Planning & Procedures

Planning an Artist or Ticket Program

Please follow your district's procedures for requesting AIE programs. Be sure to contact the artist or vendor for scheduling prior to submitting an AIE request form. You can search our shared Virtual AIE Opportunities Catalog or contact the AIE office for assistance in finding a program that meets your needs.

Planning Considerations:

  • Connection to the arts and curriculum, including NYS Learning Standards for the Arts and other standards that apply

  • Type of activity: workshop, residency, performance, exhibition, etc.

  • Student preparation

  • Follow-up activities

  • Evaluation of the art experience

Please submit requests at least 4-6 weeks prior to the date of the event.

About Prices:

  • Artist program fees are set by the artist. Block booking opportunities and discounts may be available.

  • Ticket prices are determined by the vendor. Please check with the vendor for available group rates, and to confirm ticket pricing.

  • Transportation, food, and lodging costs cannot go through AIE

  • DCMO BOCES Arts in Education charges a 10% admin fee for the coordination of each AIE event. You do not need to include this on your request form.

Scheduling an Artist Program

  1. Contact your school district's Arts In Education Coordinator on the availability of funds and the school's procedure for AIE requests.

  2. Once you have selected an artist program, contact the artist for availability.

  3. Complete the digital request form specific to your district, at least 4-6 weeks prior to the date of the event.

  4. Once submitted, your district AIE Coordinator/administrator(s) will receive notification and will approve or deny the request.

  5. AIE staff will contact the artist to verify the information, and will contact your AIE Coordinator if further information is needed.

  6. The artist will complete an artist agreement to provide their services as agreed by the district.

  7. The teacher requesting the program is responsible for making specific arrangements with the artist in preparation for the event. Please contact the AIE office if assistance contacting the artist is needed.

  8. The artists and educators involved will evaluate the experience by completing a digital evaluation form.

  9. The artist submits an invoice to the AIE office, and DCMO BOCES pays the artist.

Scheduling Tickets

  1. Contact your school district's Arts In Education Coordinator on the availability of funds and the school's procedure for handling AIE requests.

  2. Once you have selected a field trip venue or event, contact the vendor to reserve # of tickets.

  3. Complete the digital request form specific to your district, at least 4-6 weeks prior to the date of the event.

  4. Once submitted, your administrator and AIE Coordinator will receive notification and will approve or deny the request.

  5. AIE staff will contact the vendor to verify the information, and will contact your AIE Coordinator if further information is needed.

  6. Forward all invoices or payment details to the AIE office.

  7. The vendor submits an invoice to the AIE office, and DCMO BOCES pays the vendor.

Photos: Tara Hu at Franklin Central School (left); The Stanley, Utica, NY (right)