Monthly To Do List

Youth Art Month Chairpersons,
Regional Chairs,
 Teachers
and other Coordinators:

It’s time to prep for the 2019/2020 CFAE Youth Art Month Program!

Youth Art Month celebrations typically take place in March, with the national celebration taking place in the Youth Art Month Museum at the National Art Education Association Convention March 26 – 28, 2020 in Minneapolis, Minnesota.

It’s never too early to start planning.  If you are involved with your state Youth Art Month Program, we encourage you to get a jump start.  Click here to see our full year monthly calendars.

November To Do’s:

Flag Design Contest

  • By this point, you should have communicated the Flag Design Contest to all Teachers/Schools and designs should be in progress.
  • Make sure you communicate the submissions deadline.
  • If Teachers will be mailing the designs for future judging, be sure to communicate when and where the designs should be mailed.
  • If Teachers will be digitally  submitting flag entries, be sure to communicate that information with detailed instructions.  Don’t forget to post this information to your art education association website.  (Deadlines vary by state.  Check your state art education association website for more info here)
  • It will take about 6 weeks to have your state’s winning flag design created into a flag.  Please plan accordingly.  Winning flag designs need to be submitted to Council for Art Education for the Youth Art Month Museum no later than February 1, 2020.

Fundraising/Endorsements

  • Continue scheduling local, district and regional fundraising events to take place around or during March.
  • Determine how events will be documented for your state.  Activities can be documented through photos, newspaper articles, web articles, video, radio/TV, and other local publications.
  • Consider creating an online Google Survey form that can be distributed to local coordinators to track events, media coverage, as well as various other fundraising activities.

Artwork and Exhibits

  • Check in with local coordinators and media to identify timing and requirements for Public Service Announcements, articles, and press coverage for planned local events.
  • Consider creating an online Google Survey form that can be distributed to local coordinators to track exhibits.

October To Do’s:

Secure Sponsorships

  • Plan early!  Depending on the size of your committee, it may take several months to secure sponsorships, especially if you are reaching out to businesses for the first time.
  • Be organized – first identify all the various ways you can use donations (financial, in-kind) and sponsorships for your events.  Think about
    • Student awards – awards, participation certificates
    • Teacher awards – certificates, participation awards, YAM teacher of the year
    • Swag bags
    • Giveaways to attendees
    • Scholarships
    • Receptions (Food/drink, party supplies, music, audio/visual)
  • Once you’ve put together a target list of needs, reach out to art supply companies, catalog companies, local businesses, art centers, museums, etc. to solicit financial and/or in kind  donations for your state exhibit and celebration.  This may include an email campaign, in person visits, phone calls, etc.
  • Think outside the box!  Last year, one state’s primary sponsor was a financial company.

Plan Events for Statewide Art Education Association Meeting

  • Begin plans to communicate the 2019/2020 Youth Art Month theme and program at your State Art Education Association Meeting.  The theme is “Take a Journey through Art”.   Here are some ideas of what you can do:
    • Survey teachers about Youth Art Month.  Have teachers complete at the meeting, or provide a link to an on line form (which will help summarize the data).
      • Plan a workshop on how to participate in Youth Art Month at the local level.
    • Continue plans to communicate the 2019/2020 Youth Art Month theme and program at your State Art Education Association Meeting.  The theme is “Take a Journey through Art”.

Plan Fundraising Events

    • Consider a variety of events.  Those that have proven to be successful in the past include selling student art, chile or soup bowl dinners, 5K runs.
    • Consider asking for a small entry fee for each entry to the state art exhibit.  This would need to be communicated early so that teachers are aware prior to submitting entries.

Manage Endorsements and Proclamations

    • More and more states are now doing this electronically to save time and increase participation.
    • Create a target list – include the Governor, local and state politicians, school superintendents and principals, and other important state dignitaries.
    • Send your target list a Google form/survey for the requested document.  The document will ask that the participant check or respond yes to the comments in the document.  An endorsement or proclamation will be considered complete once the survey is completed.

State Art Exhibit Planning

    • Communicate the date and time for your state exhibit – use your state art education website, email, social media, regional coordinators, etc. to spread the word.
    • If you haven’t already, create an artwork entry form for state and local events.  (As an example, Wisconsin last year had teachers submit info through Google Forms, then used AutoCrat to create labels and certificates in PDF form that were emailed to participating teachers.  This online automated process made it quick and easy for teachers to submit entries.  Art labels for the state exhibition were consistent.)
    • Begin to think about signage needs for the state exhibit (some states divide the student work by region with color coded regional signage).

Flag and Banner Contest

  • Email the Lesson Plan for the Flag Contest to all teachers.  Also make the Lesson Plan available on your state art education website.  Include important due dates and scoring rubric.
  • If you will have awards for the Flag Contest, also communicate this information.
  • Identify local “YAMbassadors” (good idea New York!) that can help communicate Youth Art Month information and schedules.
  • Accept flag entries electronically using Google Forms or Drive.  Make sure to communicate how this process will work.

August/September To Do’s:

Set Goals

  • Fundraising and Sponsorship
  • Artwork and Exhibits
  • Student/School Participation for Flag Contest
  • Media/Social Media
  • Technology (electronic forms/image/artwork submissions and registration)

Select Coordinators

  • Select district or regional Youth Art Month coordinators.  They can assist with making sure you reach your goals as well as assist with reporting Youth Art Month events for your statewide report.

Update State Art Education Association Website

  • Review your State Art Education Association website and begin to identify and implement any needed updates.

Plan Events for Statewide Art Education Association Meeting

  • Begin plans to communicate the 2019/2020 Youth Art Month theme and program at your State Art Education Association Meeting.  The theme is “Take a Journey through Art”.   Here are some ideas of what you can do:
    • Create a Youth Art Month Information Packet that teachers can access on your State Art Education Association website.  Email the information packet to teachers also.
    • Plan a workshop on how to participate in Youth Art Month at the local level.

Communicate to Teachers

  • Distribute printed postcards to teachers with important Youth Art Month planning dates.
  • Create your flag entry form (or use ours) and instructions.  Distribute the form to teachers via email and electronic media, and post on your State Art Education Association website.  (State winner should be selected no later than December 31, 2019 if possible)

State Art Exhibit Planning

  • If you are planning a statewide exhibit at your State Capitol, reserve this space now.
  • If you are planning on having a special speaker at your statewide exhibit at your State Capitol, begin the search process now.