Planning Public Engagement
Thursday 23 February 2012
Tracy Horton
Centre Public Engagement
Hiding in the Pub to Cutting the Cord? Two day theatre production (Babakas) with expert
panel discussions, poetry workshop, conference, Cov Mysteries, live web feeds
War, Memory, Trauma: Poetry workshop, school outreach, oral history, Cov
Mysteries, Herbert exhibition
Inside the Irish Giant: Two day theatre production (Cartoon de Salvo)with expert panel
discussions.
Medical History, Immersive Museum Theatre, and the ‘Last Women’:
Theatre production (Triangle Theatre) - Belgrade Theatre & Exhibition in Herbert Museum
Coventry and Warwickshire Hospital Project: Off site production (Talking Birds),
archiving exhibition, family workshops, photographs, tour of old hospital
Sexual Health Awareness Week: On campus week of symposia, witness seminars, film
showings, charity run, school outreach with local artist, Andrew Davis seminar, chlamydia testing etc
Overarching Considerations
• Funding = external / internal applications, timelines, regulations or stipulations from provider, academic dept or research
centre involvement, overall project with multiple funders?
• Budgets
= amount for project, split in costings?, manager of funds
• Research = what research is the PE driven by, academic content and involvement, what outcomes required, multiple events
over period of time or one off?
• Style of event / Venue = Examples: theatre production (work in progress or new piece?), poetry workshop, cinematic
piece, film showing, exhibition, conference / symposia, school outreach (lecture, workshop, seminar), charity sports, art or
photography, web blogs, public domain databases / on site, off site, large or specialised, site specific e.g. hospital, book in advance
and how long?
• Collaborative Partners = production company, separate artists, arts centres, external co-managers, institutions
• Audience = local community, national, international (web or virtual), young adults (community centres), public or private
schools, theatre goers?
• Timetable
= funding applications, event structure – (academic terms / art or gallery schedules, within)?, feedback
• Impact & Legacy
= consider impact when structuring event not after, what required? Feedback sheets, web blogs etc, and
video or reporting, archive databases – where these sit?, publications arising from
It’s all in the details….
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Age specific?
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Marketing & Communications – articles, Kcentre?
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Production & Artist Contracts / Letters of Agreement
(University legal checks)
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Rights of artistic licenses and future acknowledgements
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Work in progress, new piece, finished piece to link to
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Schools – CRB or other checks
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Logos and icons (companies, uni, funders etc)
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Acknowledgements (inc companies, uni, researchers)
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Hire of technical equipment / AV services?
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Design of promotional materials – sign off?
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Web – design and position?
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Exhibition spots – off site e.g. empty shops, on site?
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Will artists be on panels?
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Who responsible for organising, are volunteers required – gifts?
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Directional signs?
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Report/ video piece as legacy – reporting to funders (EoG) –
artistic vetting
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Programme design, schedules, abstracts etc
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Panelist and Guest requirements
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Ticket sales? Free event?
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Seating – VIPs and reserved
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Photos / exhibition materials
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Audience, comment sheets, collaborator feedback sheets
Costs
Production costs – WIP or set piece?
Artist?
Marketing?
Web design?
Report production / print?
Catering for days for public ?
Technical or set up assistants?
Room hire? – external?
Videoer and web editing costs?
Prints – bags, pens, programmes, feedback sheets etc?
Photo’s , exhibition materials, - design and print
Additional Costs?
Accommodation and travel for speakers (flights, taxi’s etc)
Meals in evening for speakers and subs otherwise
Wine receptions after seminars
Event Dinner/s
Budget Spreadsheet for Accounting
Organisational Spreadsheet
CASE STUDY
Collaborative Partners