This Policy and Procedure establishes the formal framework by which the FirePony Board of Directors (“Board”) assigns roles for the planning, production, and execution of FirePony events to designated Event Producers and Co-Producers.
The intent of this Policy and Procedure is to:
- Enable effective execution of FirePony events through intentional delegation of operational responsibility;
- Clarify authority, accountability, and continuity of event leadership;
- Preserve the Board’s fiduciary and governance oversight role; and
- Ensure all FirePony events are conducted in alignment with the organization’s mission, charter, bylaws, and adopted policies.
Event Producer:
- For purposes of this Procedure, an is the individual appointed by the Board with primary responsibility for the overall leadership, planning, execution, and delivery of a specific FirePony event, operating under delegated authority of the Board.
- Operates a FirePony event by managing its planning, organizing, motivating, and controlling and by deploying resources needed to bring those events to life
Works within the The Board-approved RACI framework, as noted in section 11 below.
This Policy and Procedure applies to all FirePony-owned events, including but not limited to:
- Playa Del Fuego (PDF)
- Constellation Burn
- Mid-Atlantic Leadership Conference (MALC)
FirePony may create additional events from time to time. Any such event shall fall within the scope of this Policy and Procedure.
All events are owned by FirePony as an organization. No individual Producer, Co-Producer, or operational team holds independent ownership or control rights over any FirePony event.
The Board retains ultimate accountability for all FirePony events and delegates execution authority pursuant to this Policy and Procedure.
Each FirePony event shall have at least one assigned Event Producer at all times.
- Producers are assigned at the individual event level.
- Appointment to one event does not confer authority over any other FirePony event.
- Assignments remain in effect in perpetuity unless modified by the Board.
- The Board at its discretion, may determine that assignment of one or more Co-Producers is desirable for any given event.
- Appointment of Co-Producers follows the same process as appointment of Producers.
- Co-Producers and Producers are co-equal in authority unless otherwise specified by the Board in writing.
Appointment of an Event Producer or Co-Producer shall occur through a formal Board process, which may include:
Identification of interested or qualified candidates;
Confirmation of candidate interest;
Candidate interviews;
Board deliberation and consensus-seeking discussion;
Extension of an intent to offer, as appropriate;
Formal Board vote requiring a majority of a quorum;
Notification of the candidate; and
Communication of the appointment to the FirePony community.
All appointments shall be documented in writing and retained in organizational records.
Event Producers and Co-Producers are authorized to act on behalf of FirePony in planning and executing their assigned event.
Such authority operates within:
- FirePony’s mission and governing documents;
- Adopted policies and procedures; and
- Board oversight.
Producers and Co-Producers may delegate operational tasks as necessary.
However, delegation of duties does not remove accountability. Producers and Co-Producers remain accountable to the Board for event execution.
FirePony may assign additional individual resources to support event execution and governance oversight, including but not limited to:
- Board Liaison(s)
- Treasurer
- Department Leads
- Administrative or functional support roles
These roles coordinate with Producers and the Board but do not supersede Producer authority.
- Producers and Co-Producers may not unilaterally appoint successors.
- Succession authority resides solely with the Board.
Producers and Co-Producers are expected to provide no less than 120 days’ notice, where practicable, of intent to vacate their role to support continuity and orderly transition.
Producers and Co-Producers serve at the pleasure of the Board and may be removed or replaced at the discretion of the Board.
The Board has adopted a RACI (Responsible, Accountable, Consulted, Informed) framework defining responsibility allocation among the Board, Event Producers, Department Leads, and supporting roles.
The Board-approved RACI framework, as amended from time to time, is incorporated herein by reference and governs operational responsibility allocation.
Event Producers and Co-Producers operate under Board discretion as defined by the applicable RACI.
Amendments to the RACI do not require amendment to this Policy and Procedure.
The doer; the person or team who performs the work to complete the task or deliverable.
The approver; the one ultimately answerable for the task's correct completion, who signs off on the work.
The expert; someone whose opinion is sought (e.g., a Subject Matter Expert), with two-way communication.
The stakeholder; someone kept up-to-date on progress or decisions, with one-way communication.
Vendor contracts (land, portos, carts, insurance, etc.)
Unplanned Purchases (within event budget)
Land maintenance requests
Liaising with local authorities
Coordinating rented equipment
Develop and maintain emergency action plans
BOD Treasurer is consulted
Set sale schedule and amounts
Evaluating and recommend grants
Maintain artist shit list
Recommending participant expulsion
Adjudicate participant expulsion
May require additional resources
Traffic control issues (road closures, stuck vehicles)
Invoke emergency action plans
Liaising with local authorities
Non-expulsion related incidents