Heart of the Arts Month

October 1 – 31, 2011

In conjunction with Americans for the Arts, National Arts & Humanities Month is recognized and promoted
throughout the country and each year Florida issues a proclamation recognizing October as Florida’s month to
also celebrate and promote arts and culture in our state. To celebrate, raise awareness and promote arts and
culture in Polk County, October 2011 is Heart of the Arts Month and is open invitation for the local community,
guests and visitors to discover our arts and cultural offerings.

Polk County has a broad range of exciting cultural activities for residents and visitors throughout the year. In
October, we’re celebrating our artistic diversity by uniting to showcase arts and culture programs such as artist
talks and exhibits, festivals and performances.

Throughout the month of October, if you are a member of one of these organizations, you’re a member of ALL
of them! If you are a member of one of these participating organizations you can use your membership as a free
admission pass to ANY of these organizations. In addition, there are a number of events taking place during the
month for you to attend.

Participants: Each member of the cultural arts committee is invited to be a participant in Polk Arts Month. Each
organization must firmly commit to taking the necessary steps to be a productive and active Polk Arts Month
participant. Organizations must produce an event to include in the monthly listing and implement the admission
special procedures within their front line operations.

Events: Each organization must submit events to be listed as part of Polk Arts Month. In addition, a kick-off
event will be held as the new Polk Arts Alliance annual fundraiser at the beginning of the month.

Marketing: The crux of this offering is a solid, wide-spread marketing plan that includes partnering with local
agencies to provide the marketing vehicle to promote the event. By partnering with Visit Central Florida, a large
portion of the promotion of the month could be woven into already existing marketing.

 Collateral Materials - A postcard with unique look and appeal could be mailed by each participating
organization to their members listing events and advertizing the month’s activities. Use one edition of
Artifacts Magazine to discuss arts and cultural awareness and advocacy. Ask an elected official or
legislator to write an article encouraging people to engage.

 Online - Use the PAA website to focus on the month’s activities. Partner with Visit Central Florida to
incorporate a new online arts and cultural component on the website to promote the month with
information, link to PAA website, getaway package.

Heart of the Arts Month 1 4/27/2011

Event Task & Idea Listing

 Administration of Event
o PAA is presenting organization – participated in conference call 3/30 & 4/14
o Task force members: Jenn Beam, Joni Allen, John Pierce, Sharon Bevis, Mike LePan, Meri Mass,
Cindy Rodriguez, Cynthia Haffey
o Task force meeting: Friday, March 11, 2011 at 9 a.m. – Meet to discuss event
o Secure CAC organizations participation – create registration form that explains the membership
exchange, BOGO and event offerings – in progress
o Categorize the CAC organizations’ events: Classes/Workshops, Dance, Film, Heritage/Ethnic, Kid-
friendly, Literature/Poetry, Museum, Music, Theater, Visual Arts
o Assign tasks to committee members

 Activities & Events

o Create kick-off event – Suggested at Polk Museum of Art, Bok Tower Gardens or Ritz Theatre
o Platform Art will help coordinate/secure space for kick-off
o Ask CAC best time for kick-off event
o Suggested kick-off event/fundraiser logistics:
 Goodie bags for audience
 Ticketed event: $50-125/per person
 HAM Sampler
 Continuous entertainment: art, performance, music
 Party atmosphere
 CAC orgs to have displays/booths
 Invite all PAA friends, interested parties, legislators, members, local officials, VIPs

 Sponsors and Endorsements

o Create sponsorship opportunities packet – Merge with Individual & Corporate Partners
o Meri will send proposal to Brighthouse
o Target specific businesses for cash sponsorships
o VCB
o Mail/Email invitations to all State Legislators, Local Officials, Legoland VIPS

 Promotions/Marketing
o Met with Polk Ad Fed –family of logos for letterhead, ads, website, etc.; iphone and droid app,
microsite; bingo card; video at Outpost; media sponsors
o VCB role – What opportunities for event support are available to us – hotel packages
o Create a micro website
 Events, Information, FAQ, Passport, Sponsors, Support
o Secure in-kind support for HAM image, graphics and collateral pieces
o Create and direct mail a postcard to all organizations’ members
o Dedicate the September Artifacts to HAM with arts advocacy and awareness theme
o Create a newspaper passport to the arts
o Secure in-kind support from local newspapers

Heart of the Arts Month 2 4/27/2011