Duncanville Arts Foundation — Program Manager Onboarding
Onboarding Guide — Independent Contractor
Program Manager
Onboarding Guide
Everything you need to know before your first activation — orientation, responsibilities, standards, and tools
A Note Before You Begin
The Program Manager role is operational, not artistic. The proposer brings the vision. You make it executable. The two do not overlap and should not. Your authority is over everything that makes the activation function as a measurable, professionally presented public program. The proposer's authority is over what it says, sounds like, and means.
The CII depends on clean data. Survey response rates, ZIP capture accuracy, and timely post-activation submissions are not administrative details. They are the inputs to scores that determine whether programs continue, develop, or retire. You are the last line of defense for that data at every activation.
I
Section OneWelcome & Orientation
1.1 — The CIS in One Paragraph
The Duncanville Arts Foundation operates the Cultural Investment Strategy, a demand-validation and measurement framework for arts programming in Duncanville and the Best Southwest region. Every program that activates at Arts Junction moves through a five-stage pipeline: Intake, Develop, Validate, Activate, Graduate. Proposers build their audience, prove demand before spending, present their program, and generate data the Foundation uses to score the activation against the Cultural Investment Index. The CII score determines whether the program continues and what its future looks like. You operate at Stage 4: Activate.
1.2 — Your Place in the Pipeline
| Stage | Who Leads | Program Manager Involvement |
|---|---|---|
| 1 — Intake | Proposer | None. Program is evaluated and admitted to the pipeline before you are engaged. |
| 2 — Develop | Proposer + Foundation | None. Marketing strategy and activation plan are set here. You execute what is set. |
| 3 — Validate | Proposer + Foundation | Limited. You confirm ticketing infrastructure is operational (Responsibility 06) and monitor pre-commitment progress (Responsibility 08). |
| 4 — Activate | Program Manager | Full operational authority. You own everything non-artistic from load-in through data submission. |
| 5 — Graduate | Foundation | None. Graduation decisions are made by the Founding Executive Director based on CII scores you helped generate. |
1.3 — What You Do Not Do
These are outside your scope and should be declined or redirected, not absorbed. Artistic or creative direction of program content. Audience development strategy or marketing strategy. Proposer financial management or artist fee decisions. CIS pipeline advancement recommendations. Long-term venue or property negotiations on behalf of the Foundation. If a proposer asks you to make a call on any of these, direct them to the Founding Executive Director.
II
Section TwoBefore Your First Activation
Complete all of the following before the Pre-Activation phase begins for your first assigned activation. Do not wait until the 21-day window opens to get these done.
2.1 — Read These Documents
| Document | Where to Find It | Why It Matters |
|---|---|---|
| Scope of Work | duncanvillearts.org/pmd | The governing document for your engagement. All 31 responsibilities. Review before signing your activation contract. |
| CIS v2.0 | duncanvillearts.org/cisv2 | The framework your work supports. Understand the five-factor CII formula. Know what constitutes a valid activation. |
| Substitution Survey | Provided by Foundation per activation | You administer this to every attendee. Know the questions, the protocol, and the 80% response rate standard before activation day. |
| Activation Contract | Issued per activation by Foundation | Your legal engagement. Specifies the activation date, deliverable deadlines, and compensation terms. |
2.2 — Get Access
Airtable: Request access to the Foundation's Box Office base. You will use this to monitor pre-commitment progress and pull purchaser records on activation day.
CIS Toolkit: Open the toolkit at duncanvillearts.org/toolkit. Familiarize yourself with the Velocity Tracker and Activation Report Generator tabs. You will use the Report Generator to submit post-activation data.
Arts Junction access contact: Confirm the name and direct contact for Old Rail Station property management. This person is your primary venue contact for Responsibilities 01, 04, 12, 15, and 21.
Run-of-show template: Request the Foundation's run-of-show template from the Founding Executive Director. Your first run-of-show (Responsibility 02) is built from this template.
2.3 — Understand the Program You Are Managing
Before the Pre-Activation phase opens, you should know the answers to these questions for your assigned activation. If you cannot answer all of them, contact the Founding Executive Director before proceeding.
What is the program, and who is the proposer?
What is the activation date, load-in time, and expected end time?
What is the ticket price and the total seats available?
What is the total cost to activate, and has the program validated?
Are there any special venue requirements, equipment needs, or licensing considerations?
Who are the vendors and contractors, and do they have confirmed agreements?
III
Section ThreePhase 1 — Pre-Activation
Eleven responsibilities. All must be completed no later than 21 days before the activation date unless a specific sub-deadline applies. The 21-day window is a floor, not a target. Start earlier.
3.1 — Venue and Operations
01
Venue ConfirmationCoordinate with Old Rail Station property management to confirm venue access, load-in schedule, equipment staging areas, and any restrictions for the activation date. Get this in writing. A verbal confirmation is not sufficient.
02
Run-of-Show 7 days outPrepare and distribute a written run-of-show to all parties no later than seven days before the activation date. The run-of-show must include: arrival times for all parties, setup sequence, program schedule, vendor placement map, data collection checkpoints (when ZIP capture and surveys begin), and load-out timeline. Distribute to: proposer, all vendors, Old Rail Station contact, and Founding Executive Director.
03
Equipment Confirmation 10 days outConfirm availability and operational status of all required equipment: audio-visual systems, seating configurations, Foundation signage, and any activation-specific infrastructure. Gaps identified after Day 10 cannot be reliably resolved before activation. Identify and resolve all gaps before this deadline.
04
Baseline Measurement ScheduleCoordinate with Old Rail Station tenants to establish the adjacent business baseline schedule. You need four designated baseline nights within the 60-day window preceding the activation. These nights establish the F5 (adjacent business lift) comparison baseline. Confirm the four nights in writing with the tenants and document the agreement.
3.2 — Marketing Execution
Reminder: You execute the marketing plan. You do not develop it. The plan was approved during the Develop stage before the program entered Validate. If you are asked to develop strategy rather than execute an approved plan, flag it to the Founding Executive Director.
05
Marketing Plan ExecutionExecute the approved marketing plan across all specified channels. Confirm deployment dates, creative assets, and distribution contacts are in hand before the 21-day window opens.
06
Ticketing Infrastructure 14 days outConfirm that the Foundation Box Office Payment Link is operational: the Stripe link loads correctly, the ZIP code field is present and required, the custom name field is present, the quantity cap is set to venue capacity, and the confirmation redirect is live. Run a test purchase and confirm the Airtable record is created by Zapier. Document the result and share with the Founding Executive Director.
07
Promotional Materials DistributionCoordinate distribution of all promotional materials: digital posts and ads, print collateral, and on-site signage at Old Rail Station. Confirm all materials accurately state the program details, pricing, and Foundation attribution. Do not distribute materials you have not reviewed for accuracy.
08
Pre-Commitment Monitoring Weekly Report RequiredMonitor pre-commitment progress against the 100% threshold using the Airtable Programs record for your activation. Report status to the Founding Executive Director weekly during the Validate stage. If the campaign is tracking below 40% on Day 15 of the validation window, flag it immediately. Do not wait for the weekly report cycle.
3.3 — Data Collection Preparation
09
ZIP Capture Test 10 days outConfirm that the ticketing platform is configured to capture purchaser ZIP code at point of sale for every ticket transaction. Test the function: complete a test purchase and confirm the ZIP appears in the Airtable Purchasers record. Document the test result with a screenshot and submit to the Founding Executive Director.
10
Survey PreparationPrepare the substitution survey instrument in the Foundation's specified format for the activation. Confirm you have sufficient printed forms or a functional digital link for the expected attendance. Always prepare a paper backup regardless of whether digital administration is planned. If the digital method fails on activation day, you need the paper version ready.
11
Staff and Volunteer BriefingBrief all activation-night staff and volunteers on data collection responsibilities before activation day. Cover: substitution survey administration protocol (who asks, when, how), ZIP code verification at check-in, and attendance tracking method. Every person working the door should be able to execute these functions without asking you for instructions on activation day.
IV
Section FourPhase 2 — Activation Day
Eleven responsibilities. Your authority on activation day is operational and complete. Venue issues, vendor conflicts, data collection failures, and logistical problems are yours to resolve. The proposer handles the artistic content. You handle everything else.
4.1 — Setup and Venue Management
12
Arrive at Load-In Time 60 Min Before DoorsArrive at Arts Junction no later than the load-in time specified in the run-of-show. Oversee venue setup, equipment placement, and vendor arrival. The space must be fully configured and operational no later than 60 minutes before doors open. This is a performance standard deadline, not a guideline.
13
Vendor and Contractor ManagementManage all vendor and contractor check-ins per the run-of-show. Resolve any setup conflicts or logistical issues before the program begins. If a vendor is late or a conflict is unresolvable, notify the Founding Executive Director immediately. Do not absorb a vendor failure silently.
14
Foundation Signage and AttributionConfirm that Foundation signage, attribution materials, and any sponsor recognition is posted and accurate before doors open. This is a contractual obligation for every activation. Do not open doors until this is confirmed.
15
Primary Operational ContactYou are the primary point of contact for Old Rail Station property management, vendors, and contractors throughout the activation. The proposer is not the operational point of contact for venue or logistical matters. If property management, a vendor, or a contractor contacts the proposer with an operational issue, redirect them to you.
4.2 — Audience Management and Data Collection
Data collection is not optional and is not delegatable. Responsibilities 17 and 18 are the highest-stakes functions of the activation day. CII scoring depends directly on the quality of what you collect here.
16
Door Operations and Attendance CountOversee ticket scanning or check-in, attendee flow, and capacity management. Maintain a running attendance count throughout the program. The final attendance count is a required post-activation deliverable. Start counting from the first admission.
17
Substitution Survey Administration 80% Response Rate RequiredAdminister the substitution survey to all attendees. This is a required function of every activation. Your target is the highest possible response rate. A response rate below 80% of total attendance requires written documentation of the reason submitted with your post-activation debrief. Plan your administration method to achieve 90% or above. At 80% you are at the floor, not the target.
18
ZIP Code Capture 95% Capture Rate RequiredConfirm that ZIP code data is being captured at check-in for all attendees. If the primary capture method (Stripe/Airtable) fails, implement the paper-based backup and document the failure and recovery. A 95% capture rate is the performance standard. For walk-in purchasers who did not pre-purchase through the Box Office, capture ZIP manually at the door.
19
Run-of-Show MonitoringMonitor program flow against the run-of-show schedule. Communicate any material schedule deviation to the proposer and to Foundation staff. A deviation of more than 15 minutes from the scheduled start time falls below the performance standard and must be documented in the Activation Debrief.
20
Incident DocumentationDocument and report any incidents, complaints, or operational failures that occur during the activation. This includes: venue access issues, equipment failures, vendor no-shows, attendee incidents, and any data collection failures. Report to the Founding Executive Director on the same night if the incident is significant.
4.3 — Load-Out
21
Load-Out OversightOversee load-out per the run-of-show timeline and venue requirements. Confirm that the space is returned to its baseline condition and that all vendor and contractor equipment is removed within the specified timeframe. A damage claim from Old Rail Station is a performance standard failure.
22
Collect All Physical Data Materials Before Leaving VenueCollect all physical data collection materials before leaving the venue: completed substitution survey forms, attendance logs, and any paper-based ZIP code records. These materials leave the venue with you. Do not leave them for property management to discard.
V
Section FivePhase 3 — Post-Activation
Six responsibilities. All must be submitted to the Founding Executive Director within seven calendar days of the activation date. This deadline is a performance standard. Missing it degrades the CII scoring timeline.
Seven-day submission window. The clock starts the day after the activation. All six deliverables below are due by the end of Day 7. Plan to submit by Day 5. Day 7 is the deadline, not the target.
23
Final Attendance CountCompile the final attendance count from all data sources: door count, ticket scan records, and Airtable pre-commitment records. Reconcile against ticket sales. Document any discrepancy and the method used to resolve it. Submit the reconciled count with the method note.
24
Substitution Survey DatasetCompile all substitution survey responses into the Foundation's designated data format. Submit the compiled dataset to the Founding Executive Director. Include: total responses, response rate as a percentage of attendance, and any notes on survey administration conditions that may affect data quality.
25
ZIP Code DatasetCompile all ZIP code data into the Foundation's designated format. Submit within the same seven-day window as the survey dataset. Include: count of Duncanville ZIPs (75116 and 75137), count of all other ZIPs, total capture count, and the capture rate as a percentage of attendance.
26
Adjacent Business Lift DocumentationDocument the adjacent business lift measurement results for the activation night using the comparison data from the four baseline nights established in Pre-Activation. Submit to the Founding Executive Director with the attendance and survey datasets. The Baseline Data Entry Template is available from the Foundation; use it.
27
Activation DebriefComplete and submit the Activation Debrief form. Required content: actual versus run-of-show schedule variance; vendor, venue, or logistical failures and their resolution; assessment of what functioned to standard and what requires adjustment; observations relevant to CII scoring accuracy. Be specific. The debrief is a Foundation operational record.
28
Financial Settlement Flag >10% VarianceReconcile all program revenue and expenses and submit a final financial settlement to the Founding Executive Director within seven calendar days. Flag any line item that deviates from the pre-activation budget by more than 10%. Do not round variances or absorb them silently. The financial settlement is an auditable document.
VI
Section SixPerformance Standards
Five standards. Performance against each is documented in the Foundation's activation records and is considered in decisions about re-engagement for subsequent activations. These are not aspirational. They are the floor.
Run-of-Show Adherence
±15 min
Activation launched within 15 minutes of scheduled start time. Load-out completed within the specified window.
Substitution Survey Response Rate
≥80%
Share of total attendees who completed the substitution survey. Rates below this threshold require written documentation of cause.
ZIP Code Capture Rate
≥95%
Share of attendees for whom ZIP code was captured at point of sale or check-in.
Post-Activation Submissions
7 days
All datasets, Activation Debrief, and financial settlement submitted to the Founding Executive Director within seven calendar days.
Venue Return
No claims
Space returned to baseline condition with no damage claims from Old Rail Station property management.
VII
Section SevenTools & Resources
| Tool | What It Does | When You Use It |
|---|---|---|
| Foundation Box Office (Airtable) | Tracks all ticket purchasers, pre-commitment progress, ZIP codes, and refund status per activation. | Pre-Activation (monitoring Resp. 08), Post-Activation (exporting purchaser data for Resp. 23–25). |
| CIS Toolkit — Velocity Tracker | Dashboard projecting whether the current campaign will reach 100% pre-commitment before the deadline. | Validate stage monitoring (Resp. 08). Use alongside Airtable. |
| CIS Toolkit — Activation Report Generator | Accepts raw post-activation data and generates a scored CII Scorecard with AI narrative. You enter the five factor inputs; it produces the report. | Post-Activation (supports Resp. 23–27 compilation and submission). |
| Substitution Survey | Standard Foundation instrument measuring entertainment substitution. Administered to every attendee on activation night. | Pre-Activation (Resp. 10–11), Activation Day (Resp. 17), Post-Activation (Resp. 24). |
| Baseline Data Entry Template | Google Sheet for recording tenant transaction data across activation and baseline nights. Produces the F5 lift figure. | Pre-Activation (Resp. 04), Post-Activation (Resp. 26). |
| Run-of-Show Template | Foundation-issued template. Your activation-specific run-of-show is built from this. | Pre-Activation (Resp. 02). Distributed to all parties 7 days before activation. |
| Activation Debrief Form | Structured post-activation reporting form. Covers schedule variance, failures, resolutions, and CII accuracy observations. | Post-Activation (Resp. 27). Submit within 7 days. |
Request access to all tools above from the Founding Executive Director before your first Pre-Activation phase begins. Do not wait until you need them to request access.
VIII
Section EightFirst Activation Checklist
A consolidated gate-check list for your first activation. Complete in order. Do not advance to Phase 1 without clearing Section A.
A — Before Pre-Activation Opens
Scope of Work read and signed
Activation contract signed
CIS v2.0 read
Airtable access confirmed
CIS Toolkit bookmarked and reviewed
Old Rail Station property management contact confirmed
Run-of-show template received
Program details confirmed (date, time, ticket price, capacity, cost, vendors)
B — 21 Days Before Activation
Resp. 01 — Venue access confirmed in writing
Resp. 04 — Four baseline nights scheduled with Old Rail Station tenants
Resp. 05 — Approved marketing plan received and execution begun
Resp. 07 — Promotional materials reviewed for accuracy and in distribution
Resp. 08 — Weekly pre-commitment report sent to Founding Executive Director
Resp. 10 — Substitution survey materials prepared; paper backup printed
C — 14 Days Before Activation
Resp. 06 — Ticketing infrastructure tested; Airtable record confirmed; result documented
D — 10 Days Before Activation
Resp. 03 — All equipment confirmed operational; gaps resolved
Resp. 09 — ZIP capture test completed and result submitted
E — 7 Days Before Activation
Resp. 02 — Run-of-show distributed to all parties
Resp. 11 — All staff and volunteers briefed on data collection protocol
F — Activation Day
Resp. 12 — On site by load-in time; space operational 60 minutes before doors
Resp. 14 — Foundation signage posted and confirmed before doors open
Resp. 16 — Attendance count running from first admission
Resp. 17 — Substitution surveys administered to all attendees
Resp. 18 — ZIP capture active; backup method ready
Resp. 22 — All physical data materials collected before leaving venue
G — Within 7 Days Post-Activation
Resp. 23 — Final attendance count reconciled and submitted
Resp. 24 — Substitution survey dataset compiled and submitted
Resp. 25 — ZIP code dataset compiled and submitted
Resp. 26 — Adjacent business lift documented and submitted
Resp. 27 — Activation Debrief form completed and submitted
Resp. 28 — Financial settlement submitted; variances >10% flagged
Questions? Contact Ron Thompson, Founding Executive Director, at ron@duncanvillearts.org or (972) 435-9842. Do not make judgment calls on ambiguous situations without checking first.