Surviving on less

I adore working on small-budget projects. Whilst I also like to attract high-paying clients (after all, I have salaries and bills to pay), it’s the projects on a shoestring which push my creative buttons and remind me why I set up Event Cornwall. Operating in the South West, a region that has struggled with its economy, and in the current recession, clients and funders want to see more than ever that their investment is making a difference and represents money well spent. I’m always keen to stress that by employing an arts professional to deliver a project, organisations can often end up saving money and time whilst continuing to deliver objectives.
Planning and clarity
My number one recommendation when working with limited funds is to be very clear about what you are prepared to deliver and what is feasible for the project as a whole. Offering your time for free for something you are passionate about is incredibly rewarding, but over-servicing can leave you drained of energy and resources, sometimes to the detriment of other projects. It is really worth putting together an agreement outlining the time you are prepared to dedicate to a project and stick to it – share it with the others involved so everyone is aware of what you are working on. Even if this is a self-motivated project, be honest with yourself about what you can commit. Working for free can quickly snowball, particularly when it’s a project that excites you. Detailed planning will identify the most critical areas of expenditure, and where there is potential flexibility. It’s also important to be open about additional costs associated with a creative project. Working in the events industry, I need to be aware of costs such as insurance, security, and licensing which are necessary for the safety and operational success of the project. Many of the organisations I work with involve me because they don’t have the knowledge and experience in-house, so it’s really important to be transparent with how I’m spending their budget.
Building relationships
When choosing a smaller project to work on, look to the bigger picture. Sometimes it’s worth it just for the pleasure of working with particular people. Often the tiniest contracts can lead to more regular work or new creative relationships with suppliers, partners, potential clients and funders. Keeping a professional head on at all times will help you grow your reputation and open doors. I would recommend paying suppliers rather than persuading them to do a “freebie”, however paltry the budget. Whether this is in cash, in-kind benefits or reciprocal support, this ensures their commitment to your project and most importantly, a high-quality service delivered on time. A case in point is Big Art, a one-day event as part of a community arts festival. We factored in payment for ten artists to paint giant canvases in public in one day. Most of the artists were just happy to share their work with new audiences and gain more public profile but by including a fee we could be sure of their commitment. Be open about what your maximum spend is for a particular service and make sure that the supplier can work within it. In these times of economic uncertainty suppliers would like to build a relationship with you, and so will be prepared to go that extra mile.
Event Cornwall works closely with Totally Truro, a not-for-profit company which manages the city’s Business Improvement District. Our remit is to deliver arts and community events. By starting with smaller projects, we were able to build a good relationship with our client and partner-up with Totally Truro’s other supplier, including a sponsorship specialist and a marketing company. This network has proved invaluable to our relationship with the client but also brought key contacts and new opportunities to our company. If I can’t solve a problem, I know someone who can (and who will approach it collaboratively and creatively).
 

Multiple stakeholders
In the creative industries, particularly on not-for-profit or community projects, there will be a number of stakeholders who want to get involved. A few extra heads can bring additional ideas to the table and it’s rewarding to work with an enthusiastic group of people, so long as communication and expectation is appropriately managed. Communicate your aims and objectives to your stakeholders, and err on the side of caution when you do so. By under-promising and over-delivering, you will exceed their expectations. Be clear about deadlines, to avoid the project drifting, and be sure that you can deliver them, particularly if you have to balance the project with other work.
Look after volunteers
I’m regularly on the look out for volunteers to help with outdoor events, such as the annual City of Lights Parade in Truro. This event attracts up to 20,000 people and involves schoolchildren, students, community groups and a number of large-scale paper withy lanterns, so safety at the event is of paramount importance. We support our volunteers with clear briefing sessions so they are aware of their responsibilities, and offer them a glass of wine or two following the event. Event Cornwall also works with Duchy Ballet, a youth ballet company in Cornwall that provides a platform for young people to perform in large-scale productions. The company has a veritable army of volunteers who have helped shape the organisation year on year for the past decade and have been vital to the excellent quality of its productions.
It’s so important that volunteer support is not taken for granted. We draw up volunteer and work experience contracts, to give people clarity in their role to build trust that they will be supported and rewarded for their time. Organisations need to give people a reason to volunteer. Ultimately, the creative sector appears to have become very good at delivering fantastic work with very little money. The problem comes if the funder, audience or end user doesn’t recognise the value of this work for their money. Quality is not directly related to income generated. It takes a very high-quality manager to deliver an arts project on a small budget. It’s crucial that good ideas and good work are rewarded with appropriate incentives and recognition. With a professional approach to your arts on a shoestring projects, they will remain mutually rewarding for everyone involved.