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…. Age specific? Marketing & Communications – articles, Kcentre? Production & Artist Contracts / Letters of Agreement (University legal checks) Rights of artistic licenses and future acknowledgements Work in progress, new piece, finished piece to link to Schools – CRB or other checks Logos and icons (companies, uni, funders etc) Acknowledgements (inc companies, uni, researchers) Hire of technical equipment / AV services? Design of promotional materials – sign off? Web – design and position? Exhibition spots – off site e.g. empty shops, on site? Will artists be on panels? Who responsible for organising, are volunteers required – gifts? Directional signs? Report/ video piece as legacy – reporting to funders (EoG) – artistic vetting Programme design, schedules, abstracts etc Panelist and Guest requirements Ticket sales? Free event? Seating – VIPs and reserved Photos / exhibition materials 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 Babakas