Host an event
If you proposed an event, you'll hear from us on Tuesday, June 25th to confirm your proposal was received, and again mid-July with whether your proposal has been accepted. If you have any questions in the meantime, reach out to firstname.lastname@example.org.
We'll announce the full #ADW19 schedule this fall! Stay tuned.
+ Why host during Austin Design Week?
Since Austin Design Week’s first event in 2016, the week has been a curation of proposals from YOU, the design community. We know you have expertise to share, work to showcase, and ideas on how to make design, Austin, and the world better. Hosting an event is your chance to be creative and engage Austin designers, community members and visitors in an event led by you!
+ What do we look for?
Austin Design Week's programs are curated by the ADW Advisory Board and Organizing team. Unfortunately we cannot accept every event, so please keep reading to learn about what we look for when reviewing proposals.
Programming must align with Austin Design Week’s mission and abide by our Code of Conduct. We encourage collaborative events that straddle design disciplines, interactive events that allow attendees to meet other people and get their hands dirty, and high quality events that offer a fresh perspective.
We love featuring big brands and design studios, but we are also very focused on highlighting small shops and individual contributors.
Finally, we want to see theme alignment. This year’s programming centers around “Make Space”. To make space requires us to not just create, but adapt. How do we remove barriers and set the conditions for everyone to work, live and thrive? What does it mean to build with intention for new ideas, for old ideas, for those who are frequently ignored and brushed aside? What spaces can we cultivate to learn, grow and center ourselves in equity as we continue to expand as a city, design industry and community? The rulebook to answer these questions has yet to be written. That's where you come in.
All proposals are reviewed and selected by Austin Design Week’s Advisory Board.
+ Event types
We have a variety of event types to choose from, and you can also choose to create your own format. Please see below for descriptions of each event type and examples of past successful events.
Workshops are typically 1.5-2 hours. As with all ADW programming, workshops will be free for all attendees. Materials and AV requirements are the responsibility of the facilitator of the workshop experience. Workshops should be hands-on and accessible to the intended audience.
Workshop Examples from 2018:
Studio Tours and Open Houses
These can be a simple walkthrough of your studio space or a quick demonstration of what your creative firm does through interactive experiences. Make it your own and keep in mind we promote Studio Tours daily from 2pm-6pm. Many hosts provide food as a part of the experience but it is not required.
Studio Tour Examples from 2018:
Panels & Talks
Panels or talks with multiple speakers should have a diverse group of perspectives and identities represented.
Panel and Talk Examples from 2018:
Featured events should expose + engage all of Austin in a dialogue as to how design impacts our lives and how we can take on a more active role in how anyone can find a place in the conversation.
Featured Event Examples from 2018:
This is where you can get creative. Propose an event in a format that doesn't fit in one of the above categories. It can be an interactive installation, a new form of exploration, or anything else you imagine.
Creative Examples from 2018:
+ What ADW Provides
Event listing on Austin Design Website website
Event promotion on social media channels
Event promotion in ADW emails
Best practices on how to organize an event
Best practices on how to promote your event
Volunteer staffing for your event
ADW signage for your event (digital badging and event day signage)
Registration and check-in management for your event
Help securing a venue if needed
AV and any technical needs provided if needed
*Note: ADW does not guarantee to fill your event. We will list the event on our site and promote it through our channels, but we encourage you to get the word out as well.
+ What does it cost to participate?
Starting this year, we are implementing a hosting fee for ADW. It’s important for us to have hosts that are fully dedicated to the event and understand the value of being part of Austin Design Week. We are also looking for support for all of those involved to keep Austin Design Week running and free to all attendees. We will continue to offer the same curation and host support in resources, venues, technical AV and event coaching to help make your event the best it can be!
If you are selected to participate, you must pay the fee before being added to the ADW schedule:
Individual - $75
Non-profit/Government - $150
Corporate - $300
We know we receive some of the best ideas from people in our community for whom the fee may cause financial hardship. If this is the case for you, you can request a scholarship in the application. We don’t want this fee to stop anyone from proposing or participating and will evaluate on a case by case basis.
Please also factor additional costs you may incur while hosting the event, including:
Space: ADW provides event space for those hosting workshops. All other event types will need to source their venue and take venue cost into consideration. In some cases, ADW may be able to help locate a venue.
F&B: If you are planning to have food or alcohol at your event you may need to supply event insurance and have a liquor license. Consider these in your event supply cost.
Supplies: If you are hosting a workshop that will need to bring your own supplies.
Permitting or Insurance: Please confirm with your venue what permitting or insurance is required.
+ What is included in the Call for Proposal form?
We want to help you prepare to fill out the proposal form. You cannot save as you go so please have the following information ready when you go to submit:
- Presenter name, email, phone number, place of work
- On whose behalf are you submitting this proposal? (yourself, a non-profit or government organization, or a company)
- Social Media details
- Point of contact for the event (if it's someone other than you)
- Event format
- Event description
- Intended audience
- Level of knowledge
- Event location
- Do you have permission from all parties to use the space?
- Do you need help finding a space?
- Why do you think ADW is an important series for the community and what makes you want to get involved by proposing this content?
- How does this event fit with the theme?
- Three preferred days and times to host your event
- Categories the event fits into
- All images should be photos (no created graphics will be accepted). Photos should be sized at 1920x1080 pixels in jpg format.
Being a host at ADW
- A list of what ADW expects and what ADW provides
- If you need a scholarship for the hosting fee, this is where you will request it
- If you have any questions about hosting an event, you can ask them here.
- Acknowledgement of requirements and responsibilities of being an ADW host
+ Timeline and Next Steps
- Monday, May 13th - Call for Proposals opens
- Tuesday, May 21st - Virtual Information Session (optional)
- Monday, June 24th, 11:59pm CST - Call for Proposals closes
- Mid July - You will be notified if you’re event has been selected
- Mid July - early August - If selected, you will work with programming lead will work with you to confirm details of your event
- Early October - ADW 2019 Schedule goes live
- November 4-8 - Austin Design Week 2019!