I run a non-profit artistic organization that runs artists in residence in multiple places and over different time frames.
We will run several Batch/Call of artist residencies per year.
Each Batch/Call will have:
- Duration (normal will be 2 or 4 weeks = 14 nights or 28 nights. But better leave this open)
- Payments conditions
- Link to accept terms and conditions
Should be customizable but the model should be like:
20% when confirmed
50% 60 days before the residence
30% 30 days before the residence
We have 6 rooms available, each one could be Shared (by 2 people) or Private Room. In that case the room will be unavailable for other applicants.
No matter how many applicants I receive, I can only accept the maximum of 12 people per residency.
The minimum is 6 people.
We will have 3 types of confirmed submissions:
1 - Grant Winer - We will select one that gets the residency for free. When we select him/her, we need to tag his record with the type Grant Winer and the date. Then we send an congrat mail and all details/guidelines.
That person needs to pay a specific value just to confirm his place.
2 - Runner-ups - people that will get a discount in the residency cost. Once we select these, they will need to receive a communication and they need to commit the specific payment.
3 - Regular people that will pay the retreat in full.
Payment of the residency - The different Payments needs to be done via PayPal or Bank Transfer
If the payment is not received in x days, we should have an alarm, and the applicant should receive an urgent reminder with the information about the consequences and what he/her should do.
There must be a way to put info in if a bank transfer was received.
1 - Fill a form - We will have a number of fields they need to fill and also upload documentation. We will need to save applicants' details and mails so we manage each Batch, create future communications events, etc..
2 - After they fill all the fields, they confirm (submitting their candidacy) the enrollment with the enrolment fee for the year. They should receive an email confirming the submissions with more details.
3- I will need a dashboard to review all candidates received, and with all their information, and with a button to Tag each one with specific Type: Grant Winner, Runner ups, and probabaly more.
4 - Each batch will only have one winner (Probably leave it open for more people in the future) but can have multiple runner ups. I have to have a way to create additional batches.
5 - Runner ups need to pay additional fees to stay at our residency - there must be a 2nd and 3rd payment page for them to complete the submission.
If someone was a runner-up but didn't pay the fees within a certain deadline, they go into another bucket/categorization and I will need to select additional runner ups.
6- The dashboard should reflect the stats of total submissions, paid submissions, payments delays, how many runner-ups, and others stats. Should also “Red Flag” each one of the payment delays.
There should be a way to inform everyone that applied before that a new residency is open.
There should be a way to opt out of these communications.
Optional - please detail cost this separately:
Users that submit to residency should be able to view/edit their information and see their status.
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