Setting up an Artist Group

Setting up an artist group/collective and establishing a governance system that ensures sustainability requires careful thought, especially when preparing for the challenges that come after the initial excitement fades. Artist groups/collectives (collectives) are unique spaces where artists can share resources, collaborate, and work together toward common goals. While the honeymoon period, characterized by a sense of idealism and enthusiasm, often fuels the formation of such groups, it’s crucial to plan for the long term. This involves establishing a solid governance structure, defining roles, and creating mechanisms to address inevitable conflicts and changes. This guide explores how to set up an artist collective, establish governance, and protect the group for long-term success, even beyond the initial phase of idealism.

The first step in setting up an artist collective is defining the group’s purpose and vision. A clear mission is essential to guide all subsequent decisions and help potential members understand the collective’s goals. Is the group primarily focused on artistic collaboration, social advocacy through art, or creating a shared space for resources and exhibitions? Answering these questions is vital to forming a collective identity, which will help attract like-minded artists. This vision should reflect the group’s core values and objectives, offering a unifying direction for its work. While the early stages of the collective may be driven by excitement and a shared sense of purpose, it is important to recognize that over time, the group’s dynamics and priorities may shift. Therefore, the collective’s vision should be specific enough to give the group focus but flexible enough to accommodate future growth and changes.

Once the purpose and vision are defined, the collective must consider its legal structure. This decision is crucial because it will affect how the group operates, secures funding, and handles financial and legal responsibilities. Some collectives remain informal, operating with loose agreements between members. This can work well for small, flexible groups, but it may present challenges when it comes to securing grants, managing finances, or addressing conflicts. Formalizing the collective as a nonprofit, cooperative, or LLC provides legal protection and access to additional resources, such as grants or tax benefits. It also requires more rigorous financial and administrative management. The decision to formalize or remain informal depends on the collective’s long-term goals, the size of the group, and the scope of its activities. If formalization is chosen, the collective will need to register under the appropriate legal framework and establish bylaws or governing documents that clearly outline the group’s structure, roles, and processes.

Establishing governance is the next essential step. Governance structures provide a framework for how decisions are made, how responsibilities are shared, and how the group operates on a day-to-day basis. This is where leadership roles come into play. The collective must decide whether it will have a hierarchical structure with defined roles like coordinator, treasurer, secretary, and communications officer, or whether it will adopt a non-hierarchical, rotating, or shared leadership model. In many artist collectives, a consensus-based, non-hierarchical model is preferred because it promotes equality and collective ownership of decisions. However, this approach can sometimes slow down decision-making or lead to confusion if responsibilities are not clearly defined. Therefore, even in non-hierarchical collectives, it is important to clearly define roles and responsibilities, whether they are fixed or rotated. For example, a treasurer may handle financial matters, a coordinator may oversee group activities, and a communications lead may manage outreach and public relations. Whatever structure is chosen, it should reflect the values of the group while ensuring accountability and efficiency.

An integral part of governance is the decision-making process. How decisions are made within the collective can have a significant impact on its function and cohesion. Consensus decision-making, where all members must agree before a decision is finalized, is often seen as the most democratic method, fostering a sense of collective ownership. However, it can be time-consuming and impractical for large or complex collectives. Majority voting is another option, where decisions are made based on the agreement of most members, but this can sometimes lead to division if a significant minority disagrees with the outcome. The collective must decide on a decision-making model that reflects its size, values, and goals. It is also important to establish clear guidelines for voting procedures, quorums, and how conflicts or deadlocks will be handled. A transparent and fair decision-making process helps prevent misunderstandings and ensures that all members feel included in the collective’s direction.

One of the most important elements of establishing governance is drafting a constitution or set of bylaws. These governing documents formalize the group’s mission, leadership structure, decision-making processes, and membership rules. They also provide a reference point for resolving conflicts or addressing governance issues that may arise in the future. A well-crafted constitution or set of bylaws should include provisions for how the collective can amend its governance structure over time, allowing for flexibility as the group evolves. By having these documents in place, the collective ensures transparency, accountability, and consistency, which are essential for long-term stability.

In addition to governance structures, it is important to define clear membership criteria. This involves determining who can join the collective and what expectations come with membership. The collective should decide whether membership is open to all artists, or if there are specific criteria related to artistic discipline, geographic location, or alignment with the group’s mission. Membership should also come with clearly defined rights and responsibilities. For example, members might be expected to participate in meetings, contribute financially through dues or donations, or commit to a certain number of hours for collective activities. Establishing these guidelines helps set expectations from the beginning, ensuring that all members understand their role within the group.

Regular meetings are a key component of a well-functioning collective. Meetings provide an opportunity for members to discuss important issues, plan projects, and address any challenges or conflicts. The frequency of meetings will depend on the size and activities of the collective, but they should be held regularly enough to keep members engaged and informed. Meetings also offer a space for participatory decision-making, where members can voice their opinions and contribute to the direction of the collective. To ensure meetings are productive, it is helpful to have a set process for creating agendas, allowing members to propose topics for discussion in advance. Well-structured meetings help maintain momentum and ensure that the collective remains organized and focused.

Financial management is another crucial aspect of governance. If the collective manages funds from membership fees, grants, or donations, it must have a clear financial plan and accounting system. Financial transparency is essential to maintaining trust among members. Typically, a treasurer or finance committee is responsible for overseeing the collective’s finances, ensuring that funds are used in line with the group’s goals and that financial reports are shared regularly with members. A clear financial structure also makes it easier for the collective to apply for grants or other funding opportunities, which can provide additional resources for projects, events, or shared spaces.

No matter how well-structured a collective is, conflicts will inevitably arise. Therefore, it is essential to establish a conflict resolution process as part of the governance system. Conflicts may stem from artistic differences, leadership disputes, or personal tensions. Having a predefined method for addressing these issues—whether through mediation, peer review, or facilitated discussions—ensures that conflicts are handled fairly and do not disrupt the collective’s work. Open communication channels are also important, encouraging members to raise concerns or grievances before they escalate into larger problems. A healthy conflict resolution process contributes to a positive and respectful group dynamic, helping to preserve the collective’s long-term cohesion.

One of the biggest challenges for any artist collective is sustaining momentum beyond the initial phase of excitement. In the early stages, members are often driven by idealism and a sense of shared purpose. However, as time passes, challenges such as burnout, shifting priorities, or interpersonal conflicts can threaten the collective’s stability. To protect the group for the long term, it is crucial to plan for succession and continuity. Leadership turnover is inevitable, and having a clear process for leadership transitions ensures that the collective can continue to function smoothly. This may involve mentoring new members, documenting key responsibilities, and providing opportunities for emerging leaders to take on more responsibility over time. Additionally, the governance structure should include regular reviews of the collective’s mission, bylaws, and leadership roles, allowing for flexibility and adaptation as the group grows and evolves. By planning for the future, the collective can avoid stagnation and remain dynamic and resilient.

The Steps Summarised

Clarify the Vision and Purpose

• Define the Collective’s Mission: What is the main goal of the collective? Is it about shared studio space, collaboration on art projects, advocacy, or public exhibitions? A clear vision helps attract like-minded artists.
• Determine the Values: Establish the core values that will guide the collective. This could include artistic freedom, collaboration, inclusivity, or social justice.

Form the Core Group

• Identify Founding Members: Start with a small group of committed artists who share a common vision. This core team will lay the foundation and help shape the collective’s direction.
• Establish Roles and Responsibilities: Designate roles such as a coordinator, treasurer, event manager, or communications lead. These roles may rotate or be permanent.

Develop a Structure

• Decide on Leadership Structure: Will the collective be non-hierarchical, where decisions are made collectively, or will there be designated leaders or board members?
• Create a Decision-Making Process: Consensus decision-making or voting processes should be agreed upon to maintain fairness and unity.

Create Legal Framework

• Choose a Legal Structure: Determine if your collective will be informal or formal (e.g., nonprofit, cooperative, LLC). Legal incorporation may offer protection and allow for fundraising and grants.
• Draft Bylaws or Agreements: If you opt for formalization, create a set of bylaws that define membership, governance, roles, and processes.

Secure Funding and Resources

• Identify Funding Sources: Look for grants, member contributions, donations, or crowdfunding options. Some artist collectives operate on a membership fee system, where each member contributes.
• Create a Budget: Outline costs for shared spaces, materials, exhibitions, and promotional efforts. Having a clear financial plan ensures sustainability.
• BE AWARE: Most funding applications will require a bank account in the name of the applicant if they are successful and will be receiving funds. Making an application in the name of an individual and using their bank account for group funds comes with a lot of risks and should not be undertaken lightly. In particular the applicant may find that by applying on behalf of the group, that they are restricted or subject to specific constraints when applying for funding in their own name.

Find a Workspace or Venue

• Secure a Space: Depending on the collective’s focus, you may need studio space, a gallery, or a meeting space. This can be a shared rental, pop-up space, or even virtual platforms for online collectives.
• Utilize Shared Resources: Maximize resources by sharing equipment, art materials, or exhibition venues. A common space also fosters collaboration and communication among members.

Define Membership Criteria

• Set Member Expectations: What kind of artists will be part of your collective? Decide if there are particular skills, styles, or philosophies that members should align with.
• Create an Application Process: Some collectives require an application or portfolio review process for new members. Define whether membership is open to all or selective.

Develop a Communication Plan

• Establish Regular Communication: Regular meetings and communication channels (such as group chats, emails, or an online forum) ensure that members stay informed and involved.
• Branding and Online Presence: Create a collective identity by developing a website, social media platforms, and marketing materials to share the collective’s mission and work.

Organize Events and Collaborations

• Plan Exhibitions or Projects: Schedule regular events, group exhibitions, or collaborative projects that promote the collective’s work and mission.
• Outreach and Partnerships: Partner with local galleries, art organizations, or community groups to expand your reach and create more opportunities for members.

Evaluate and Evolve

• Assess and Reflect: Regularly evaluate the collective’s progress, achievements, and challenges. Feedback sessions with members help identify what’s working and what needs adjustment.
• Adapt and Grow: Stay flexible and open to new ideas, partnerships, or changes in structure to keep the collective dynamic and responsive to members’ needs.

Governance Considerations

One of the primary reasons that artist groups fail is a lack of full understanding of the responsibilities and governance issues of formalising a group. The old adage of… We started out as friends… is something that VAI hears all the time when things go wrong and there is nothing in writing and people become disgruntled and cause the group to fail or a schism to form. Therefore, we always suggest looking at governance upfront. Establishing a good basic structure is essential for creating clear processes, ensuring transparency, and fostering collaborative decision-making. Here are another 10 steps (with some duplication) to help guide the formation of governance for your group:

1. Define the Mission and Purpose

• Articulate the Collective’s Goals: Clearly define the purpose and values of the collective. This mission statement will guide governance decisions and ensure that the collective remains focused on its core principles.
• Align Governance with the Mission: Ensure that governance structures support the collective’s goals, whether they are related to artistic collaboration, community engagement, or advocacy.

2. Determine the Legal Structure

• Decide on Formality: Choose whether the collective will remain informal or adopt a formal legal structure (e.g., nonprofit, cooperative, LLC). Formal structures offer benefits like tax advantages and access to grants but come with additional responsibilities.
• Register the Collective (if formalized): If necessary, register the collective under the chosen legal framework. This may involve creating bylaws, incorporating, or filing as a legal entity.

3. Establish Leadership Roles

• Define Leadership Positions: Decide on key roles needed to run the collective, such as coordinator, treasurer, secretary, and communications officer. Leadership roles may be fixed, rotating, or shared among members.
• Ensure Accountability: Create checks and balances by ensuring that leadership roles have clearly defined responsibilities and are accountable to the wider group.

4. Create a Decision-Making Process

• Choose a Decision-Making Model: Decide whether the collective will use consensus, majority vote, or another method to make decisions. Consensus-based models are common in artist collectives, as they promote equality and collaboration.
• Set Rules for Voting: If voting is part of the process, define how votes will be taken, who is eligible to vote, and whether decisions require a simple majority or a higher threshold.

5. Write a Constitution or Bylaws

• Draft Governing Documents: Create a constitution or set of bylaws that outline the collective’s mission, governance structure, decision-making processes, and membership rules. These documents act as a reference for all members and provide clarity in disputes.
• Include Amendment Procedures: Ensure the governance documents include processes for amendments, so they can evolve as the collective grows and changes.

6. Define Membership Criteria

• Set Eligibility Requirements: Decide who can join the collective, whether there are specific artistic disciplines, geographic regions, or experience levels that are required.
• Clarify Rights and Responsibilities: Define what membership entails, including responsibilities (e.g., participation in events or meetings) and benefits (e.g., access to shared resources or exhibition opportunities).

7. Establish Regular Meetings

• Set Meeting Frequency: Decide how often the collective will meet—weekly, monthly, or quarterly—to discuss important issues, plan activities, and review progress.
• Create an Agenda Process: Set up a process for members to propose agenda items and ensure that meetings are focused, organized, and productive.

8. Develop a Financial Management System

• Create a Budget: Develop a clear financial plan that includes how funds will be collected (e.g., membership fees, donations, grants) and spent (e.g., events, materials, rent).
• Appoint a Treasurer or Finance Committee: Assign someone responsible for managing finances, tracking income and expenses, and reporting back to the group on the collective’s financial health.

9. Implement Conflict Resolution Mechanisms

• Set Conflict Resolution Policies: Establish a process for resolving disputes within the collective, whether through mediation, peer review, or another method. This ensures conflicts are addressed fairly and don’t disrupt the collective’s work.
• Create Safe and Open Communication Channels: Ensure members feel comfortable raising concerns or grievances. Open communication fosters a healthy, collaborative environment.

10. Plan for Succession and Continuity

• Develop Succession Plans: Create a clear process for leadership transitions, ensuring that new members can take on leadership roles smoothly. This includes mentoring potential future leaders and documenting key responsibilities.
• Review and Update Governance Regularly: Governance structures should be flexible enough to evolve with the collective’s needs. Regularly review the governance framework and make necessary updates based on feedback from members.

By following these steps, you’ll establish a solid governance foundation for your artist collective, ensuring transparency, accountability, and smooth operations. This structure will help the collective function efficiently and fairly, allowing it to focus on its creative mission.

Remember, VAI can support groups in their set up with members being able to have meetings in the members’ area or a more formal area is available at a very low cost for meetings in the City Centre.