive on time to the location and be on top of whatever task

is yours. Also, don’t forget to meet people and have fun!

THE WEEK AFTER• Gather the team for a celebratory meal or drink to relax,

congratulate each other for a job well done, talk about how it went, and start planting the seeds for the next

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L O C A T I O N - D A T E FINDING A LOCATION Many types of locations can work for a Slideluck! The only real prerequisite is that the venue contain at least one unobstructed, open space for viewing the slideshow. Successful events have been held in galleries, museums, theaters, photo studios, raw spaces, museums, auditoriums, bars, backyards, empty pools, and even the ruins of an old church.

You should plan on getting between 50-250 people for your first event, so look for a venue that can accommodate.

You know your city best: once you’ve figured out what your options are, approach venues/spaces in person, phone, or email (examples and other helpful documents can be found in the Appendix). Remember to really sell the event to spaces: hosting a Slideluck means good publicity, goodwill, and good business for them.

Suggestion: photo studios have often been a natural fit. Not only are they spacious, but they also have a vested interest in getting photographers, art buyers, etc. through their doors.

QUESTIONS TO ASK: • Who will be the on staff person for that night?• At what time will your team have access to the space for set up? • Is there a time you will need to be done cleaning up by?• What can they provide/help with? Do they have tables or chairs? a screen?• How does garbage and recycling need to be handled?• Does the location have any questions or concerns for you?

SELECTING A DATE Once you have a location that wants to host you, find out what dates they have available. Pick some of the dates that work for you and check them with Global. We need to make sure we have enough time /resources to help with your event at those times.

Google Documents Submissions - Part 1 Press - Part 1 Rentals & Event Supplies Sponsorship

How would you describe the experience of starting up a Slideluck in your city?

It has been a wonderful experience. Although it is hard work, it’s worth it, even if we don’t get any material profit. Nowadays almost nobody works for the pleasure of it; I guess Slideluck inpires all of us to work that way.

What were your motivations for starting?

I love photography. I love to see people working and believing in their own way of making things, of creating. Slideluck encourages people to keep developing their own projects, just for the plea-sure of it!

Zoé T. VizcaínoSLIDELUCK Madrid


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The “In Production” phase is all about planning and laying the foundation for your event. Make sure everything on the to-do list

for each aspect of production gets taken care of. Don’t let the pace fool you – it can be easy to lose momentum!

Get to know your team members and stay cohesive. Learn what they’re like and how they operate. Everyone should be networking during this period, talking up the event and getting people excited. Take the meetings seriously, hold each other accountable for the tasks at hand, and enjoy the ride!

G O O G L E D O C U M E N T S

Your Google Documents will be a huge communication tool, for your team and Global. Leaving notes or highlighting something you want people to note

can be more efficient than long email chains. Global probably has a Google Document for many of your needs, so if you don’t see one in your set, just ask!

The Budget tab is one of the most important documents for your production. Take the time at the first meeting to brainstorm costs (see Appendix). Identify local businesses that may be interested in donating things you will need: projectors, alcohol, food, ta-

bles, etc. The Artist Checklist tab is for dealing with submissions and will be discussed in the next section.

The Multimedia Questionnaire tab is a copy of the Viewbook Questionnaire that can be shared with artists submitting outside of Viewbook.

The Potential Artists tab is a place to record artists the team would like to reach out to.

The Guest List tab is a simple format for keeping track of who has comp’d tickets.

The Contacts tab is where to put email addresses of people you are working with who would like to be on the Slideluck mailing list.

The Sponsors tab is a template for how to store and organize sponsors information.

The “Day of” Schedule tab is an example of how we organized our “day of” on paper: tracking when deliveries will arrive, when a band will begin to play, etc.

The Follow up tab should be filled out the week after the event. While it may seem like an after thought, the follow up tab is invaluable to your team for gathering your thoughts, and to Global for helping your team and others like it.

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S U B M I S S I O N S - P A R T 1

The first steps in the submissions process are finding a curator, soliciting artists, and choosing a theme. These are decisions for the Director and team to discuss. Getting a

renowned local curator involved can make submissions exciting, but curating the show in collaboration with Global is also fun! Sometimes 50% of the NYC shows are the work of solicited artists, so keep that in mind. For the launch of Slideluck in a new city, we don’t recommend a theme, but it is worth discussing even if you don’t choose a theme until the second show.

CURATOR Choosing to work with a curator is a big decision. It means that you are entrusting someone with setting the tone and vibe for the event. However, it can attract press and make it easier to solicit artists. Choosing to curate the show with Global is a bit more relaxed, but also more work for the team. Either way, you or your curator will have access to the work of the artists from all past Slidelucks! This way, if you don’t receive enough local submissions, or want to supplement the show, you have a lot of fabulous slideshows to choose from.

Keep in mind that Slideluck is about nurturing local creative communities! Unless there is someone you are really interested in, archives of prior events should not be tapped before all local options have been explored.

SOLICITING ARTISTS Research artists in your area, especially artists whose work resonates with your event. It never hurts to have a few high-profile artists in your show, so don’t be shy- contact people you think you’d never have a shot at getting! Just make sure never to show an artist with-out getting their consent (or the consent of the gallery or agency that represents them).

As submissions are being processed and you’re getting an idea of the kind of work you have to choose from, continue to solicit established artists whose work would fit well with the show. Many inaccessible artists become more accessible at the last minute as the show gains momentum.

THEME Choosing to have a theme for the first Slideluck in your city is up to you and your team. We didn’t begin to introduce themes in New York (or Seattle before that) until we had done five or six un-themed shows. Because Slideluck is generally such a new thing, with so many new elements, a theme isn’t usually necessary right away.

We always keep one half of the show un-themed, so that if someone has a brilliant project they would like to show and it doesn’t fit, there is still a place for them.

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Once these decisions have been made, the Call for Entry can be developed. Below is an outline of both processes.

CALL FOR ENTRY See pg. 41 in the Appendix for the example of a Call for Entry. You can also find more examples on the Handbook FTP site in the Outreach Examples folder. You will be responsible for providing Global with all your local details so that they can help you compile the information into the Call for Entry email. Global will send this email to any contacts we have in your area, but your team is primarily responsible for spreading the word.

PROCESSING SUBMISSIONS

Within the Google Documents there a tab, Artist Checklist, that pertains to artist submissions. Separately, there is a Google Document shared with you by our sponsor, Viewbook. An overview of submissions (from an artist’s perspective) is as follows:

1. Artists visit http://www.slideluck.com/submissions for an explanation of how to submit through Viewbook.

2. Artists sign up for a Viewbook account (a 30-day free trial of the service) and upload the slides they want to submit.

3. Artists click “Share” and select the Slideluck logo at the bottom of the window. They can then select the desired city for submission. From there, artists will fill out a questionnaire form, which feeds to the Viewbook Google Doc and your city’s Viewbook account automatically. Artists will also upload their music file and pay their submission fee via Paypal withing Viewbook.

4. Artists submitting multimedia (.mov) files must send their submission through WeTransfer, as Viewbook does not accept video files. Please follow up with these artists by sending them a link to your city’s Paypal button (the submission fee) and the Multimedia Questionnaire form present in the Google Doc.

5. When you see a person has submitted through Viewbook (through the submissions on the Viewbook Google Doc), put their name and email on the Artist Checklist in your city’s Google Doc. Use this tab to make comments about submissions.

6. Each submission will be downloaded by Global. Please ensure that Global receives all multimedia submissions. Songs are included in the Viewbook Google Doc via a link.

7. After submissions are complete, the Curator or team will review the work and communicate in the Accepted column who will be in the show. Curators may view artist slideshows by logging into your city’s Viewbook account and cross-referencing with the Google Doc.

8. Global will then make the slideshows and send them back to you for presentation!

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P R E S S - P A R T 1

You know your city better than we do: is it the kind of place where flyers and posters are common, or do local blogs have a bigger audience? Do some research and plan ahead for press.

MONTHLY MAGAZINES AND TV SHOWS There are press outreach examples in the Appendix. Printed press often have long lead-times and it’s best to catch them early so they can preview the event and help build some buzz.

Never agree to any press other than an event listing without having the publication/outlet first contact Global. It’s fine to do interviews about the local experience, but any questions about Slideluck as a larger organization or phenomenon should be fielded by Global. In the past, not looping in Global has often lead to misinformation and misinterpretation in the press.

FLYERSFlyers, both physical and digital, can be a really fun and creative way of getting the word out about your Slideluck. All flyers should include all the pertinent information: event, logo, description, time, location and a map if needed. We recommend that you create a digital flyer for your website and Facebook page. Print flyer campaigns are an additional cost which many cities chose not to invest in, but they can be relatively low-cost using a simple quarter-sheet laser copy.

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POSTERSThrough our partnership with Brooklyn Brewery, Slideluck now produces a poster originally designed by Milton Glaser for every show. As soon as the details of your Slideluck are made available to us we will send a customized version for Brooklyn Brewery to post on their blog and international event calendar. If Brooklyn Brewery does a print run for us, the Local Director or Producer are responsible for coordinating with the local distributor for pickup.

On the date of the event, any left-over posters you have can make for extra eye catch-ing signs to direct people towards your Slideluck. Some directors have also used them as door-prizes or giveaways to the participating artists.

Take this poster and put it up anywhere you can where people who would want to come to a Slideluck event will see it. If you can’t think of any places, start with the cork boards of your local coffee shop and art spaces. Check with your local galleries to see if they would be interested in displaying a poster. Culinary school students might be interested in the gastronomic aspect of the event, while art students may want to survey the projects of local artists.

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R E N T A L S & E V E N T S U P P L I E S

Each event is unique; sometimes you will require rentals and other times your location will already have the things you need! Below is a list of things you will most likely require:

• Digital Projector - Most new projectors will do. Minimum resolution of 1024 x 768. If renting, ask if it is used in smoky clubs--this can make have an awful effect on the color!

• Laptop - Mac with iTunes. • Adapter - For laptop-to-projector connection. If Global is traveling to the event we will be able

to provide an adaptor but this need should be communicated to Global before the trip is made.• RCA to 1/8” cable - For sound from laptop/iPod. Should be long enough to reach from laptop

to stereo system. An 1/8” extension cable might be necessary.• Mic/PA system - This helps for the introductions, opening remarks, artists that need to speak,

etc.• Sound System - This is important for the slideshow, and to keep people attentive during the

show.• Table or Studio Cart - Necessary for placing projector and/or laptop. • Projection Surface - A screen, a seamless backdrop, or a white wall will work. Ideally, the image

size will be at least 9’. If you decide to use seamless, make sure you have autopoles, and the appropriately sized crossbars.

• Trash/Recycling Bags and Cans • 40-60 Folding Chairs - Depending on the size and layout of the space and expected attendance. • 3-5 Folding Tables - 6’ or 8’ for the potluck and the bar. • Tablecloths

• Ice/Ice Containers/Coolers for Alcohol

• Plates, Knives, Forks, Spoons, Cups, Napkins, Paper Towels, Etc. - Estimate based on expected attendance. For cups, we usually double the number of people we expect, because people lose their cups often.

• Alcohol - Usually donated, but if not it is good to provide some. Most cities don’t serve hard alcohol, but if you decide to, it’s necessary to have mixers and volunteer bartenders.

• Serving Utensils - Don’t buy these, but borrow as many as you can for the night. • Donation and Tip Jars - To put on the bar.• Pens, Tape, Scissors, Extra paper, Etc.

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FACEBOOKThis is about the time to start your city’s Facebook presence. Global will create a Facebook Page for your individual city and make you and any members of your team into administrators on the page. You will have need to actively promote the event on Facebook, and create a Facebook Event associated with your Slideluck.

Your Facebook event should contain the following information in a clear, concise way.

Event date * Location logo * Location address * Location websiteTime of slideshow & potluck * After party details * Local sponsor logos and details

Curator details

Also, while submissions are open, be sure to include a link and the deadline information as well. Once artists have been selected and notified you will want to announce it on the event wall, promote it on your City page, and add it to the event description as well.

EVENT LISTING Your team will need to communicate all your local details for the event listing. Below is an example of the facebook basic layout:

It should include the date, time, cost, any pertinent links, and a scintillating event description. Once the artists are annouced they should also be included on the event page, separated by vertical lines as shown above.

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S P O N S O R S H I P

SPONSORSHIP INQUIRIES

It’s always most successful if you approach places in person and solicit places you know (bars or restaurants where you know the staff, organizations a team member works for, etc.) Sponsorship can

range from anything from a monetary donation to food to door give-aways.

Remind sponsers what you tell event spaces: supporting a Slideluck means business and positive publicity. Global will provide your sponsors with tax deductible receipt letters. We are recognized by the IRS as a 501c3 non-profit organization, so organizations and individuals can get tax write-offs if they are interested.

In the Google Drive there are a few different one sheets and a full sponsorship deck. It’s a good idea to get on liquor sponsorships early and to approach local pubs, bars, and breweries. Be creative in this area: you might want negotiate with a bar nearby by setting the bar as the afterparty location in exchange for booze donations or even drink specials at the afterparty itself. Use your good judgment to figure out if a potential sponsor is a company who we want to associate the Slideluck brand with.

WHAT SPONSORS RECEIVE• Their logos will appear on the slideshow screen in a rotation of Thank You slides and images from

other Slidelucks. This reel will play at least five times during the potluck portion of the event.• They will be publicly acknowledged and verbally thanked at beginning of the show.• Their logo will be included in email announcements, notifications, and event listings, as well as the

Facebook event.Make sure you keep in contact with your space and sponsors, know what they need and expect from you, and make good on the promises you make. These are the most important relationships you will form. Remember, it’s never too late to solicit more sponsors. Be sure to extend a warm personal welcome to your sponsors and their guests.

PAST SPONSORS

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CHAPTER III



Progress Submissions - Part 2 Music - Event Photographer The Invitation Press - Part 2

What were your biggest frustrations throughout the pro-cess?

Building a team we could really count on to get the show organized and produced. My advice: keep the team small and only include people who will follow through on tasks.

What were your motivations for starting?

Slideluck is a perfect fit for Austin. It’s fun, quirky, and gets the arts community energized.

What advice would you give to someone starting a Slideluck in their city?

Make the show the best it can be. Get the right people involved early on. Coordinate with other cities that have done it before. Lance Rosenfield

SLIDELUCK Austin

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P R O G R E S S

During this period, it is more important than ever that everyone in your team be in communication with each other. Keep in touch with one another and with Slideluck Global to troubleshoot problems as

they arise.

Through this whole process, keep in mind that this Handbook is designed to give you instructions for a full blown, all-extras-added Slideluck. You don’t have to do everything in this guide, and if something falls through during this period, and it will cause a lot of stress to fix it, just let it go. Successful first-run Slidelucks have happened with no press, no alcohol, no volunteers, and/or a sparse potluck. The most crucial part of a Slideluck is that you and your team love doing it and want to do it again.

This is also a time where the local Director becomes extremely important. It is your job to keep everyone on track, give them directions, field questions, and ask for guidance from Slideluck Global. On the home front, make sure your team is supporting each other, communicating regularly, and really staying on top of what needs to get done. Be responsible but remember that no mistake is really show-stopping. Keep a cool head and enjoy the ride.

THE BUDGET REALITY At this point, about a month before the show, real invoices are coming in. Be sure to save receipts and record these on your budget spreadsheet. This will be helpful in your planning future events and for Global to advise teams in cities similar to yours. Also, if things are getting expensive, now is when you can re-group and decide that maybe you will have to charge for beer to cover some unexpected costs, or vice versa: you have more money than you thought and you can give the beer away for free! You will also have a better idea of how much money will be coming in from submissions (if you charged a fee). You still time before your event and you can adjust the budget to reflect the developing situation.

THE AFTER PARTY The afterparty is a great way to unwind and keep the energy of the night going. Find somewhere nearby and walkable that can accomodate your crowd at a late hour. Make sure they’re not too exclusive at the door and it will be a lively but chill atmosphere. This is another great place for cross-promotion, as the establishment will get a large influx of customers and can often be convinced to sponsor, donate, or offer drink discounts.

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RECEIVING SUBMISSIONS & EXTENDING DEADLINES

By now you have been receiving artists’ submissions and have tracked them through Viewbook and the Google Docs. If submissions are going slow, send another email and get people excited by

talking about the great artists that have participated in Slideluck around the world.

The day after the deadline, if there aren’t enough submissions, extend the deadline a week or two! Make sure to wait until the first deadline officially passes, because a lot of people will wait until the last minute to submit. The only thing to consider for deadline extensions is that you still want to announce the artists ASAP. The participating artists will be huge promotional tools.

SELECTION & NOTIFYING THE ARTISTS It should be said that Slideluck has always tried to be as inclusive as possible. The fact is, as your event grows in popularity, you will begin receiving more submissions that you can realistically show. A good show contains no more than 30 pieces. In many cases, the first round of submissions will yield just enough to fill the show. If there are only 2 or 3 artists whose work doesn’t quite cut muster, sometimes it’s better to just include them rather than alienating these people so early in the game. Oftentimes, they can become your biggest advocates/supporters down the line.

Keep in mind that all team members are welcome to submit, and in many cases will be submitting. This is perfectly normal. It shouldn’t be expected, however, that everyone who participated on the team, sponsored the show, or lent their connections should be automatically chosen for the show. First of all, there will be more shows and more opportunities for presentation. Secondly, we work hard to keep nepotism to a minimum. Try to choose shows that are unified, tight, follow the theme (if applicable) and complement the show as a whole. It is sometimes easier to have a curator who is not a member of the team to select work for the show.

Regardless of how you make the curatorial decisions, it is in your best interest to have the list of contributing artists a month before the event so that you can notify artists and give them time to promote the show.

Look in the Appendix for examples of emails to send to the artists in order to let them know whether or not they will be included in the show. Make sure to reach out to each artist and let them know before you make any public announcement.

Global has an archive of artists who have presented their work at Slidelucks in other cities. If the open call didn’t bring in enough work or if you want to give the slideshow a more international feel, ask Global about receiving a selection of additonal options. You can also request slideshows you see on the website!

TROUBLESHOOTING Global will be going through the selected submissions and making the slideshows. If a file is missing, incorrectly sized or has any other issues, Global will write that in the Comments section of the Google Doc. The local team’s Submissions Coordinator is responsible for reaching out to the local artist and collecting the missing or corrected materials. Your Submissions Coordinator will be familiar with the artists that may need special treatment or are locally important, and this will be helpful when making these inquiries.

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M U S I C - E V E N T P H O T O G R A P H E R MUSIC

In early shows something as simple as an iPod and decent speakers may do. Some cities will want more than this, though. Having live bands, especially jazz, play during the potluck have been popular and are a great way to get more types of artists. Alternately, you can secure a talented DJ who understands the vibe of Slideluck and can keep an relaxed, but upbeat mood.

EVENT PHOTOGRAPHER It is imperative that there is good, publishable photographic docu-mentation of the night. Find a dedicated, skilled photographer to be on the job for the night.

We encourage photographers to bring an assistant to help with off-camera lighting, which will add depth, drama and excitement to the images. The images created at your event are likely to run in publica-tions all over the world, and it is an ideal way for young, eager shoot-ers to get their names out there.

The photographer should be responsible for sending 10 selects to your press person and [email protected] the day following the event, and the full edit of processed images within 5 days of the event to post on our website and Facebook page, and for press. These photos will also be enormously helpful in acquiring press, sponsorship and momentum for future shows in your city.

If you can’t find a photographer to donate their time and resources, take $50 or $100 out of the budget and pay someone to be ac-countable.

Note: Though we don’t require video to be shot at each show, having that footage can also be extremely valuable.

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T H E I N V I T A T I O N

Below is an example of a complete invitation email. It is the same basic format as the call for entry and event listing, so make sure you have all the components and details ready. Either you will

be sending out the mailing, or Global will be assisting you, so make sure to communicate about this. Global has a huge database of contacts and chances are there are at least 20-100 contacts from your city! Also, triple check that the artists’ names are spelled correctly!

Once the invitation is complete, send it out to everyone you can think of, whether it be friends, lists, or groups you’ve been involved in. Also send it to all the sponsors and artists encouraging them to help spread the word about the event. You can even send it out to local blogs and press to get them interested. This email should announce the artists being shown at the Slideluck. It should also encour-age people to bring food, and explain what to expect from the evening. Remember, Slideluck is new to your community and you want to give everyone information that will help them understand what type of event this is, explain how they can participate, and get them excited!

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P R E S S - P A R T 2

Now that all the details are finalized, from location to participating artists, the press release can be finalized and sent out to blogs, local newspapers, magazines and any place you can think of!

Examples and templates can be requested from Global. We also have a press packet - a helpful tool in selling the event and understanding how it has been interpreted by press outlets around the world.

Call people too! Contact daily and weekly newspapers about 3 weeks in advance and hit up blogs around the same time. You can send out the same press release that you’ve been sending out. For phone contact, consult the Appendix for details on the type of information you should give orally to press outlets and how to invite them to the event. Below is an example of our press relase for SL XVI in NYC.

FOR IMMEDIATE RELEASE

May X, 2011

Media Contact: Elizabeth Edelman

**********Phone #

[email protected]

A Time of Great Upheaval: SLIDELUCK POTSHOW XVI

Art speaks to the remarkable change that surrounds us during a time of great upheaval.

May 14, 2011 – New York, NY - Slideluck Potshow (SLPS), named as one of the NEWYork100 most

innovative and model-changing ideas to come out of The Big Apple, is once again putting together a

slideshow and potluck where food, drinks, and works of art come together. On Saturday May 14th

, the

Slideluck Potshow will be hosting in 16th

event in NYC in conjunction with The New York Photo

Festival.

From the Middle East to middle America, we are living in a time characterized by great upheaval – as

unparalleled transformations continue to occur in politics, religion, art, climate, technology and education.

SLPS has therefore decided to theme this year’s event with the term UPHEAVAL. In addition to the

multimedia slideshow and potluck dinner that SLPS is famous for, Slideluck Potshow will feature work

that speaks to the remarkable change that surrounds our world. A cross-section of the creative class, made

up of hip artistic thought leaders and creative professionals, artists and spectators will come together to

celebrate the importance of change and the role art plays during times of uncertainty.

Whitney Johnson, the newly named Director of Photography at The New Yorker will curate this key

slideshow as it takes place inside the legendary St. Ann’s Warehouse in Dumbo, Brooklyn. Last year,

SLPS broke the record for the Largest Potluck on Earth and they are expecting no less this time

For more information about Slideluck Potshow or getting more involved, please visit

www.slideluckpotshow.com.

About Slideluck Potshow: Slideluck Potshow is a 501c3 that aims to build and strengthen communities by hosting

multimedia slideshows combined with potluck dinners. SLPS takes place in 50 cities around the globe, from

Stockhol to San Paulo to San Francisco. The organization also gives brands the opportunity to have exposure to the

SLPS core demographic of creative opinion leaders who initiate trends and influence purchasing, advertising

opportunities and increased social media presence, additional press coverage, increased product recognition,

environmental responsibility awareness, and the chance to support arts education in public schools through the

Slideluck Youth Initiative.

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Submissions - Part 3 Elements - Thank You Slides Volunteers - Printed Materials Final Stretch


CHAPTER IV


Miki JohnsonSLIDELUCK San Francisco

What advice would you give to someone about to start up a Slideluck Potshow in their city?

Start planning early. Also, divide up the major responsibili-ties and don’t worry too much about getting a consensus for every decision. People should be like committee chairs who get their section going and just check in occasionally with everyone else. Make sure that you find out about listservs, arts organizations, foods organizations, etc. that will send out your announcements. I think we were really helped in attendance by getting a blurb in the paper, so make contact with local media too, especially “what’s happening” blogs. Put out donation jars at the front door, on the bar, and cir-culate them around. We also made a lot more in donations by getting a local company to donate product that we could give to people if they donated $20 or more.

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The artists have been selected and you have added work from the Slideluck archive. Now it is time to discuss the order of the slideshow and whether or not you will have an intermission. Either your

curator or Global will help you decide on the order or the show. It is important to keep the slideshow dynamic and engaging. If you have five pieces with slow music, mix them in with more upbeat slideshows. If you have more than 20 slideshows,having a short intermission is a good idea. Be aware of that you will always lose people during an intermission, but it’s important to give your audience a chance to get up and stretch. Every culture is going to have a different attention span for this kind of event, so think about this and discuss amongst your team what will work best for your city.

THE TECHNICALLook in the Appendix for the iTunes presenation instructions and be sure to test all of the slideshows on the computer which will be used for the presentation. Also, make sure you have the necessary adapter for that specific computer and the projector being used. It is better to test the connection and do a run through the day before, but day of can work as well, as long as it is more than a few hours before the event begins.

Besides testing the slideshow’s compatability with the iTunes version you’ll be using, someone on the team should watch each slideshow all the way through. Mistakes happen and also, if there is a glitch downloading from the FTP, files can be corrupted.


THE SLIDESHOW ORDER

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THANK YOU SLIDES Each person who dedicated time or supplies to the show should be acknowledged with their own slide that runs during the potluck, intermission, and afterparty. The same goes for sponsors. There are a bunch of pictures from past events that we call “city slides” and these will be interspersed with your thank you slides. This combination will then be made into a movie that loops during the potluck portion of the evening. The classic style is one per person and per sponsor. However, depending on the culture, an alternative option may be more appropriate for thanking volunteers. Also, if you have a lot of sponsors that only donated a small amount/item, you may group them together on one slide.

E L E M E N T S - T H A N K Y O U S L I D E S

ELEMENTS These are the mini movies that contain your “title slide”, “intermission slide”, “end slide” and after party info. They come in the form of movie files so that they can play seamlessly through iTunes during the presentation. Before the show begins, pause on the title slide and the Local Director will speak to introduce the show. If a Global representitive is present they may say a few words as well. The slides look like this:

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V O L U N T E E R S - P R I N T E D M A T E R I A L S

VOLUNTEERS

The Volunteer Coordinator should be reaching out to volunteers a month to two weeks before the event date. Additionally, everyone on your team should ask a couple of friends if they’d be willing to

help out and volunteer at the event. You’ll need a few volunteers, but how many exactly is decided on a case-by-case basis.

Generally, you always want two people to cover the door (greeting, collecting contact info, and soliciting donations), two to work the food table (organizing the setup, keeping it orderly, and collecting recipes), at least one person on the bar (serving drinks and soliciting donations), and another person on the projector. It works best if you only have people doing two-hour shifts so that they can enjoy the event as well. Make sure people know their commitment and look for more volunteers than you need - it is almost guaranteed that a few will bail. (The above are estimates for an event of 100 people or less)

You can also count on the Global representatives to lend a helping hand! An example of some volunteer coordination tools are in the Appendix, and there is also a Day of Production Schedule on your Google Documents. This schedule will be a combination of the volunteer coordination sheet and all other happenings of the evening.

Make sure you have a list, preferably on the Google Document, of your volunteers and their contact information. Answer questions and make sure they know what they’re doing. The week of the show, make sure to send out a short reminder email to your list to get everyone fired up! This list could include some mouth-watering and creative ideas of what to bring for the potluck.

You should call all volunteers the day before to make sure they’re still coming and give them specific instructions on where to show up and when. It’s also helpful to email them to let them know the exact address and their expected time of arrival, send them a map, let them know about possible train closings, etc. You should be hold quick a volunteer meeting just before the event to walk them through their responsibilities, let them know where the trash goes, go over any rules of the venue, and go over the evening’s production schedule. Allow them to get to know each other and leave time for questions.

Also, mention to all the volunteers any post event celebration you’re planning.

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PRINTED MATERIALS

If you decided to make fliers for your event, make sure to save some to hand out at the event. Below is a list of recommended signs to have for your event, all of which wil be sent to you in a production

package in the weeks before the Slideluck. Also, feel free to create your own look for some signs!

• Entrance Signs: Signs on the surrounding streets that point people to the entrance of the event and signs on the outside of the front entrance that say: Welcome to SLIDELUCK ___!

• Check-in Signs: If you will be selling tickets, have a guest list, or will call, or any combination of those three, you will need signs so people know which table or person to check-in with.

• Mailing List: You MUST have mailing list sign up sheets at your event. This is an essential part of building a community around your local Slideluck. You want to be able to reach the people that attended your event and get them back to the next one!

• Bathroom Signs: If the bathroom is not visible, you should use some of our signs to direct people to the bathrooms.

• Garbage & Recycling Signs: Always recycle at your event! And create signage that makes it obvious which recepticles are for garbage and which are for bottles/cans. We even encourage you to compost, in which case you would need compost signs as well!

• Donation Signs: Have some jars at the bar and around the room with donation signs. This can raise an extra $100-200 to cover costs!

• Potluck Signs: Make signs to help organize your potluck: Dessert, Vegetarian, Main Course, etc.

• Other Signs: Are you having a photobooth? A raffle? Make signs for all the stuff going on so that people can easily participate!

• Food Label Cards: These are wonderfully useful and add a personal touch. As guests arrive they can fill them out and put them with their dish, that way people can read about what they are eating. Afterwards we can also contact the makers of stand-out dishes to have their creations be highlighted on the website.

• Name Tags: These can be a great ice breaker and community builder, and if you think they would add to the event, go ahead and make them! Pick up some blank white mailing labels and use the stamp that Global is bringing to make nametags.

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F I N A L S T R E T C H

SETTING UP THE VENUEYou want to make sure that your space has a fun and sociable atmosphere. Be mindful of the light-ing and sound. If there are only depressing fluorescent lights, investigate alternative lighting options. Bring in floor lamps from your apartment if you have to. Also, make sure your sound system is work-ing and audible, both for the slideshow and for music that will help set the vibe before the show. It’s also advisable to figure out a microphone/PA system for the opening and closing remarks.

RENTAL PICK UP OR DELIVERYThe projector (and screen!) are the most crucial pieces of equipment for your event. You’ll want to make sure that they are accounted for and functioning at least a week in advance. Check them over thoroughly. What computer are you projecting from? Do you have an adaptor to connect it to the projector? How is the color? Resolution? Contrast? Make sure it’s not cropping off anything at the sides and top of the image, and that it’s powerful enough to suit the space you are projecting in. If you are renting equipment from a reputable business you may not have to worry about much, other than the con-nection and distance from projector to screen. However, check the equipment as far in advance as possible.

SUPPLIESMake sure you know where you’re getting tablecloths, plates, cups and utensils from. Talk to your sponsors and coordinate the donation of food and alcohol. You should know when, how, and where each of these things are getting picked up or dropped off and who is responsible for them. See page 17 for the comprehensive list of event supplies, and page 34 for “Day Of” Checklists.

VIPSThe day or so before the event, it’s a good idea to send out personalized emails to VIPs (sponsors, po-tential sponsors, influential people in the arts community, those who might be interested in hosting the show in the future) both reminding them of and encouraging them to come to the event.


“Day Of” Checklists Securing A Future For Slideluck Follow up


CHAPTER V


How would you describe the experience of starting up a Slideluck in your city? It was challenging because it was new - both in the general concept of sharing work, and the potluck idea. But once people caught on, they were totally into it, and excited for the second one. In Spain it was important to give everything a ton of time, because there are always delays from both individuals, institutions, etc…

Lauren HermeleSLIDELUCK Barcelona

What would you change about the process?I produced the first two shows on my own, and would defi-nitely recommend finding one or two other collaborators who you could count on and split the work with every step of the way. It was fun, interesting and ambitious to produce two shows mostly on my own, however, I think it would be more rewarding (and less work) to share the workload and stir up some pre-producing camaraderie.

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“ D A Y O F ” C H E C K L I S T SA/V CHECKLIST• Projector• Laptop - Mac with iTunes• Adaptor• RCA and 1/8” Cable• Projection Surface - Screen or white wall at least 9’ wide• Table or Studio Cart • Microphone • Sound System• Hard Drive

PRODUCTION CHECKLIST• Garbage and Recycling Receptacles and bags• 40-60 Chairs• 5-10 Tables - 6’-9’• Tableclothes’• Donation Jars• Ice • Bins • Eating Utensils and Plates• Serving Utensils • Hand Sanitizer

CHECK-IN CHECKLIST• Stamps & Ink or Wristbands • Volunteer Name Tags or Stickers• Artist Name Tags• Mailing List Sign Up Forms & Clip Boards• Other Signs/Print Materials• Money Box• Change• Guest List• Pens & Sharpies • Tape

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S E C U R I N G A F U T U R E F O R S L I D E L U C K

It is really important for the team to get together the following day or within a week of Slideluck to just relax and enjoy what you did together. Have a big hangover breakfast, a few drinks at a bar, or a

barbecue at someone’s house. Screen the slideshow again for those who didn’t get to see it. Make sure the whole team leaves the experience feeling good about it.

The best time to start to build momentum for the next Slideluck is right now while it’s fresh in every-one’s minds. Talk to people who offered support the night of the event and try to rally your team mem-bers to commit to doing it again!

As an official Slideluck Chapter you have a place on our website for the individual slideshows from each of your events to be posted. In addition, please help Slideluck Global to get the event photos up on the website and Facebook as soon as possible. Then send out a follow-up email with a link to the photos and to everyone on your mailing list, including all of the new people who signed up at the event!

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There is still some work to do to ensure continuity from show to show in your city. All contacts from volunteers, recipe cards, and mailing list sheets should be entered into the contacts spreadsheet

on Google Docs, labeled by city (SLIDELUCK New Orleans Contacts, SLIDELUCK Santa Fe III Contacts, etc.).

This is important because we want to ensure participants from your city can be kept up-to-date on what’s going on with Slideluck around the world, and kept in the loop if they travel or move. The number of people we can consistently reach is also a major asset in gleaning media attention and sponsorships. This is an important aspect of the post-show process and cannot be overlooked.

Thirdly, all the photobooth and event photos from the night should be sent to Global. We will use them for publicity as well as on the website and in our printed materials worldwide.

F O L L O W U P

COVERED IN THIS CHAPTER- Your Responsibilities to Sponsors- Benefits from Sponsors- Sample Copy for Promotion- Logo Usage Guidelines

CHAPTER VIGlobal Sponsors:ViewbookBrooklyn BrewerySandbox Studios

TM

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Viewbook

VIEWBOOK LOGO GUIDELINES:

All Viewbook logos can be found in the Google Drive of your Slideluck account.

This is the official Viewbook logo for use in editorial, on flyers and in footers on webpages. Use this Viewbook logo with plenty of clean space around it and not smaller than 100 pixels wide on web, or 20mm on print.

Use this square boxed logo in the situations that you can’t give the typographic logo enough clean space. When the typographic logo gets swamped by the elements around it, like on crowded edito-rial web pages, this is the logo to use.

The .com version is for use when there is no editorial context. It’s a web address for a call to action. It says, “Go to viewbook.com”

v

v

v

viewbook

viewbook

v

v

v

viewbook

viewbook

v

v

v

viewbook

viewbook

TechCorporateApplication

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CHECKLIST: PROMOTING VIEWBOOK AT YOUR SHOWBEFORE THE SHOW•IncludetheViewbooklogoonallyourpromotionalmaterial(seeViewbooklogoguidelinesbelow).• Promote Viewbook on your social media and include a post with this video: https://vimeo.

com/20476659 •Communicateonyourcallforentries;a$15discountonanewViewbooksubscriptionforartists

who submit.

DURING THE SHOW•ScreenthethankyouslidewiththeViewbooklogo.•Giveawaytwo,1-yearViewbookProsubscriptionsatyourevent.Thiscanbedoneasaraffleor

curators can select winners based on their slideshows.•VerballymentionandthankViewbook.•Handout10%discountbooklets,orincludetheminyourgoodiebag(ifyouhaveone).•EnsurephotosaretakenoftheraffleandViewbookthankyouslideonscreen.

AFTER THE SHOW•SendphotosoftheshowincludingphotosoftherafflewithViewbookprize,Viewbookbooklets,

etc., at the show to: [email protected]. Viewbook will publish these.

IMPORTANT: When emailing artists to thank them for their submission and/or entry status; in-clude this link: http://www.viewbook.com/slideluck2012/

VIEWBOOK SAMPLE COPY:VIEWBOOK IN SHORTWith Viewbook you can make beautiful portfolios for the web, iPad and iPhone.www.viewbook.com

ABOUT VIEWBOOK (PRESS RELEASE COPY)Founded in 2009 by four Dutch brothers, Viewbook is the perfect storm of their personaland professional interests in web technology, design, and photography. With Viewbook, artistscan make beautiful portfolios for the web, iPad and iPhone.Website: www.viewbook.comContact: [email protected]

DISCOUNT FOR ENTRANTSEach artist who submits work will receive a $15 discount on any new Viewbook subscription. The code will be individually emailed after we receive your submission.

PRESENTING THE PRIZESViewbook, our global partner, has offered two, 1-year Viewbook Pro subscriptions for us to give away! With Viewbook you can make beautiful portfolios for the web, iPad and iPhone. And the win-ners are...

THANK YOU VIEWBOOKWe’d like to thank our global partner, Viewbook.com. Not only do they help to make our portfolios beautiful and easy to share, they provide incredible support to Slideluck. Cheers to the four Dutch founding brothers!

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Brooklyn Brewery

EXCLUSIVE PARTNERSHIP

IMPORTANT: This is an exclusive partnership, so events should not offer any other beer brands.

Liquor and wine sponsors are fine, and can be actively sought. In areas where Brooklyn does not distribute, local directors are free to pursue other beer relationships and sponsorships.

BROOKLYN BREWERY BENEFITS:LOCAL BROOKLYN BREWERY RELATIONSHIPIn every city where Brooklyn Brewery distributes, the brewery will donate 10-20 cases of beer.(Occasionally, this number is higher if the event is extraordinarily large.)

Global will connect you with your local Brooklyn Brewery distributor, with whom you will arrange all the details of distribution and pick-up of product.

•LocalTeamsareresponsibleforcollectingtheproductfromtheirlocaldistributioncenter.•Director/Producershouldknowadayortwoinadvancethelocationofthisdistributioncenterand

allocate a Slideluck member to collect the product. •Ensure thebeer isputon iceat leastonehourbefore theeventand thatyourbuckets/binsare

leak-proof. Note: 10 cases will fit in a regular car trunk. For larger donations, more space is required.

BROOKLYN BREWERY POSTERSSend all your event details to the Slideluck Global team as soon as possible. Your Brooklyn Brewery event poster, designed by Milton Glaser (of I <3 NY fame), will be customized at Global and then passed along to Brooklyn Brewery and posted to their blog and event calendar.

The Brewery may provide a printed poster as a part of the sponsorship. Brooklyn Brewery will for-ward the poster along to your city-specific local distributor, who will print a small run. Sometimes, the Brewery will print them in-house and mail them.

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CHECKLIST: PROMOTING BROOKLYN BREWERY AT YOUR SHOWBEFORE THE SHOW•BrooklynBrewerylogotoappearonallcontentpertainingtoaSlideluckeventsponsoredbyBB,

and all Slideluck annoucements and promotional material.

DURING THE SHOW•Photographer tosnapasmuchproduct/peopleenjoying theproductaspossible throughout the

event.•LetguestsknowthatthebeerhasbeenkindlydonatedbytheBrooklynBrewery.•DisplaytheBrooklynBreweryflag,logosandpostersaroundtheevent.•ScreenthethankyouslidewiththeBrooklynBrewerylogo.

AFTER THE SHOWAfter a Slideluck event that BB has sponsored, Slideluck Global is responsible for posting about the event on the Brooklyn Brewery Blog (http://www.brooklynbrewery.com/blog).

•YouwillneedtoprovidethiseventcopyforGlobalASAP.Itshouldbearound2-3paragraphsanda light and fun recap of the festivities.

•Theblogshouldalsobethefirstsourceforeventphotos(i.e.beforeFacebookposts)soyou’llneedto get an edit of event photos that include images of people enjoying the product across to Global at the same time as the blog copy.

You will recieve an email or phone call from Global that explains the general relationship between our organizations. We’re always available to answer any questions about expectations from the Brooklyn Brewery or other sponsors.

Sandbox Studios

CHECKLIST: PROMOTING SANDBOX STUDIO AT YOUR SHOW

Sandbox Studio is a full-service photo studio in New York, San Francisco, and a number of other cit-ies worldwide. Their donations help to pay many of the operating costs for Slideluck Global.

BEFORE THE SHOW•SandboxStudiologotoappearonallcontentpertainingtoaSlideluckeventsponsoredbySandbox,

and all Slideluck annoucements and promotional material.

DURING THE SHOW•SandboxStudioshouldgetaverbalthankyouatallevents.•ScreenthethankyouslidewiththeSandboxStudiologo.

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APPENDIX

A D V I C E F R O M L O C A L D I R E C T O R S

I think the planning team was a bit too big. Although we asked upfront, not everyone was straightforward about their goals and vision for the event. I’d have individuals on the organizing team specify their roles early on/say what tasks they are willing to carry out. Also I’d clearly define what it takes to be a “sponsor” versus what it means to be a producer, or supporter.

- Marta Sanchez, SLIDELUCK Panama

Encourage people in your city to go to the Slideluck website and do some research on it so they know how cool it is and hopefully they will be more excited about getting their work in.

- Adam Hester, SLIDELUCK Minneapolis

Do it. But make sure you got one tech-savvy person. And keep them happy.

- David Abraham, SLIDELUCK Washington DC

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C A L L F O R E N T R Y E M A I L E X A M P L E

That’s right— you are invited to join us for the SLIDELUCK Austin IV! What is all this we are talking about? We are talking about a slideshow and we are talking about a potluck dinner. Submit your artwork for SLIDELUCK Austin IV! We are currently seeking cohesive, creative, and thought-provoking submissions for the slideshow! Photojournalists, painters, fashion and fine-art photographers all present work alongside one another in a relaxed and spirited atmosphere. Past contributors include: Erin Grace Trieb, Lance Rosenfield, Liliana Velez, Paolo Pellegrin, and Tim Hetherington. This year’s curator will be Alison Zavos. As a photographer, photo editor and curator, Alison Zavos is an active member of the photography community. She runs the photo site Feature Shoot and has spoken on various panels discussing topics such as the impact of new media, marketing, press and photography blogs. In addition to having her own photography and writing published in a number of print and online publications, Zavos has also reviewed portfolios for organizations such as the Advertising Photographers of America and The Art Directors Club. The DEADLINE for submissions is Friday, January 6, 2012 at MIDNIGHT. For submission guidelines, please visit: http://slideluck.com/submissions

SLIDELUCK Austin IV Saturday, February 4th, 2012 7PM Potluck | 9PM Slideshow | Afterparty to follow *Location To Be Determined* Event Info: http://slideluck.com/austin-iv/ If you aren't familiar with Slideluck: The evening begins with a couple hours of mingling and dining on the home-cooked delights of those who attend, and then the lights are dimmed, the crowd is hushed, and a spectacular slideshow commences. Slideluck is a New York City-based, non-profit arts organization that provides an opportunity for artists and arts-appreciators to gather around food, friends, and artwork for an unforgettable night. So get those submissions in by January 6th, then whip up your famous banana bread, spaghetti bolognese, papaya salad, nyama choma, or dark chocolate cake and come check out a slammin’ slideshow! Thanks! SLIDELUCK Austin

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Call for Entries: SLIDELUCK Savannah Greetings! In January 2013, after traveling through the wintry North, the salty waters of the Dead Sea, the Pacific Northwest, and scores of bustling cities worldwide including Paris, Berlin, Barcelona, Mexico City, Los Angeles, Dallas, Pittsburgh, and Dublin, SLIDELUCK is making its way to the city Sherman didn’t burn. What is Slideluck? Slideluck is a New York City-based non-profit arts organization that provides an opportunity for artists and arts-appreciators to gather around food, friends, and artwork for an unforgettable night. The evening begins with a robust potluck dinner lovingly provided by event attendees. When everyone has had their fill, we’ll dim the lights, hush the crowd, and begin a dynamic slideshow of visual art from over twenty artists. Slidelucks have been held around the world, including Amsterdam, Bogota, and London. We're psyched to be coming to Savannah, home of the Sand Gnats and proud advocate of go cups. SLIDELUCK Savannah Thursday | January 24, 2013 | 7PM Potluck | 8:30PM Slideshow The Sparetime | 36 Martin Luther King, Jr. Blvd. | Savannah | 31401 http://slideluck.com http://www.facebook.com/slidelucksavannah

Are you there, Paula Deen? It’s us, Slideluck. The potluck portion of the evening depends on you, so bring on that bacon candy, those zucchini fritters, your famous deviled eggs and pimento cheese, some secret recipe sausage puffs, three bean salad, and honey baked ham. Let's not forget our history: it was much-needed food that first warmed the settlers to Tomochichi, and where would Savannah be if not for his help? So roll up your sleeves, put on your aprons, and let’s do this right! Submit your work to SLIDELUCK Savannah! This slideshow will feature emerging and established photographers and artists. Photojournalists, painters, fashion and fine-art photographers all present work alongside one another in a relaxed and spirited atmosphere. We are currently seeking cohesive, creative, and thought-provoking submissions. The deadline for submissions is December 15th, 2012. For submission guidelines go to: http://www.slideluck.com/submissions Past contributors to Slideluck include: Chuck Close, Elliott Erwitt, Todd Hido, Elinor Carucci, Nadav Kander, Alec Soth, Edward Burtynsky, Spencer Tunick, Martin Parr, Lauren Greenfield and many others. We look forward to seeing you on January 24th! Love, The SLIDELUCK Savannah Crew Francis Allen, Summer Simpson, Casey Kelbaugh & Lila Allen

C A L L F O R E N T R Y E M A I L E X A M P L E

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SUBMISSIONS

Each submission should:

-Be in a folder labeled with the contributor’s full name written like this John Smith (01_NAME)

-Images, a title slide, music credit slide, end slide

-Music (in mp3 or mp4 format only - no .wav files!).

-Images are the proper size and resolution (1024x768 at 300ppi)

-If artists submit a multimedia piece make sure that it is a Quicktime.mov file, and that it is 1024 x 768. Also make sure that each movie has a clear beginning with their name and title of project and ending with contact info.

Helping make sure your submissions are complete and catching any issues ahead of time will be very helpful to the Global office.

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PREPARING THE SLIDESHOW PRESENTATIONWhen the final movies (slide shows) are sent back from Global, they still need other elements. Global will prepare these for you as .mov files.

1. Your title slide plays first (this is just your city logo with red borders) and then if you have a theme, or a part 1 slide, it can be made as well. Your intermission or part 2 slide go in the middle followed by a the end and after party slide.

2. Make a final folder of all the movies with the names of the files numerically how you want the show to play. Then drag your show elements in and label them to numerically fall into the chronology you have chose.

4. Drag all of these movie files into an iTunes playlist on the computer that will be connected to the projector during the event.

5. Select all the movies in the playlist and on press the keyboard command: Command + I.

6. Change the following two settings to be the same as below:

7. Now your slide show presentation is ready to go. Begin to play the title slide and pause it while the local director speaks, then click play and sit back to watch the slide show! (If you encounter a playing error, quit your iTunes and re-open. If all else fails, restart the whole computer, technical errors are painful to watch but you need to power through them).

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S l i d e l u c k H a n d b o o k d e s i g n e d a n d c o m p i l e d b yW R E N N O B L E A N D S A R A G R I F F I N

E d i t e d a n d u p d a t e d b y C A R L Y P L A N K E R , J E N P L A S K O W I T Z A N D K I M B E R L Y L I U

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© S L I D E L U C K 2 0 1 4A L L R I G H T S R E S E R V E D

T H I S D O C U M E N T R E P R E S E N T S T H E C U L I M I N A T I O NO F T H I R T E E N Y E A R S O F S L I D E L U C K P R O D U C T I O N

A R O U N D T H E W O R L D . T H I S P R O C E S S W A S D E V E L O P E D B Y C A S E Y K E L B A U G H A N D A L Y S K E N N Y A L O N G W I T H T H E C O N T R I B U T I O N S A N D I N S I G H T S O F N U M E R O U S L O C A L

P R O D U C E R S , V O L U N T E E R S A N D C O L L A B O R A T O R S . W E W O U L D L I K E T O T H A N K A N D A C K N O W L E D G E A L L O F T H E I R

T I M E , H A R D W O R K A N D I N G E N U I T Y .

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