Essential Members of the Secretariat

A secretariat flexible in scale and working stylesA secretariat flexible in scale and working styles

The size of the サイアフ Secretariat fluctuates with timing. At the beginning of the new fiscal year following the conclusion of the festival, both workload and budget decrease, resulting in an operation of around a dozen members or so. During this period, the team consists of both municipal employees and external staff, including those from past editions of サイアフ, taking a central role in planning for the next edition. As the festival nears, the number of staff in the Secretariat gradually increases. This reached a peak of over 30 members for サイアフ2024.
Municipal employees are dedicated exclusively to the art festival, while the involvement of external staff is more flexible. Some commute to the office daily and are fully dedicated to サイアフ, while others are freelancers with other commitments based in various locations. Preparations for the project progress through online meetings and the use of messaging platforms.The size of the SIAF Secretariat fluctuates with timing. At the beginning of the new fiscal year following the conclusion of the festival, both workload and budget decrease, resulting in an operation of around a dozen members or so. During this period, the team consists of both municipal employees and external staff, including those from past editions of SIAF, taking a central role in planning for the next edition. As the festival nears, the number of staff in the Secretariat gradually increases. This reached a peak of over 30 members for SIAF2024.
Municipal employees are dedicated exclusively to the art festival, while the involvement of external staff is more flexible. Some commute to the office daily and are fully dedicated to SIAF, while others are freelancers with other commitments based in various locations. Preparations for the project progress through online meetings and the use of messaging platforms.

The various tasks involved in organizing an art festivalThe various tasks involved in organizing an art festival

Holding an art festival requires the intervention of much more than simply art and culture experts. Creating a website and guidebook entails the efficient organization of information on the art festival as well as the skills to communicate effectively through text. Editors excel at these tasks. Arranging accommodation and transportation are also crucial tasks in order to cater to artists and staff arriving from various locations just before the festival. For サイアフ2024, an external member of staff was employed who had previously worked at a travel agency, handling everything from hotel selection to accommodation support for all parties. One municipal employee who had been responsible for tourism promotion in another department transferred to the team, making effective use of local advertising media. For venues like the Sapporo Snow Festival Odori 2-chome Site, a local team with extensive experience in producing outdoor music festivals was entrusted with the construction and operation of outdoor locations with an influx of visitors. Art festivals encompass an eclectic mix of tasks, requiring a wide range of expertise.Holding an art festival requires the intervention of much more than simply art and culture experts. Creating a website and guidebook entails the efficient organization of information on the art festival as well as the skills to communicate effectively through text. Editors excel at these tasks. Arranging accommodation and transportation are also crucial tasks in order to cater to artists and staff arriving from various locations just before the festival. For SIAF2024, an external member of staff was employed who had previously worked at a travel agency, handling everything from hotel selection to accommodation support for all parties. One municipal employee who had been responsible for tourism promotion in another department transferred to the team, making effective use of local advertising media. For venues like the Sapporo Snow Festival Odori 2-chome Site, a local team with extensive experience in producing outdoor music festivals was entrusted with the construction and operation of outdoor locations with an influx of visitors. Art festivals encompass an eclectic mix of tasks, requiring a wide range of expertise.

Instead of outsourcing everything...Instead of outsourcing everything...

For サイアフ2024, the Secretariat was involved in numerous tasks such as the creation of the website and guidebooks, the search for sponsorship and media promotion, and project management working alongside large corporations. One way to complete these tasks is by entrusting all the responsibility to so-called “major advertising agencies,” which サイアフ has done in the past. Alas, in reality, the Secretariat cannot simply “outsource it all for peace of mind.” The depth of understanding of サイアフ’s goals and regional and historical context vary, inevitably leading to increased communication costs. Additionally, miscellaneous fees charged by external enterprises can add up to substantial amounts. This becomes a significant obstacle, especially for regional art festivals, where securing an ample budget in itself is a challenge. Handling everything internally would undoubtedly be challenging therefore, サイアフ’s approach is to call for collaboration between the Secretariat and a variety of third parties instead.For SIAF2024, the Secretariat was involved in numerous tasks such as the creation of the website and guidebooks, the search for sponsorship and media promotion, and project management working alongside large corporations. One way to complete these tasks is by entrusting all the responsibility to so-called “major advertising agencies,” which SIAF has done in the past. Alas, in reality, the Secretariat cannot simply “outsource it all for peace of mind.” The depth of understanding of SIAF’s goals and regional and historical context vary, inevitably leading to increased communication costs. Additionally, miscellaneous fees charged by external enterprises can add up to substantial amounts. This becomes a significant obstacle, especially for regional art festivals, where securing an ample budget in itself is a challenge. Handling everything internally would undoubtedly be challenging; therefore, SIAF’s approach is to call for collaboration between the Secretariat and a variety of third parties instead.