What Makes a Successful Illustration Commission for Charities & Heritage Organisations?
I get it. Commissioning someone to create a bespoke illustration for your project can feel like a BIG risk right now.
The cons of working with an external
Budgets are tighter than they’ve ever been and it feels hard to justify the outlay on working with someone you don’t know if you can’t be confident that they’re going to deliver.
Plus, there’s the headache of actually finding someone who’s the right fit (plus two other someone’s so that you can meet the finance team’s requirements for three quotes in any procurement exercise) and managing yet another thing when your plate is already full.
However, if you’re reading this, I’m hopeful that you’re at least open to the idea that commissioning a professional creative for your project can be easy and so much more effective than just opting for some AI slop.
As someone who has worked on both sides of the table - both commissioning work from creative freelancers and agencies, as well as someone now offering that service to organisations - here’s my practical guide to what you need to know to have the best commissioning experience.
Understanding your world
Before I became a freelance illustrator, I spent 15 years employed in communications and marketing roles by organisations including the University of Oxford, Newcastle University, Beamish Museum and the National Trust.
Even after I left full-time employment, I spent 5 years as a Trustee of Museums Northumberland, where I served the Board as their fundraising and communications champion.
So when I say I know what you’re going through - I really mean it! I understand complex organisational governance, procurement processes and reporting requirements. I know how decisions are usually made (collaboratively and often slowly!) and I appreciate the pressures of public accountability; that need to ensure that public money is being spent wisely and not wastefully.
Because I understand all of these things, I want to make the process of working with me as easy as possible. I’m all about communication, setting clear expectations, and being open to the need to engage multiple internal stakeholders at different stages of a project and I’ll actively plan for this right from the beginning.
Knowing what the artwork needs to do
There’s nothing worse than a project that feels like it is getting away from you, or when you realise part-way through that it isn’t going to deliver what you need it to.
I spend a lot of time with my clients at the beginning of a commission defining exactly:
who the work is for (visitors, donors, communities, schools)
where it will be used (in printed brochures, on the website, as signage or even merchandise)
And what success looks like - whether that’s engagement, education, raising funds or helping to communicate a sense of place or purpose.
You don’t need to know all of the answers to these questions right at the beginning - I believe that part of my role is to help you clarify the brief, making suggestions and asking deeper questions to help us have the best possible start in working together.
Budget, Timescales & Approvals
To be honest, this is where my ‘inside knowledge’ really serves us both. I know that you’re probably working within a fixed, time-bound budget and that you need to get the absolute best value for your money as you’re accountable to funders or boards.
I’m also aware of the reality of working with multiple internal stakeholders and the need for different levels of sign-off and approval, as well as just making sure that you have work-in-progress material that you can share to help keep others informed and engaged. We’ll discuss all of your requirements around this in our initial call and as part of my formal proposal for how I’ll tackle your commission, I’ll provide you with a list of clear stages and checkpoints, realistic timelines and transparent pricing so that you’re 100% clear on what happens when, and I understand where more time is needed for feedback and sign-offs (and what form this needs to take!)
As someone who worked in communications for more than 15 years, I really value clear documentation, having regular, scheduled updates and check-in points, as well as providing you with everything you need in order to keep everyone that you need to on-board. Whether that is building in time to develop stakeholder presentation materials or simply annotating rough drafts and sketches - you just need to tell me what you need.
The best-laid plans…
I really do understand that sometimes projects need to evolve, whether that’s because of new information, stakeholder feedback or changes to funding conditions. I try to balance being adaptable whilst keeping scope, costs and deadlines clearly front-of-mind. Think of me as a partner - I want the project to be a success as much as you do and there’s usually a way to resolve any issues or changes of direction if we put our heads together.
So what makes a successful illustration commission?
A successful art commission isn’t just about the final artwork: it’s about a process that feels clear, collaborative and proportionate to the responsibilities charities and heritage organisations carry.
Having spent many years working within the sector myself, I understand the realities of limited budgets, multiple stakeholders and public accountability. That experience shapes how I approach every commission today: with care, transparency and respect for the pressures organisations are under. If you’re considering an illustration project and would value working with someone who understands both the creative and organisational sides of the process, I’d be very happy to talk.
And don’t just take my word for it - here are some client testimonials:
“She is very professional to work with, meets deadlines (even when they are incredibly tight) and always with a smile.”
“Ali was really helpful all the way through, completely understood the brief, was so quick to respond, as well as great at communicating and sending me sample drawings.”
“I commissioned Ali to create a detailed illustrated map along with a set of icon illustrations for the new Berwick Riders Association website. From the very start, she understood exactly what I was hoping to achieve and interpreted the brief with real care, capturing both the heritage and the spirit of the event beautifully.
Communication throughout the project was excellent - Ali was collaborative, detailed, open to ideas, and brought her own creative insight that really elevated the final outcome. Her paperwork and contract were clear, fair, and easy to understand, which made the whole process smooth from start to finish.”
“When we weren’t quite sure what direction to give, Ali offered a few different suggestions, which was incredibly helpful. I often had a clear sense of what I wanted but struggled to put it into words - Ali was brilliant at interpreting those vague ideas and turning them into something truly beautiful. I wouldn’t hesitate to recommend her.”
You can find out more about my commissions process, read some case studies and submit an enquiry via my Commissions page.