In 1989, the Arts and Business Council and Metropolitan Life began a unique collaboration on behalf of the arts in New York City - creation of the Special Events Task Force project. The results were an exciting new opportunity for MetLife employees to work together on a major project to benefit the broader community, and to bring new friends, resources and recognition to community-based nonprofit arts organizations.

The Special Events Task Force project addresses several important trends and needs, including:

• Many nonprofit arts organizations are cutting their paid staffs due to economic conditions, thus decreasing their ability to organize fundraising events which are important general revenue sources.
  
  
• Businesses are increasingly interested in volunteerism and are tying many giving and resource sharing programs to employee participation.
  
  
• Businesses are looking for collaborative opportunities to reach new markets and develop a stronger image in the community.
  
  
• Employees are seeking volunteer opportunities where they can take ownership and truly make a difference.
  
  
• The leadership building opportunities resulting from meaningful volunteer participation are important to all parties.

The response was simple. Invite employees to sign up to serve for a year on a task force to help an arts group of their choosing with all aspects of creating and executing a special event. Ask the Arts and Business Council, through its Business Volunteers for the Arts program, to coordinate the committee and work with it throughout the process. The outcome was complex and far reaching.

We believe the idea could work elsewhere and benefit an even larger group of employees and arts organizations. In these times of declining dollars for the arts, particularly in government support, the Special Events Task Force represents a practical, direct way to involve other kinds of resources - people and services - to help the arts. It also helps meet corporate goals for employment involvement - leadership and skills enhancement, team building and public recognition.

While this program is designed to assist smaller and mid-size organizations, larger arts groups can benefit from the process and case study information which has been included.

The Special Events Task Force model has been a success at the Metropolitan Life Insurance Company. Thanks to their support for this project, we would like to share this story with you as one more way the arts in your community can benefit with a valuable hand from the business community.

The Creating a Special Events Task Force guide presents the basic elements and process needed for managing a task force of business volunteers working with an arts organization. It is designed to assist a variety of readers including:

1. Corporations considering enhancing their volunteer involvement programs with the arts.
   
   
2. Local arts service organization or volunteer centers looking to broaden services to arts organizations and the business community.
   
   
3. Business volunteers for the arts affiliates looking to expand their one-on-one BVA management consulting activities to include teams.
   
   
4. Nonprofit arts organizations considering new ways to involve business in their activities.
   
   
5. Individuals leading or participating in a Special Events Task Force with the arts.

This guide presents a case example involving Metropolitan Life Insurance Company employees working in partnership with the Arts and Business Council and its Business Volunteers for the Arts program in New York City. There are checklists, timetables and tools for use in organizing and managing a Special Events Task Force project with the arts. Some of this information may also be relevant to other types of team efforts.

It is intended that this case study and the accompanying tools be another model for business volunteer involvement in the arts. With your participation, more volunteers from business can touch arts organizations throughout the country.

CONTENTS
Introduction.
Using the guide.
Definition of roles.
The Metropolitan Life Insurance Company Case study.

Step One: Determining feasibility.
                Feasibility checklist for business.
                Feasibility checklist for the facilitator.

Step Two: Setting goals and objectives of the Special Events Task Force.

Step Three: Dividing the responsibilities to accomplish the goals.
                  Job description - Facilitator.
                  Job description - volunteer roles.

Step Four: Recruitment/Selection/Orientation of Task Force members.
                 Tips for selecting and recruiting the right volunteer.

Step Five: Organizing the team and the project.

Step Six: Recruiting/Screening/Selecting the arts recipient.
               Timetable for RFP.
               Things to look for in an arts recipient.
               A recipient selection example.

Step Seven: Defining and planning the event.
                   List of budget items.
                   Suggested terms for an agreement letter.

Step Eight: Implement the project.
                 A sample event - the Asian American Arts Alliance.
                 Implementation pitfalls/Troubleshooting.

Step Nine: Wrap-up.

Step Ten: Evaluation.
               A retrospective view - what was gained.

Additional resources.
Exhibits:
     Sample volunteer recruitment materials.
     Sample volunteer application.
     Sample volunteer orientation agenda.
     Sample timeline (8 month plan).
     Sample RFP cover letter.
     Sample request for proposal.
     Sample arts application.
     Sample arts rating sheet.
     Sample letter of agreement.
     Sample event invitation.
     Sample event program.

In 1989, the Arts and Business Council and Metropolitan Life began a unique collaboration on behalf of the arts in New York City - creation of the Special Events Task Force project. The results were an exciting new opportunity for MetLife employees to work together on a major project to benefit the broader community, and to bring new friends, resources and recognition to community-based nonprofit arts organizations.