operating guide

Contributor Onboarding Playbook

Sequenced onboarding that meets contributors at their own pace, fully remote

format

TOC + sample section

scope

200+ contributors · 36 states · remote

ownership

Built & owned end-to-end

01 what i built

Anyone can meet the bar to join: a documented, publicly shared connection to the mission and a body of work. That bar says nothing about whether the work sells — and in any major metro there were already more eligible artists than the roster could ever hold. So the eligible pool was never the constraint; finding the right artists inside it was. The business ran on a saleable collection, and far more work doesn't fit the corporate market than does — true of any body of work, mine included. My read ran three ways at once — what we had, what was being produced, and what we could produce — and I recruited toward the fit the collection was missing: the specific artists it needed, since a few well-matched do more than a longer roster. Every artist we took on was a promise of real opportunity, so a roster we couldn't sell for would have failed the artists as surely as the business.

02 the artifact

PLAYBOOK

Onboarding Playbook

artist intake · fully remote

Contents

01

Welcome, agreements & representation standards

02

Your onboarding: structure, timeline, touchpoints

03

Artwork shipping & digital capture

04

Story intake & your narrative ←

05

Submission standards & the quarterly cycle

06

Payments, grants & professional development

07

Community touchpoints & staying connected

08

Ready-to-launch checklist

SAMPLE SECTION · 04

Story intake & your narrative

STAGE

WHAT HAPPENS

Week 1

Intake questionnaire goes out in the contributor’s preferred format.

Weeks 1–2

Story development conversation. Structured prompts for process, materials, and history — the narrative detail that later feeds proposals and marketing.

Weeks 2–3

Draft narrative returned for review. Guardrails apply: the playbook specifies what we don’t publish, and how to redirect when someone shares more than they intended to make public. Sensitive disclosures get held, not used.

Before launch

Consent recheck before anything goes live. Quotes approved verbatim or not at all.

ESCALATION & SAFETY DESIGN

A remote program carrying original work it markets sight-unseen takes on real duty of care. Three mechanisms, built deliberately.

ESCALATION ROUTES AROUND POWER

Professional agreements set conduct expectations and a reporting path — an issue comes to me, and to the CEO directly if it involves me or the artist isn’t comfortable raising it with the Artist Program at all. The least-powered person always has a door that doesn’t run through whoever they might need to report.

CONTACT IS REQUIRED, NOT ASSUMED

Contact details change and direct reach isn’t guaranteed, so every artist provides emergency contacts — the baseline that lets the program reach someone when it matters.

CARE IS WRITTEN INTO THE CONTRACT

A welfare provision, drafted and legally reviewed, that makes the program’s responsibility to the artist an explicit term rather than an informal intention.

LAUNCH-READY WHEN

Agreements executed · first capture batch complete · narrative approved · profile built out and marketing/sales collateral assembled · internal welcome package prepared for the team · payment details confirmed · first submission cycle scheduled.

NOT BEFORE — launching an artist before these are done means chasing the missing pieces once they’re already public, which costs more than the wait. Artists are told that income typically follows months, not weeks — the real lead time on corporate placements and buildouts.

↳ the one field that carries the decision — named here, recreated above

03 What it proved

90 → ~60

days typical time-to-ramp

92%

contributor retention

200+

contributors · 36 states — fully remote

Representing artists with disabilities was a deliberate choice, and it set the terrain. Consent, safety, and story are what that choice puts in front of you, and the playbook is built to hold them well. Designed this way, onboarding is itself professional development — including making the agreement a decision the artist enters informed, and for some, the first time they'd navigated a professional contracting process.

operating guide

Contributor Onboarding Playbook

Sequenced onboarding that meets contributors at their own pace, fully remote

format

TOC + sample section

scope

200+ contributors · 36 states · remote

ownership

Built & owned end-to-end

01 what i built

Anyone can meet the bar to join: a documented, publicly shared connection to the mission and a body of work. That bar says nothing about whether the work sells — and in any major metro there were already more eligible artists than the roster could ever hold. So the eligible pool was never the constraint; finding the right artists inside it was. The business ran on a saleable collection, and far more work doesn't fit the corporate market than does — true of any body of work, mine included. My read ran three ways at once — what we had, what was being produced, and what we could produce — and I recruited toward the fit the collection was missing: the specific artists it needed, since a few well-matched do more than a longer roster. Every artist we took on was a promise of real opportunity, so a roster we couldn't sell for would have failed the artists as surely as the business.

02 the artifact

PLAYBOOK

Onboarding Playbook

artist onboarding

·

sequenced intake

·

fully remote

Contents

01

Welcome, agreements & representation standards

02

Your onboarding: structure, timeline, touchpoints

03

Artwork shipping & digital capture

04

Story intake & your

narrative ←

05

Submission standards & the quarterly cycle

06

Payments, grants & professional development

07

Community touchpoints & staying connected

08

Ready-to-launch checklist

SAMPLE SECTION · 04

Story intake & your narrative

STAGE

WHAT HAPPENS

Week 1

Intake questionnaire goes out in the contributor’s preferred format — written, voice, or video. Same questions, three modalities.

Weeks 1–2

Story development conversation. Structured prompts for process, materials, and history — the narrative detail that later feeds proposals and marketing.

Weeks 2–3

Draft narrative returned for review. Guardrails apply: the playbook specifies what we don’t publish, and how to redirect when someone shares more than they intended to make public. Sensitive disclosures get held, not used.

Before launch

Consent recheck before anything goes live. Quotes approved verbatim or not at all.

ESCALATION & SAFETY DESIGN

A remote program carrying original work it markets sight-unseen takes on real duty of care, and the safety infrastructure had to be built for it deliberately. Three mechanisms, all of which I put in place.

ESCALATION ROUTES AROUND POWER

Professional agreements set conduct expectations and a reporting path — an issue comes to me, and to the CEO directly if it involves me or the artist isn’t comfortable raising it with the Artist Program at all. The least-powered person always has a door that doesn’t run through whoever they might need to report.

CONTACT IS REQUIRED, NOT ASSUMED

In a remote model where contact details change and direct reach isn’t guaranteed, every artist provides emergency contacts — the baseline that lets the program reach someone when it matters.

CARE IS WRITTEN INTO THE CONTRACT

A welfare provision, drafted and legally reviewed, that makes the program’s responsibility to the artist an explicit term rather than an informal intention.

LAUNCH-READY WHEN

Agreements executed · first capture batch complete · narrative approved · profile built out and marketing/sales collateral assembled · internal welcome package prepared for the team · payment details confirmed · first submission cycle scheduled.

NOT BEFORE — launching an artist before these are done means chasing the missing pieces once they’re already public, which costs more than the wait.

SAID UP FRONT — artists are told income typically follows months, not weeks, after going live — the real lead time on corporate placements and buildouts — and setting that expectation early is part of the job.

↳ story intake is the piece the whole sequence is built to protect

03 What it proved

90 → ~60

days typical time-to-ramp

92%

contributor retention

200+

contributors · 36 states — fully remote

Representing artists with disabilities was a deliberate choice, and it set the terrain. Consent, safety, and story are what that choice puts in front of you, and the playbook is built to hold them well. Designed this way, onboarding is itself professional development — including making the agreement a decision the artist enters informed, and for some, the first time they'd navigated a professional contracting process.