Program Management Outline

Project Management Outline: Festival
Partners
Sarah Witte-Jacobs

Flint Hills International Children’s Festival
Project Management Outline: Festival Partners
June 10, 2015
History & Objectives
Ordway Center for the Performing Arts has dedicated one week of
its season, for the last fifteen years, to empower the minds of
young children through excellent and diverse artistic
experiences. The Flint Hills International Children’s Festival
enlists work of international touring artists and companies,
local artists and companies, mission driven organizations in the
metro area, corporate sponsors, media sponsors, Ordway Center
for the Performing Arts staff and individual volunteers to
provide one of the highest quality children’s festivals in the
nation. Artistic experiences cost between zero and five dollars,
aiding the ability to benefit children from all demographics.
The expected annual attendance for the Flint Hills International
Children’s Festival is now over 50,000 people.
2

Timeframe
Split into two parts, School Week and Family Weekend, the Flint
Hills International Children’s Festival invites to its grounds
during the last week of May, Pre-K - 12 educational institutions
Tuesday through Friday and opens general admission for families
on Saturday and Sunday.
School Week attendees are captivated by an outdoor performance
at the Flint Hills International Children’s Festival.
Overall Festival Objectives1
• To create a series of diverse performances by incomparable
international artists that are specifically geared toward
young audiences, and through excellence of artistry on
stage, engage youth and adult audiences equally.
• To create arts education experiences in-school and in-
community leading up to and during the time of the Festival
which present young people with opportunities to actively
engage in a variety of arts-making experiences.
1
Objectives are written by Ordway Center for the Performing Arts staff: Dayna
Martinez, Artistic Director of World Music, Dance and the International Children’s
Festival and Shelley Quiala, Vice President of Education and Community Engagement
3

• To celebrate and nurture children's imaginative spirits; to
affirm and advocate for the artist within every child, and
in so doing to affirm and advocate for the creative spirit
that lives within every individual.
• To create a family-friendly, accessible and welcoming
gathering place where practicing artists and families may
joyously come together for the purpose of engaging with the
arts.
• To create an environment between artists of all skill
levels and from all backgrounds to intersect and share in
the creation of community.
• To celebrate changes in local demographics by presenting
art representative of cultures from around the globe which
reflect the faces of our audiences.
• To enhance the vitality of Saint Paul and the wider region
by producing a large-scale event supported by businesses,
media, civic leaders, and community members.
4

Flint Hills International Children’s Festival Partners
Overview/Description
A large presence in Rice Park
during both School Week and
Family Weekend of the Flint
Hills International
Children’s Festival are
Festival Partners. They are
an integral part of the
success of the Festival,
including offering engaging
and free art activities,
supporting arts education,
strengthening bonds between
people, and uplifting the
cultural differences of the
vibrant Saint Paul
community. Festival Partners
are also a pipeline to
audience members that Ordway Center for the Performing Arts
would otherwise
be unable to reach.
Role
Festival Partners fulfill the role of guide for children,
providing access to Saint Paul's cultural diversity through
hands-on art-making activities.
Responsibility
To fulfill their role, Festival Partners must provide their own
staffing and volunteers and are responsible for planning,
supplying, and implementing
art-making activities. Those activities should be educational,
experiential, interactive, accessible, and creative.
Requirements
To participate as a Festival Partner in the Flint Hills
International Children's Festival, a Partner must fall into one
of four categories:
1. A non-profit arts and culture organization providing
programming for families or youth;
2. A program or department of the City of Saint Paul;
3. A Festival-sponsoring organization or company contributing
at least $5,000.00; or
5
Community Breakfast, hosted by
Ordway
Center for Performing Arts

4. A Festival media sponsor which provides pro bono
advertisement.
Festival Partner Goals
The goals of the Festival Partners speak specifically to four of
Ordway Center for the Performing Art's objectives for the Flint
Hills International Children’s Festival. Through these goals,
Festival Partners commit to aligning with the Festival
objectives in the following ways:
• Objective #2 - To create arts education experiences in-
school and in-community leading up to and during the time
of the Festival which present young people with
opportunities to actively engage in a variety of arts-
making experiences.
o Goal - Maintain a clean and organized art-making space
and keep activities effectively staffed so that
families and children feel comfortable and encouraged
to participate.
• Objective #3 - To celebrate and nurture children's
imaginative spirits; to affirm and advocate for the artist
within every child, and in so doing to affirm and advocate
for the creative spirit that lives within every individual.
o Goal - Choose art-making activities that target
children, grades Pre-K - 12, with supplies and
instruction for specific activities which are
developed to allow optimal freedom of expression.
• Objective #5 - To create an environment between artists of
all skill levels and from all backgrounds to intersect and
share in the creation of community.
o Goal - Develop art-making activities that promote the
Festival theme, happenings at Festival Partners’
organizations, cultural identity, and/or organization
mission.
• Objective #6 - To celebrate changes in local demographics
by presenting art representative of cultures from around
the globe which reflect the faces of our audiences.
o Goal - Select art-making activities on the basis of
their ability to connect with the varied demographics
that are present in the Festival's audience.
6

2015 Festival Partners & Art-Making Activities
ORGANIZATION ART MAKING ACTIVITY DESCRIPTION
Bell Museum of
Natural History
Gyotaku - Fish
Printing
Print fish with brayers and ink
on rice paper.
Blast off to
Kindergarten /
Saint Paul
Public Schools
Mosaics Create mosaics out of
construction paper, tissue paper,
and recycled magazines.
Child Reach
Uganda
Make a Ugandan Flag Glue paper while learning the
meaning of the yellow, red, and
black stripes of the Ugandan flag
as well as the national bird of
Uganda - The Gold Crested Crane.
Children’s
Theatre Company
Pirate Hat Making Design a wearable pirate hat
using paper, markers, glue, and
other craft materials.
COMPAS Super Hero Mask
Making
Discover you inner "Art Hero" by
decorating and designing art-hero
masks with a variety of
materials.
courageous
heARTS
CD Scratch Art Use tools to scratch designs and
pictures into painted CDs and
reveal a prism of colors.
East Side Arts
Council
Create a Comic Strip Capture your creativity in words
and pictures by sketching a
sequence of drawings to tell your
own story.
Hoang Anh
Vietnamese Dance
Group / Phouc
Thi Minh Tran
Traditional Costume
Try-On, Bookmaking,
Floral Art, and
Vietnamese Folktales
Design and color foil art using
tin foil, yarn, glue, and markers
and explore Vietnamese book art.
Build and color a flower fan and
learn about and listen to
Vietnamese storytelling.
7

India
Association of
Minnesota
Indian Arts and
Crafts with Henna
Semi-permanent Henna designs,
face painting, and nail
decorating; plan to sit still!
ORGANIZATION ART MAKING ACTIVITY DESCRIPTION
Minneapolis
Institute of
Arts
Pet Rocks and
Birthday Invitations
Create birthday invitations and
bring a pet rock to life with
paper materials, glue, markers,
crayons, and paint.
Minnesota Center
for Book Arts
Bookmaking Explore and preserve the
traditions of hand made books
with book-making experts.
Minnesota
Children’s
Museum
Fun with Imagination
Playground
Design, build, and even knock
down structures safely and
imaginatively with foam blocks.
Minnesota
Historical
Society
Hmong Felted Pompom
Coin Bag
Create a coin bag with
traditional Hmong designs and
learn about Hmong culture in the
process.
Science Museum
of Minnesota
Straw Rockets and
Gliders
Make rockets that are wind
powered or a power glider with
rubber bands.
Stages Theatre
Company
Mask-Making Use paper, markers, stickers,
feathers, and sticks to make
wearable masks.
SteppingStone
Theatre
Instruments with
Beans
Create shakers and percussive
instruments with beans, cups,
rubber bands, and other household
items.
The Phipps
Center for the
Arts
Paper Plate Crowns Design a wearable crown using
paper plates, markers, glue, and
The Works Museum Rainbow Glasses Bend and break a part beams of
sunlight into different colors of
the rainbow with a pair of
special lenses that you can
decorate and wear home.
Young Artists
Initiative
Tissue Paper Trees Create your own woods inspired by
Young Artists Initiative’s summer
production of Into The Woods.
8

YOLO Theater Masquerade Masks Create a wearable face mask using
crayons, markers, feathers, and
Business Justification, Stakeholders, and Impacts
Business Justification
Festival Partners provide an extremely important service for
Ordway Center for the Performing Arts and the Flint Hills
International Children’s Festival. During School Week, Festival
Partners serve about 16,000 students and during Family Weekend,
Festival Partners serve about 34,000 children and their
families2
. On average, Festival Partners spend $500 each on
supplies for activities (there is no set minimum or maximum for
supplies purchased). Festival Partners also recruit their own
volunteers to staff the art-making activities. Festival Partners
average 14 volunteers each during the course of the Festival.
Additionally, Festival Partners average 35 hours spent planning
their art-making activity3
. Festival Partners provide immense
access to a variety of artistic
experiences and a wealth of local
community engagement.
Stakeholders
People affected by the presence of the
Festival Partners can be broken down
into three categories: Ordway Center
for the Performing Arts, Festival
Partners, City of Saint Paul, and the
Festival audience.
• Ordway Center for the Performing
Arts
o Education Department
o Production Department
o Hospitality Department
o Marketing Department
o Advancement Department
o Executive Department
o HR Department
o Volunteers
• Festival Partners
o Staff
2
Average attendance numbers are computed from expected overall attendance of 50,000
3
Average Festival Partner numbers are computed from data collection done in 2015 for this outline
9

2013 Fest i val Si gnage
o Volunteers
o Constituents
• City of Saint Paul
o Parks Department
o Public Safety
• Festival Audience
o Children
o Families
o Parents
o Pre-K – 12 Educational Institutions
Internal Impact
If Festival Partners did not exist as part of the Flint Hills
International Children’s Festival, these Ordway Center for the
Performing Arts departments would be impacted in the following
ways:
• Education - without Festival Partners, activities for
children in the park would be developed and implemented
solely by the Education Department.
• Marketing - without Festival Partners, the Marketing
Department would lose valuable leverage for the Festival.
• Hospitality - without Festival Partners, Ordway Center for
the Performing Arts would no longer need to allocate
portions of the Festival budget for food, parking, badges,
t-shirts and signage for Festival Partners.
• Advancement - without Festival Partners, Ordway Center for
the Performing Arts would expend additional staff time and
money obtaining sponsors to support outdoor activities.
• Human Resources - without Festival Partners, Ordway Center
for the Performing Arts would need to recruit several
hundred volunteers to staff the art-making activities;
excluding the average 75 volunteers that exist to serve
other aspects of the Festival.
External Impact
If Festival Partners did not exist as part the Flint Hills
International Children’s Festival, the elements below would be
impacted in the following ways:
• Students/Children - without Festival Partners, many
students and children would lose the opportunity to engage
in and learn about cultural communities in their area, as
well as lose the educational benefits of a multi-faceted
artistic experience.
10

• Families - without Festival Partners, attendance at Family
Weekend could suffer as the number and variety of art-
making opportunities would likely decline.
• Cultural Communities - without Festival Partners,
communities that identify with a specific cultural heritage
could lose exposure and thus awareness of the impact they
have in Saint Paul.
• Festival Artists - without Festival Partners, it could be
necessary for artists that perform indoors and outdoors to
assume greater responsibility in entertaining Festival
attendees.
Planning, Resource, and Cost Estimates
The following estimates are presented from both sides of the
Festival Partners program planning: the Festival Partners’
process and Ordway Center for the Performing Arts’ process.
Planning Estimates (Festival Partners)
• Six months prior to the Festival, interested organizations
can begin the Festival Partner application process.
• Five months prior, organizations who have applied will
receive notification of acceptance.
• Three months prior, accepted organization will attend a
luncheon honoring all official Festival Partners.
• Two months prior, accepted organization will sign letters
of agreement and submit art-making activities and Festival
needs.
• One month prior, accepted organizations will receive
detailed information packets and have the opportunity to
attend both the Festival Community Breakfast and Festival
Opening Night Party.
Planning Estimates (Ordway)
Ordway Center for Performing Arts has designed a work plan in
order to properly meet the requirements of the work leading up
11

to the Flint Hills International Children’s Festival. A Gantt
chart of that work, broken down month by month, week by week, is
inserted before on the following page. A digital copy can also
be found here: U:2015 FestivalFestival PartnersPartner
Management Outline - SWJ
Communications Plan
The following is an idealized sample of the 2014-2015
Communications Plan between Ordway Center for the Performing
Arts’ Education Department and Festival Partners, leading up to
the 2015 Festival.
DATE EVENT/TASK
December 1, 2014 Festival Partner Application Online
December 22, 2014 Festival Partner Application Closed (extend
if needed)
January 16, 2015 Extended Festival Partner Application
Closed
January 20, 2015 Festival Partner Acceptance Emails Sent
March 11, 2015 Festival Partner Luncheon Invitations Sent
April 1, 2015 Festival Partner Luncheon RSVPs Due
April 6, 2015 Festival Partner Luncheon Agenda Sent
April 8, 2015 Festival Partner Luncheon
April 10, 2015 Festival Partner Letter of Agreement Due
April 15, 2015 Community Breakfast Invitations Sent
April 17, 2015 Festival Partner needs list Due
April 24, 2015 Community Breakfast RSVPs Due
12
Former Festival Partner, now Ordway Arts Learning Manager,
Jenea Rewertz-Targui, shows off her art-making activity

May 1, 2015 Finalized Festival Partner Information
Packets Sent
May 4, 2015 Community Breakfast
May 5, 2015 Festival Opening Party Invitations Sent
May 15, 2015 Festival Opening Party RSVPs Due
May 26, 2015 Festival Opening Party
May 26-29, 2015 Flint Hills International Children's
Festival School Week
May 30&31, 2015 Flint Hills International Children's
Festival Family Weekend
2015 Festival Partner Resource/Cost Estimates
In order to participate in the Flint Hills International
Children’s Festival as a Festival Partner, organizations are
required to provide their own materials for the art-making
activities as well as staff their tents with volunteers. This
responsibility takes time and staff to plan and implement. The
breakdown of these elements for each 2015 Festival Partner
organization is as follows4
:
NAME OF
ORGANIZATION
$ SPENT ON ART
ACTIVITIES
# OF
VOLUNTEERS/
STAFF FOR FEST
HOURS SPENT IN
PLANNING
Bell Museum of
Natural History $100-$300 6 volunteers 10-15 hours
Blast off to
Kindergarten/
Saint Paul
Public Schools
$500 28 volunteers 100+ hours
Child Reach
Uganda 28 volunteers
4
As of the date of this outline, data collection is ongoing. Much of the data collected is estimated by the individual
organizations. Data was collected through a pre-festival survey, implemented at the Festival Partners Luncheon
13

Children’s
Theatre Company $1500 6 volunteers 10 hours
COMPAS
12 volunteers
courageous
heARTS $500 8-9 volunteers 40-60 hours
East Side Arts
Council $200 2 volunteers 10 hours
Hoang Ahn
Vietnamese
Dance Group/
Phouc Tran
$200 15 volunteers 50 hours
India
Association of
Minnesota
NAME OF
ORGANIZATION
$ SPENT ON ART
ACTIVITIES
# OF
VOLUNTEERS/
STAFF FOR FEST
HOURS SPENT IN
PLANNING
Minneapolis
Institute of
Arts
$500 12 volunteers
Minnesota
Center for Book
Arts
8 volunteers
Minnesota
Children’s
Museum
Minnesota
Historical
Society
$1500 16-20
volunteers
48 hours
Science Museum
of Minnesota 10 volunteers
Stages Theatre
Company 6 volunteers
SteppingStone
Theatre $75-$100 6 volunteers 2-3 hours
and through post-festival follow-up phone calls, done by Sarah Witte-Jacobs.
14

The Phipps
Center for the
Arts
The Works
Museum $200-$300 6 volunteers 5 hours
Young Artists
Initiative 18 volunteers
YOLO Theater
15
Children and their parents come together to accomplish art-making
activities

2015 Ordway Center for the Performing Arts Resource/Cost
Estimates5
Ordway Center for the Performing Arts acknowledges the large
impact that Festival Partners have on the Flint Hills
International Children’s Festival and commits to support them
via the following deliverables:
RESOURCE ESTIMATE ROLE
Education
Department
STAFF TIME
Shelley Quiala,
Vice President of
Education and
Community
Engagement
40-60 hours Shelley Quiala spends much of
her time during the Festival,
as well as appearing and
speaking during many of the
events leading up to the
Festival.
Erin Matteson,
Education Manager
20-40 hours Erin Matteson spends much of
as well as appearing at many
event leading up to the
Festival and assisting with
any Festival Partner planning
needs.
Alan Post,
Education
Coordinator
20-40 hours Alan Post spends much of his
time at the Festival as well
as assisting with any
Festival Partner planning
needs.
Jenea Rewertz-
Targui, Arts
Learning Manager
80+ hours / 50+
hours dedicated to
communications
Jenea Rewertz-Targui is the
central contact between
Ordway Center for Performing
Arts and the Festival
Partners. She is the Festival
Partners coordinator and
liaison before, during, and
after the Festival.
Patrick Stauffer,
Education Assistant
20-40 hours Patrick Stauffer spends much
of his time at the Festival
as well as assisting with any
needs.
5
Any estimates for cost associated with Festival Partners are based off of the 2015 total count for Festival Partner
volunteers, at 280 or the total number of 2015 Festival Partner organizations, at 20
16

Education Intern 20-40 hours The Education Intern spends
much of their time during the
Festival and assisting with
any Festival Partner planning
needs.
EVENTS
Festival Partner
Luncheon
The Festival Partner Luncheon
is a time where Partners can
gather to learn more about
their role in the Festival,
meet other Partners, see each
other’s art-making activities
and ask any questions.
• Food/Drinks/
Utensils
$379.38
• Staffing 100 + hours Dayna Martinez, Shelley
Quiala, Jenea Rewertz-Targui,
Production, Tech and Sound,
Housekeeping.
• Parking $2.50 ticket
reimbursement
• Paper, pens,
folders
$50.00
MATERIALS
Festival Indoor
Performance Tickets
$5.00 value - if
all Festival
Partner volunteers
attended one
performance, total
free ticket
distribution would
equal $1,400.00
Tickets become available 20
minutes to seating, first
come first serve, only unsold
tickets are available for
free.
Production
Department
STAFF TIME
Andy Luft, Director
of Production
20-40 hours Andy Luft spends most of his
time during the Festival, as
well as assisting with
needs.
17

Julia Erickson,
Assistant
Production Manager
60-80 hours Julia Erickson is the primary
contact for Jenea Rewertz-
Targui to implement any
Festival Partner production
needs.
Jen O’Byrne,
Production
Coordinator
20-30 hours Jen O’Byrne spends most of
as well as assisting with any
needs.
Production Team 10-20 hours The Production Team spends
its time setting and taking
down tents for Festival
Partners
MATERIALS
Tents (20x20) $1,000.00 each /
11 tents needed
for 20156
+
$11,000.00
Tents house art-making
activities in Rice Park and
Landmark Plaza. Many Festival
Partners share a tent space.
Chairs $1.50 each for
entire week / 10
chairs per tent7
x
11 tents needed
for 2015 = $165.00
Chairs are evenly distributed
throughout the Festival
Partners tents.
Tables $9.50 each for
entire week / 6
tables per tent8
x
11 tents needed
for 2015 =
$627.00
Tables are evenly distributed
throughout the Festival
Partners tents.
Tablecloths and
skirting
$2.50 per cloth,
$3.00 per skirt.
Changed every day.
6 tables per tent8
X 11 tents needed
for 2015 =
$2,178.00
Tablecloths and skirting are
evenly distributed throughout
the Festival Partners tents
every day.
Golf cart $800.00 per cart,
per week
One golf cart is dedicated
specifically for Festival
Partners.
6
Some Festival Partners are two to a tent, some have their own
7
Average number of chairs; Festival Partners can request more or less
8
Average number of tables; Festival Partners can request more or less
18

Storage and boxes $475.00 for
storage trailer
and $6.00 per 20
boxes9
Storage of art-making
activities is provided so
Festival Partners do not have
to bring materials with them
every day.
Operations
Department
STAFF TIME
Tammie Weinfurtner,
Food and Beverage
Services Manager
40-60 hours Tammie Weinfurtner spends
most of her time during the
Festival, as well as
coordinating ordering and
delivery of food for Festival
Partner volunteers and staff,
and coordinates Festival
Partner signage.
Amy Fleischacker,
Food and Beverage
Services Assistant
10-20 hours Amy Fleishacker spends most
of her time during the
Festival at the Hospitality
Tent.
Michael Petermeier,
Security and
Housekeeping
Manager
20-40 hours Michael Petermeier spends
most of his time at the
Festival coordinating
security and housekeeping
teams
Toby Lien, Event
Services Manager
10-20 Toby Lien spends most of his
time managing the Festival
and the allotted hours to the
left are specific to the
needs of Festival Partners.
MATERIALS
Food 3 meals for each
volunteer =
$5,880.0010
Festival Partner volunteers
spend long hours at the
Festival and are offered
breakfast, lunch and dinner
all for the value of $7.00
9
No data collection has been done regarding monetary value for storing supplies each year
10
Based on 2015 Festival Partner collected data, at 280
19

Signage A 30” x 18’ banner
is $240.00 and a
30” x 9’ banner is
$144.00
Festival Partners are given a
banner that is displayed on
top of their tent depicting
the name of their
organization. Returning
Festival Partner signage is
reused.
Parking $1,680.00 for the
week11
Festival Partners are given
parking vouchers every day.
$6.00 per day at one vehicle
per Festival Partner
volunteer.
Garbage Removal $2,250.00 $3,000 for park clean-up
fees, and 3/4 is attributed
to Festival Partners waste
Design
Department
STAFF TIME
Leah Muntz 10-20 hours Leah Muntz spends her time
designing and ordering t-
shirts for Festival Partners
MATERIALS
T-shirts $3.47 each =
$971.6011
Every Festival volunteer must
wear a Festival T-shirt.
HR Department
STAFF TIME
Sadie Ward, Human
Resources
Coordinator
5-10 hours Sadie Ward spends her time
trouble shooting Festival
Partner needs before and
during the Festival.
Monetary Value = $26,151.60 Labor Hours:
740
11
Based on 2015 Festival Partner collected data, at 280
20

Evaluation Plan, Suggestions, and Status Report
2015 Evaluation Plan
• Festival Partners are encouraged to send Ordway Center for
the Performing Arts, before or after the Festival, any and
all documented information available regarding
role/responsibilities, resources, business justification,
and budgets for art-making activities.
• Festival Partners are encouraged to fill out the Festival
Partner Luncheon Survey to the best of their knowledge with
high-level estimates. 2015 Festival Partner Luncheon Survey
responses can be found here: U:2015 FestivalFestival
PartnersSurvey Results
• Festival Partners have the opportunity to speak with Ordway
staff regarding process of the Flint Hills International
Children’s Festival, needs/wants for the future, concerns
and issues, and overall impressions of the Festival during
School Week and Family Weekend.
• 2015 Festival Partners will be reached through telephone
calls done by Sarah Witte-Jacobs. Responses to questions
asked during those telephone calls can be found here:
U:2015 FestivalFestival PartnersFestival Follow-up Calls
Festival Partner Suggestions12
Many Festival Partners continue to return to the Flint Hills
International Children’s Festival year after year. It is
important to hear their suggestions, take them into
consideration, and review in the planning processes for future
Flint Hills International Children’s Festivals. Below are
poignant suggestions made in 2015:
1. Designate a few Ordway Center for the Performing Arts
volunteers to be “floats” for Festival Partners. Festival
Partner volunteers do not always follow through with their
commitments to the organization, and having a few
volunteers from Ordway Center for the Performing Arts able
12
Suggestions were made through post-festival follow-up telephone calls administered by Sarah Witte-Jacobs in
June of 2015
21

to assist with art-making activities, should they be
needed, would be greatly beneficial for Festival Partners.
2. Include Flint Hills International Children’s Festival daily
audience expectations on either the Festival Partner
application or Festival Partner information packet. This
way, organizations can better prepare supplies for art-
making activities. As the Flint Hills International
Children’s Festival is growing larger, this suggestion is
highly crucial to the success of Festival Partners.
3. Email a map directing Festival Partners off of major
highways, directly to Victory Parking Ramp. Considering the
amount of construction Saint Paul can have at any time, and
the roads that are closed off for the Flint Hills
International Children’s Festival, it is fairly easy for
Festival Partner volunteers to get lost. This would aid in
a positive experience, from the beginning of the day, for
all Festival Partners and their volunteers.
4. Include a schedule of indoor and outdoor performances in
the Festival Partner information packet. Though schedules
are handed out to people who attend the Flint Hills
International Children’s Festival, Festival Partners may
not have time to leave their tents to obtain a schedule.
Emailing the schedule prior to the Festival, and including
a hard copy that is hung in the tents, would allow for
Festival Partners and their volunteers to not only attend
some of the performances, but also develop expectations of
when crowds at the tents may increase and decrease.
5. During School Week, design a plan to control the growing
population of students in Rice Park. Whether that be
through the use of stancheons, volunteers, security or
Ordway Center for the Performing Arts staff, the number of
students entering the tents are unmanageable for Festival
Partners alone.
6. Brief all Ordway Center for the Performing Arts staff where
Festival Partners should check in. Regardless of
department, roles, and responsibilities, all staff should
be able to direct Festival Partners to headquarters if they
are lost. All staff should also carry maps that note where
Festival Partner tents are.
22

Sarah Witte-Jacobs’ Suggestions:
Ordway Center for the Performing Arts has graciously allowed for
this research and report to be generated at the will of a 2015
Education Intern, Sarah Witte-Jacobs. Through months of
extensive development and effort, Ms. Witte-Jacobs has developed
suggestions that could strengthen the partnership between Ordway
Center for the Performing Arts and Festival Partners:
1. Design an event that gives Festival Partners the
opportunity to meet and work with Pre-K – 12 educational
instructors on the development of their art-making
activity. While many 2015 Festival Partners had
educational, experiential, interactive, accessible, and
creative art-making activities, some could have been more
detailed had the attention or expertise been given.
2. Make public, prior to the Flint Hills International
Children’s Festival, the list of art-making activities.
Quite a few 2015 Festival Partners had similar art-making
activities, and most were not aware of the fact until the
Festival had begun. Ordway Center for the Performing Arts
stresses the importance of a variety of art-making
experiences, and this is one way to ensure that objective.
3. Maintain an incentive for any surveys that are sent to
Festival Partners. Many organizations over-look the
importance of feedback, and it is a developmental process
that needs to occur before and after every Flint Hills
International Children’s Festival. The more communication
and dialogue that can occur about the partnership between
Ordway Center for the Performing Arts and Festival
Partners, the better.
4. During the Flint Hills International Children’s Festival,
take a group photo of each Festival Partner organization
and their volunteers. This photograph can not only serve as
a memento and thank-you to Festival Partners, but is also a
great way of cataloguing past Festival Partners and the
faces that appear inside the tents.
Status Report
Through the existing data in this outline, it is quite clear
that the Festival Partners add a great deal of joy to the Flint
Hills International Children’s Festival, and that the
collaboration between Festival Partners and Ordway Center for
Performing Arts is supportive, fruitful and creative. The Flint
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Hills International Children’s Festival is a necessary platform
for many of the Festival Partners in the mission driven work
that they accomplish on a daily basis within their
organizations. Children, schools, and families greatly benefit
from the work that both Festival Partners and Ordway Center for
the Performing Arts do during and the months leading up to the
Festival. It is with sincere hope that the Festival Partners
continue to be an element of the Festival for years to come.
This outline is beneficial for both Ordway Center for the
Performing Arts and Festival Partners in gaining greater
understanding of the overall partnership created to enhance a
unique artistic experience. The findings of this outline are
encouraged to be shared amongst Ordway Center for the Performing
Arts departments, current and future Festival Partners, and the
general public.
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Program Management Outline

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