News

COVID-19: Resources for Festival Administrators


Author: ZAPP Team
Date: March 11, 2020

We hope you are staying safe and healthy during these turbulent times. There’s no denying this pandemic has thrown us all into uncertain and unprecedented circumstances. As you know, plans are evolving and changing quickly, so we wanted to share resources that may help answer your questions and offer ideas on how to best move forward with your events.

We update our list of cancellations and postponements regularly. You can view the list here.

We want to assure you ZAPP is continuing services as normal. Our team is prepared to help you set up new applications, manage current ones, and assist you should you need to cancel or postpone your events. Wherever you are at in your process and whatever your decisions may be, we are here for you. If there are any changes to these plans, you’ll be the first to know.

As always, you can reach out to us by submitting a ZAPP Help Ticket. This is the quickest way to receive a response. We also want to thank you for your patience with us as our team transitions to work remotely per the recommendations of the Colorado government.  We wish you all the best in the upcoming days, weeks, and months.

Resources for Administrators

IF YOU ARE CANCELLING OR POSTPONING YOUR EVENT

Please let us know so that we can communicate with artists who reach out to us, gauge the impact of COVID-19 on our community, and add your event to our list of cancellations and postponements. Submit your cancellation or postponement HERE

OFFERING REFUNDS

If you are cancelling your event, we recommend refunding all booth fees paid. ZAPP is able to process booth refunds for fully cancelled events that are refunding all booth fees in full. Please reach out to our team for a specific breakdown of how this would work for your event 

If your refund policy gives your artists the option to apply their fees paid to your 2021 event, apply their fees to a postponed date, or receive a full booth refund, we will be unable to process those refunds at this moment. If this policy changes at any time, we will update this page. 

UPDATING YOUR CANCELLED OR POSTPONED EVENT: A CHECKLIST

  1. Contact all artists who applied to your event and provide either notice of the cancellation or your new dates. Include your refund policy and timeline for sending refunds. You can email artists through ZAPP by using the communication tool. Watch our video on emailing your artists HERE.
  2. Send a ticket to ZAPP letting us know of the status of your event.
  3. Update your prospectus with an explanation of why your event is cancelling or postponing. Include any information regarding refunds for artists who already applied but may have missed your email. 
  4. Do not change your refund policy. If you need to update it because you are unable to fulfill its terms in the case of a cancellation, add a new policy and keep and reference the old one. 
  5. As things change, keep in contact with your artists and the ZAPP team so we can assist you through this challenging process. 

USEFUL ZAPP ADMIN TOOLS

Many of you may be making updates to your organization’s website and social media pages and getting the word out to applicants is important. Here are some quick resources for keeping your ZAPP application up to date and your artists informed:

WEBINAR: Managing your cancelled or postponed event + preparing for 2021

VIDEO: Emailing your artists

TEXT: Emailing your artists

VIDEO: Create coupon codes

TEXT: Create coupon codes

TEXT: Download artist contact information


RESOURCES FOR ARTISTS AND ARTS ORGANIZATIONS

  1. ArtsReady: An online emergency preparedness service by and for arts/cultural nonprofits, provides arts organizations with customized business continuity plans for post-crisis sustainability.
  2. Americans for the Arts: An organization designed to build recognition and support for the extraordinary and dynamic value of the arts and to lead, serve, and advance the diverse networks of organizations and individuals who cultivate the arts in America. Check out their resources and take their COVID-19 Economic Impact Survey.
  3. National Endowment for the Arts: Check out their Relief Resources for Artists and Arts Organizations.
  4. COVID-19 and Freelance Artists: A list of resources for preparing for the impact.
  5. Grantmakers in the Arts: A list of COVID-19 resources to combat the effects of the virus.
  6. Alliance of Artists Communities: Coronavirus Update // Next Steps and Action Items
  7. Common Field: COVID-19 Resources for the Artist Organization Field
  8. Reopening Resources: Ideas from the field for Colorado Arts & Culture: This document also contains examples and national resources.
  9. COVID State by State: A state by state resource list put together by FestivalNet

Tags