The Application Process
1. Submission
Once applicants are satisfied that they meet the criteria for application, applicants fill out a Google submission form and contact the broker to discuss.
2. Assessment
After processing, the applications are assessed by the UBD advisory panel, who assess applications using consensus decision-making on Loomio. The proposal must receive majority approval as to matching the criteria, and they may provide advice on its best implementation. The advisory panel is important in providing outside advice and its important to us it represents people from the independent arts, business, property, public art and management fields. UBD then meet with applicants to vet their application and discuss potential spaces.
3. Location
UDB proceeds to locate property or space options and commence negotiations if applicable. Applicants are also encouraged to identify spaces they think are suitable (in some instances they will actually negotiate the use of space themselves). If we think a project is suitable for a space that is available we meet with the applicant and assess the project in more detail.
4. Licensing
Once located UDB issues any licenses needed and arranges for public liability insurance cover (a key part of the brokerage's services to applicants) and if applicable assists applicants to obtain power and other utilities (we can help with set-up but the cost of power and utilities is at the licensee's cost). A template for our standard license may be found here.
5. Monitoring
The agency then monitors the progress, and reports back to both property owners, local authorities and partners at the end of the license. We will also feature applicants' projects on our website, through our newsletter to our database and through social media. Projects that aren't temporary should plan on operating on a rolling 30 day period of use.
6. Reporting
We ask projects to complete a written report after their project and hold one-on-one debrief meetings with them. This includes keeping count of visitor numbers and collecting comments from participants.