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Cultural Council <br />Agenda <br />5 -19 -2016 <br />Page 3 of 4 <br />Attachment: (Draft) Protocol for Responding to Performing Artist Inquiries <br />Purpose: Adopt a formal process to the acceptance of band /performer material for hiring <br />consideration at LCC sponsored events. Process will include selection process, means for <br />accepting performer information, acknowledgement of receipt of materials and timeline for <br />hiring. <br />Staff Recommendations <br />List of Programs and Events: Call for Artists <br />• Use the City's website to attract and channel receipt of information <br />LCC Project Leads will have direct access to updating and accessing website <br />• LCC to outline the upcoming events for which performers are needed <br />Describe all programs the LCC will be hiring performers <br />State dates, selection criteria and styles of bands desired <br />• LCC to articulate the selection /hiring process <br />Provide a timeline for response <br />• LCC could have a City email to which bands can forward materials directly <br />LCC could consider a simple, standardized application outlining basic <br />contact information and events for consideration <br />• Once the bands are chosen for the year, webpages are updated indicating that all <br />bands have been hired, etc. <br />LCC Email: <br />City email could have an auto message stating that the LCC committee will review each <br />band's information and, <br />LCC will contact bands directly if interested in hiring <br />Once the bands are chosen for the year, the automated response could be changed <br />indicating that all bands have been hired, etc. <br />Once Bands are Determined /Hired: <br />Cultural Arts /Special Events Coordinator may assist with this process as needed and as <br />time allows <br />LCC committee to develop processes and timeline for sending out contracts <br />Standardized contract to be used and modified as needed for each band. W -9 forms to <br />accompany the contract <br />Project lead should oversee the contract process to make sure all paperwork is received <br />Signed contracts are given to City for permanent records; another copy given to Project <br />Lead and Treasurer <br />Project Lead and Treasurer coordinate band payment <br />