Breaking Barriers, Unleashing Potentials
The journey on re-engineering SCAD's largest student-run event.
SCAD StartUp
Time
April 2023 — June 2024
Tools
Notion, Figma, Google Workspace
Overview
Re-engineering SCAD's largest student-run business design competition
Collaborators
This is a solo project by Gabriel Lam.
Gabriel is responsible for project management and operations.
A dynamic week-long business design competition
StartUp is a dynamic week-long business design competition that serves as a platform for students at the Savannah College of Art and Design (SCAD) to unleash their creativity and entrepreneurial spirit.
StartUp 2024 is run by a committed group of 60 students representing 26 diverse majors across the university. Gabriel serves as the Director of Operations and Logistics, overseeing day-to-day functioning and reporting directly to SCAD's advisory board.
Inheriting a challenge, navigating a storm
When Gracie and I took over as leaders of SCAD StartUp towards the end of April 2022, we likened our situation to "navigating a storm" — a lighthearted acknowledgment of the monumental challenge that lay ahead.
As we delved into the intricate workings of StartUp, we soon realized our initial analogy was more than just a playful quip. There was a substantial amount of work to be done, with certain aspects necessitating a complete overhaul.
24% decrease in returning participants
Compared to the previous year, returning participant numbers dropped by nearly a quarter — signaling growing disengagement within the community.
81% reported creative burn-out
An overwhelming majority of crew and leadership reported experiencing creative burn-out — a clear sign that the existing operational structure was unsustainable.
Teamwork makes the dream work
The past StartUp teams encountered challenges related to communication, particularly in terms of an unclear reporting chain and responsibilities. StartUp was previously under the umbrella of the FLUX club, which led to confusion about decision-making and oversight.
There were instances of "sideloading," where certain team members were left out of important communications. This lack of transparency caused frustration and hindered collaboration.
Clear communication makes all the difference
With the reported internal burnout and extensive workload, I decided to swiftly expand the team from 15 to over 60 members. Coordinating the team during Winter and Summer Break — with members spread across 8 different time zones and 4 continents — showcases the immense diversity of SCAD's student community.
To address organizational issues, we separated StartUp from the club leadership structure. Instead of reporting to both the club and SCADpro simultaneously, StartUp and FLUX are now sister organizations.
Read more about how our team pioneered hybrid collaborationRestructuring governance
To resolve inconsistencies in communication with the university administration, we established a University Advisory Board comprising members from the Department of User Experience, SCADpro, SCAD Giving, and SCAD Savannah — providing academic support, industry connections, financial management, and logistical support respectively.
As we detached from the club structure, we invited past directors to form an Alumni Advisory Board, responsible for providing long-term vision and support to future generations of directors.
As a past Director of StartUp, the new ideas and fresh approach that this team have explored is impressive in every regard. Sharing this years' powerful vision with such a diverse team sets up an experience that will be unforgettable for students, judges, and the crew alike.
— Amadeus Cameron, Coordinator for Physical Experience
Building financial stability for sustainable growth
At the onset, we highlighted a deficit of $54,000 in our operational budget. Upon stepping into our leadership roles, we were confronted with having no remaining operational budget, barring one continuing sponsor. The absence of transparent bookkeeping left us uncertain about prior expenditures.
Our team brought in new sponsors through connections from SCADpro and within our network.
Can you maintain quality while reducing cost?
We adopted a "zero-budget" approach, leveraging existing university resources. Instead of procuring independently, we tapped into university suppliers and business partnerships to secure corporate discounts.
Our team even introduced potluck gatherings instead of ordering catering for internal meetings — fostering closer relationships while keeping costs at zero.
Operational cost reduced by ~71%
Compared to the prior year's $54K budget gap, StartUp 2024 ran on just $15.4K — a reduction of roughly 71% in operational spending while expanding the event from 7 to 10 days.
Of the $28K sponsorship raised, $12.6K was carried over to fund StartUp 2025.
Year-over-year reduction
Budget allocation ($28K raised)
How do we measure the success of all this work?
On January 19, 2024, our team successfully executed StartUp 2024, beginning with a kickoff event that drew hundreds of students. The event culminated on January 28 — marking the first time StartUp was extended from seven to ten days since its inception.
The introduction of StartUp Expo, formerly known as Project Showcase, garnered exceptional feedback from industry members and participants alike.
From KPIs to OKRs
Our team reviewed the approach of previous leadership through key performance indicators. It was revealed that more than 73% of these KPIs had never been achieved, largely due to their lack of specificity, measurability, achievability, relevance, and timeliness.
Consequently, our leadership collectively adopted an Objectives and Key Results structure — focusing on improving crew workflow to prevent burnout, attracting first-year and graduate students, providing opportunities for student engagement with industry members, and enhancing synergy across the student body.
The passion that fuels the SCAD StartUp team is beautiful. Witnessing the energy poured into every idea, the dedication of each individual, and the collective drive to create something impactful is truly inspiring.
— Lara Kim, Coordinator for Student Relations