Programming & Events
This protocol applies only to events held in TMAC Spaces:
Gathering space
Small gallery
Main gallery
Mezzanine event space
General
Serving Alcohol
An SOP must be procured for any event where alcohol will be served in TMAC public spaces, without exception.
Post the SOP on the wall near the food and beverages, and give your receipts to the TMAC staff person or designated volunteer.
Please note that food must be served if alcohol is made available.
Member Events
Booking and Prep
Have your JPC committee member book space directly through the Google Calendar for the space(s) you need. (As long as there are no conflicts, no approval is required.)
There is a resource calendar for each bookable space resource in the TMAC organization.
Include all set-up and tear down times in your booking.
Identify the primary point of contact and names of volunteers in the calendar event
Please note that is the Member's responsibility to identify and manage volunteers for your event
After you receive an invoice for TMAC, pay the Member fee for the space(s) and time you have booked.
Procure a special occasion permit from the AGCO
Areas/rooms: 2nd floor
Responsible person: A staff or volunteer who will be onsite throughout your event
Book catering if you will be serving alcohol.
Day-Of
If you have an SOP, post it near your bar and provide your levy receipts to the TMAC volunteer or staff person
Ensure door, registration, setup, and technical volunteers are in place and identified with badges
Place temporary wayfinding signs
Directional signs to washrooms
Directional signs to event space
Event name on main entrance door
Ensure adequate garbage receptacles are available and lined
Check washroom supplies and replenish from store room if needed
After the event, complete all clean-up procedures in the event cleanup checklist including locking up main entrances
Partner Events
Partner completes program/event proposal form on the TMAC web site, or otherwise expresses interest in partnership
JCP reviews submission and determines availability and fit
Formal proposal is finalized in collaboration with partner
JCP confirms date, resources, and cost and provides partner with letter of agreement and supplemental materials (e.g., code of conduct)
Resources are reserved in booking tool
Production schedule/agenda is finalized and programming partners are looped in
Info is finalized with partner contact programming logistics and communications documents are updated
Event is posted on public calendar and queued in weekly newsletter and social media Buffer
Cross-promotion content provided to community partners
Project/event is produced
Documentation and report provided by partner to TMAC
Non-Partner Events
Potential user submits booking request form on the TMAC web site
JPC reviews and assesses availability and fit
Letter of agreement is signed by both parties
Resources are reserved in booking tool
Deposit is paid (40% if within 60 days, in full if within 30 days)
Renter volunteers arrive 2 hours prior to event or installation for run-through and procedures
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