(DRAFT! To be edited… notes from FoAM Manual 2010. see also https://repo.fo.am/foam/manual )

How to setup, organise, sustain and maintain an organisation like FoAM?

1. Be aware and present in every moment, while not losing sight of the long term mission. Ask questions.
2. There are no generalisable recipes, you have to improvise in the moment and learn from your mistakes.
3. Observe, think, interact. Take initiative and be responsible for your actions. Accept feedback from others.
4. No bosses & no employees. Get your hands dirty AND be committed to making decisions, when needed.
5. FoAM subscribes to open source and creative commons principles. If you create work covered by copyright, always use GPL-compatible or Creative Commons licenses (details further down in the document).

• 1.1 Find appropriate funding calls
• 1.2 Design, write and edit proposals
• 1.3 Communicate with partners (if applicable): emails, phone calls, meetings
• 1.4 Write, edit and layout reports
• 1.5 Communicate with funders: emails, phone, meetings
• 1.6 Find (or respond to) and execute commissions for clients (festivals, companies, organisations)
• 1.7 Write and send invoices
• 1.8 Negotiate and sign contracts
• 1.9 Meetings with auditors and inspectors (email contact, phone calls, arrange and host meetings)
• 1.10 Keeping an archive

• 2.1 Create and follow up yearly and project budgets
• 2.2 Approve payments – check invoices & receipts and incoming payments
• 2.3 Paying bills: online and on-site banking
• 2.4 Filing paid invoices (assigning projects & analytical codes)
• 2.5 Balance cash tables
• 2.6 Contact with accountant
• 2.7 Chasing unpaid invoices
• 2.8 Finding missing bills
• 2.9 Closing financial year, communicating with accountant and auditor
• 2.10 Archiving

• 3.1 Calling, organising and hosting board and AGM meetings
• 3.2 Writing meeting minutes
• 3.3 Depositing legal documents with Staatsblad, Griffie, Nationale Bank…
• 3.4 Making sure that FoAM complies to legal requirements
• 3.5 Getting legal documents signed and stamped by relevant individuals
• 3.6 Licensing and copyright
• 3.7 Meetings with potential collaborators (email, phone, f2f)
• 3.8 Contract negotiations (including interim agencies)
• 3.9 Writing contracts, letters of intention, invitations for visa purposes
• 3.10 Coaching & mentoring
• 3.11 Follow-up on deliverables (in progress meetings)
• 3.12 Appraisal and evaluation meetings
• 3.13 Conflict resolution
• 3.14 Translation and communication in Dutch
• 3.15 Familiarity with immigration procedures and visa requirements, contacting authorities
• 3.16 Decision making
• 3.17 Hosting weekly meetings
• 3.18 Keeping track of appointments on joint google calendar (and in person)

• 4.1 Translation and communication in Dutch, English and other languages
• 4.2 Making sure the accommodation is in order
• 4.3 Washing sheets and towels
• 4.4 Cleaning up after myself and others
• 4.5 Checking that all windows and doors are closed before leaving
• 4.6 Taking out rubbish/compost
• 4.7 Writing on public blackboard about what's going on at FoAM
• 4.8 Checking heating
• 4.9 Writing shopping list / shopping
• 4.10 Watering plants
• 4.11 Getting gas
• 4.12 Communicating with the cleaner
• 4.13 Issuing Keys
• 4.14 Organising and paying insurance (building, stuff, people), follow-up with insurance companies, and if needed following up claims
• 4.15 FoAM internal Network
• 4.16 System Administration

• 5.1 Design the programme (in collaboration with others)
• 5.2 Design and host brainstorming sessions, write meeting minutes
• 5.3 Write the programme
• 5.4 Design activities (concept, production plan, tech-riders, tasks (dependencies), timeline, budget)
• 5.5 Keep an overview
• 5.6 Host evaluation meetings
• 5.7 Report on the activities and the programme as a whole

• 6.1 Project management & creative direction
• 6.2 Communication with project collaborators and organisations (email, phone, meetings)
• 6.3 Host events (invitations, follow-up with people, help with travel & accommodation, introduction speeches, networking, cooking, tech setup, clean-up)
• 6.4 Design, production and facilitation of discussions and lectures
• 6.5 Design, production and facilitation of workshops
• 6.6 Hosting/moderation of discussions during meetups, workshops and events
• 6.7 Documentation
• 6.8 (Copy)writing
• 6.9 Graphic harvesting
• 6.10 Digitising and editing video, mastering DVDs and online distribution of video
• 6.11 Photos: taking and sharing photos
• 6.12 Food concept, design and preparation
• 6.13 Follow up, documentation and evaluation of projects

• 7.1 Website(s) content, design, development
• 7.2 Announcements on FoAM mailing lists
• 7.3 Direct emails to new people, special invitees
• 7.4 Prospecting; meetings and emails with potential partners, collaborators and clients
• 7.5 Contacts with media (announcements, reports, building relationships)
• 7.6 Social networks (updates on facebook, twitter, tumbler, flickr, vimeo…)
• 7.7 Writing articles for conferences
• 7.8 Writing articles for books, magazines, journals
• 7.9 Design, writing and editing FoAM's publications
• 7.10 Public speaking, internationally
• 7.11 Layout external communication documents
• 7.12 Contact with the sector (lobbying and joint efforts)
• 7.13 Networking with (potential) partners
• 7.14 Giving interviews
• 7.15 Making sure funders & sponsors logos and mentions are in order
• 7.16 Designing or outsourcing design of PR materials