Art of Community Consultation Toolkit - BL England - 2006

8/14/2019 Art of Community Consultation Toolkit - BL England - 2006

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The Art of Community ConsultationToolkitBolton Libraries 2006


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Background

This toolkit has been produced to help library professionals to plan and

implement arts-led consultation.

The suggestions and ideas contained in this toolkit are the result of a LaserFoundation funded consultation project undertaken by Bolton Libraries

between July and December 2005. Bolton Libraries used arts-based

consultation techniques to consult with the local community about a project to

demolish an existing library and to replace it with a new library building. The

library in question was in a disadvantaged area of Bolton with a large Asian

population. Bolton Libraries were aware that the community might be

alienated by traditional consultation methods such as questionnaires and

focus groups. As an alternative Bolton Libraries wished to test new and

innovative ways of consulting with culturally diverse communities.

The arts led consultation model adopted by Bolton Libraries involved

employing local artists to run consultation sessions with a range of community

groups. Although involving artists with this type of consultation is helpful it is

not essential. Many of the ideas in this toolkit can be delivered by library staff

and do not necessarily need artists to be directly involved.

Although the model used by Bolton Libraries was devised to consult about a

new library, the techniques described in this toolkit could be adapted to

consult about any aspects of the library and its services.

If you would like to find out more about the background and the results of

Bolton Libraries consultation project the final report can be found at

www.bolton.gov.uk/libraries.

This Toolkit was written by Helen Thomas from Book Communications. The

ideas contained within this Toolkit have been informed by a variety of sources

and we would especially like to thank Angus McCabe, University of

Birmingham and Katrice Horsley, Katalyst Tales for the inspiration provided by

their 'Evaluation Cookbook' - produced as part of the National Evaluation of

the Children's Fundwww.ne-cf.org


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Contents


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Contents

This Toolkit is divided into five stages;

Stage One : Setting Objectives

Stage Two : Planning

Stage Three : Getting Started

Stage Four : Ideas for Sessions

Stage Five : Evaluation & Capturing Information


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At the outset of the consultancy it is vital to set a clear and concise range of

objectives.

The objectives should cover the following areas;

1. What is the overall aim of the consultancy?

e.g. The aim of the consultancy is to find out what products and services

local residents want from the new library and its role in the community.

2. The scope of the consultancy

What is and isnt to be included in the consultancy? Do not consult aboutthings that cant be changed. For example if consulting about a new

library and the location has already been determined dont consult about

where the library should be sited. Do not try and cover too much ground

and keep it focused. If you try and find out too much information you will

lose sight of the key issues and dilute the results.

3. Who is going to be consulted?

Consider who needs to participate in the consultancy. Dont just consult

with the groups and users that you know well. Ideally as many relevantgroups and individuals should be involved. It is often more difficult to

recruit non-library users than users but if we dont consult with non-users

the results will not be a true reflection of public opinion. The end result will

be more of the same and not truly reflective of the needs of the whole

community.

4. Who is going to be involved in delivering the consultancy?

Involving the right people at the right time is an essential element of a

successful consultancy. Ensure you are involving enough people toresource and manage the project but resist making it too hierarchical and

top-heavy. Partners can be useful in helping to access participants and

shaping the consultancy. However do not create partnerships that are not

going to be further the aims of the project.

5. Dissemination and implementation

How are the results of the consultancy going to be disseminated and / or

implemented? Having a clear vision for the end result will help to shape

the consultancy and assist in the planning process.


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It is essential to create a detailed plan before embarking on delivering the

consultancy.

The planning process should include;

1. Consultancy Structure

The first stage of the planning process is to agree the overall structure of

the consultancy, to do this you will need to look at the following:

Budget

The number of sessions you want / are able to run

Do you want to work with specific groups or have sessions that are

open to everyone, or a combination of both Are the sessions going to be one-offs or will you be working with the

same groups of people over a number of sessions

All of the above structures are of value. The structure you choose will be

influenced by budget and capacity. If your resources are limited try and do

a few things well rather than spreading the consultancy too thinly.

2. Budget

Create a realistic budget. This will also help to structure the project. You

might find the following budget headings helpful (all of these headings may

not be applicable to your project):

Artists fees (consult your Regional Arts Board or, if you have one, your

authoritys Arts team about the minimum and maximum daily rates for

artists - usually it is between 200 and 250 + expenses)

Project manager fees (for larger scale projects you may want to recruit

an external project manager - allow around 300 per day + expenses)

Planning meetings (allow time to meet and plan before the project gets

started but also, especially for larger projects, you need to allow time to

meet during and at the end of the project)

Materials (this will vary from session to session and art-form to art-form

but in the budget allow for 40 per session and then adjust once you

have final plans)

Publicising the events (what marketing activity and advertising do you

need to publicise the events and how much will it cost. If you are onlyworking with existing groups this may not be a requirement)


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Dissemination (how will you disseminate the findings and how much

will it cost e.g. printed report, conference, exhibition)

Evaluation (are there any expenses associated with the evaluation of

your project e.g. do you need to employ an external evaluator)

Miscellaneous expenses (such as postage, travel, stationery etc)

3. Timeline

Create a timeline for the consultancy. Ensure that you have allowed

enough time for things such as Criminal Record Bureau checks (if

required), and recruiting participants. Check the dates of key events that

might effect the timeline e.g. Ramadan, major sporting fixtures etc.

4. Identify participants

Agree who is going to participate in the consultancy. The participants will

vary from one consultancy project to another and will be affected by what

the consultancy is trying to achieve. However as a principle try and

ensure the following:

a balance of male and female participants

a mix of age groups

a mix of cultural backgrounds library users and non-users

Be wary of only consulting with those groups and individuals that are easy

to access. The balance and mix of the participants is a vital component.

Working with existing groups and organisations can be a useful way of

accessing participants. However you may need to consider whether all

members of the community have the opportunity to participate in the

consultation if they choose. Having a mix of open sessions in community

venues and closed session working with targeted groups could be a good

model for your project.

5. Recruiting artists

If you are involving artists in your project you need to look for individuals

who fulfil the majority of the following criteria:

Live and work locally

Have a range of artistic skills and are not restricted to working in one

artistic discipline

Have worked on community based arts projects


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Have worked with a range of different age groups and groups from a

range of different socio-economic and cultural backgrounds

Have worked on projects that involved community consultation

6. Ongoing Management

Who is going to oversee the consultancy project, do you need a steering

group? There will be a need for some type of ongoing reporting process to

ensure that the project is kept on track. For larger projects allow time at

the start, during and at the end of the project for the project manager to

meet with the team that are delivering the project. You may want to set

some milestones and measures of success against which the project can

be monitored.


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There are a number of recommended actions that should be undertaken

before commencing the consultation:

1. Identifying and implementing training needs

If your project is using artists for delivering the consultancy they may need

training about libraries and library services. One tried and tested way of

doing this is to bring together the whole team working on the project

(artists, library staff, and partners) and provide them with a range of craft

and art materials. Ask them to create something that represents libraries

to them. Ask everyone to feedback on what they have created and why.

This is an innovative way of sharing views and perceptions about libraries.

It also gives library staff the opportunity to talk about what is currentlyhappening in the library service and perhaps start to dispel some myths.

Also if the artists lack experience in arts led consultation you may want to

consider a more experienced artist providing a days training around

community consultation.

If library staff are delivering the project you could consider bringing in an

experienced artist to run a days training. This should be a hands-on

session with the artist taking the trainees through a range of activities that

they could use in consultation sessions.

2. Agreeing models of delivery

Where possible a framework for the delivering the session should be

established. This should not be too rigid one of the positive things about

arts-led consultation is that it allows facilitators freedom to adapt sessions

according to the responses of the participants. However without some sort

of framework it is difficult to evaluate the project and draw robust

conclusions. To create a framework look at your overall aim and consider

the potential barriers to meeting your aim. For example if negative

perceptions about the library service are a barrier, run a session thatexplores peoples perceptions. If a potential barrier is that people only

have limited experiences of libraries run a session that explores their

personal needs in a specific area such as information or reading e.g.

what does reading mean to them, what are their reading experiences,

where do they read, what are their reading needs etc. Stage four of this

toolkit gives specific ideas for sessions and gives ideas for what they can

be used for and in what context.


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3. Establishing contact with the participants

Whatever the structure of your project it is important to prepare the groups

in advance of the consultation sessions. If you are working with specific

groups you firstly need to establish a key point of contact.

Initially make telephone contact with them. Whoever is delivering the

sessions should meet with the key contact prior to the start of the first

session. Talk them through the project: what you are hoping to achieve;

what you are going to do; and what they will need to prepare. Leave them

with a written document summarising your discussion.

If you are delivering an open session think about how you are going to

attract participants. Produce flyers and posters that can be distributed

through the library, other leisure providers, schools, community groups etc.Keep the wording, presentation and tone of the publicity material in the

spirit of the project creative, artistic, fun and interactive. Issue press

releases and if budgets permit place advertisements in appropriate local

media. Ensure that library staff are on board and encourage them to talk

to library users about what you are doing.


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This section of the Toolkit presents a range of ideas for arts-led consultancy

sessions. It is divided into four sections:

a) Section one ideas for ongoing activity that can be run in the library

on a rolling basis and needs little staff input

b) Section two ideas for open / drop in sessions

c) Section three - ideas for sessions working with specific groups

over a specified time period

d) Section four ideas for sessions involving artists and partner

organisations

The majority of the ideas given in the first three sessions are ones which can

be delivered without artists input. If your consultancy project involves artists

your sessions could be more ambitious and use a wider range of more

challenging materials and art-forms. Often the process of an artist working

with participants using an interesting and surprising art form is enough in itself

to generate a creative and far-reaching conversation about the subject of the

consultation.


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a) Section One

Ideas for ongoing activity that can take place in the library and needs little

staff input

1. The Yellow Brick Wall

You will need;

A large piece of fabric or card with a brick wall drawn on it

A series of yellow bricks that are the same size and shape of the

bricks drawn onto the fabric

A selection of pens and crayons

Blue-tack

Method;

Attach the brick wall to a library wall or notice board

Ask participants to write or draw onto the yellow bricks ideas

about the subject of the consultation

Attach them to the wall

When the wall is nearly full remove some of the bricks

Collate the responses

Suitable for;

All age groups

Can be used for;

Consulting about all aspects of libraries and library services and is

especially relevant for new builds and refits.


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2. Spinning a web

You will need;

1 metre square piece of board

Large ball of string

Luggage tags

Pipe cleaners

Feathers

Twine

Method;

Construct a web on a piece of board

Attach or hang the web to a wall in the library Ask participants to think about the subject of the consultation

and to write or draw their thoughts and ideas onto a luggage tag

Ask them to place their tag on the web according to how

important their idea is to them. The most important being near

the centre and the least important toward the outer edge

Ask children to enhance the web by decorating with pipe

cleaners and feathers

Collate the responses

Suitable for;

All age groups

Can be used for;


especially relevant for finding out about the relative importance of

different aspects of the service.


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3. Branching out

You will need;

A piece of A1 mounting board with a large tree drawn onto it

Leaves cut out of green paper


Blue-tack

Method;

Write on each branch of the tree an aspect of the subject area

you would like to explore, for example if you are consulting

about the fiction range in the library you could write different the

names of different genres on each branch (crime, romance,fantasy etc.)

Attach the tree to a wall in the library

Ask participants to write or draw on a leaf their ideas relating to

the subject of the consultation. Using the fiction range as an

example they could write the names of authors whose books

they would like to see in the library, or where they think the

genre should be located in the library, or ideas for a book a

reading group might want to read

Ask participants to attach their leaf to the relevant branch

After a period of time take off the leaves on a rotational basis toensure there is always space for new ideas whilst making sure

the tree is never empty

Collate responses

Suitable for;

All age groups

Can be used for;


especially useful for exploring a subject in more depth.


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b) Section Two

Ideas for open / drop in sessions

1. Let your feet do the talking

You will need;

A large roll of white paper

Cut outs of feet


Blue-tack

Craft materials ribbons, sequins, sticky paper etc

or

A range of dried foods such as rice, lentils, pulses, spices etc.

Method:

Roll out the paper and secure it to the floor. Draw a path on it

Write home at one end of the paper and library at the other

Ask participants to write or draw on their cut out feet something

that would encourage them to make the journey from home to

the library

Ask participants to visually enhance their feet by decorating

them with either craft materials or dried foods

Ask participants to place their foot onto the path

Collate responses

Suitable for:

All age groups. The use of dried foods is particularly successful

with adults because it generates conversation about food and

where it fits in with peoples lives. For some participants certain

foods have a cultural significance which can also make a valuablecontribution to the consultation process.

Can be used for;




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2. On Target

You will need;

White A1 mounting board

Black marker pen

Paints

Post-its

Clipart representing products and services that can be found in

a library such as books, computers, storytime, homework help,

plasma screens, newspapers and magazines etc

Method;

Draw onto the board a series of 4-5 concentric circles

Paint the circles in different colours to create a target

Ask participants to attach the clipart illustrations onto the target -

placing them in relation to their importance - the most important

being near the centre and the least important toward the outer

edge

Ask participants to write or draw their own ideas onto the post-its

and place those on the target

Suitable for;

All age groups. This activity works particularly well with young

children.

Can be used for;


especially relevant for finding out about the relative importance of

different aspects of the service.


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3. Library craft

You will need;

A range of craft and art materials such as cotton wool, paints,

crayons, pastels, charcoal, sequins, glitter, ribbon, corks, pipe

cleaners etc.

Plastic disposable aprons

Scissors

Plastic tablecloths

Blank postcards or pieces of A4 card (if working with adults and

older children use postcards. If working with younger children

use A4 card)

Washing line and pegs (optional)

Method;

Ask participants to use the materials provided to create on their

postcard or card something that represents their perceptions of

the subject of the consultancy

Display these either on a notice board or hang them from a

washing line using pegs

Suitable for;

All age groups.

Can be used for;

Exploring perceptions of the library and / or its services or for

exploring how participants would like it to be in the future. It is

particularly useful for exploring things like colour, texture and

ambience.


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4. Other ideas for open sessions

The following activities are also successful and relatively easy to

implement as part of an open session. They can all be used to explore a

range of ideas, concepts and perceptions;

Silk painting

Rangoli (Rangoli is a traditional Hindu art colourful designs are

made on the floor near the entrance to a house to welcome

guests during Diwali. It can be easily adapted to a range of

settings. Use chalk to draw a pattern on a hard surface the

pattern can be anything you choose leaves, symbols, random

shapes etc. Take a range of foods (lentils, sliced fruit and

vegetables, pulses etc.) and use these to fill in the pattern

Collages Clay modelling


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c) Section Three

Ideas for sessions working with specific groups over a specified time period

1. A thousand words

You will need;

Disposable cameras (one for each participant)

Sketchbooks and pencils (one for each participant)

Method;

At the first session

Arrange a visit to the local library

Ask participants to photograph things that are relevant to the

subject of the consultation

Ask participants to make a sketch of either the outside or the

inside of the library

Between sessions get the photographs developed

At the second session

Use the photographs and sketches to discuss perceptions

Discuss how participants would like things to be different

Create an exhibition using the photographs and sketches

Suitable for;

All age groups. Especially useful for sessions with non-users of the

library.

Can be used for;




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2. A place of our own

You will need;

Shoe boxes (one for each participant or for a group of up to four)

Pipe cleaners

Plasticine

Bits of paper and coloured card

Scissors

Glue

Colouring crayons / felt tips

Method;

Ask participants to use the materials to build a 3 dimensionalmodel of how they would like the library to be

Ask them to label their models make clocks to show how long

they would like to spend there and mini CDs to show what music

they want to listen to / sounds they want to hear

Ask them to share their ideas with the rest of the group

Suitable for;

All age groups.

Can be used for;


especially relevant for new builds and refits. This is a good activity

to use when working over a number of sessions with a consistent

group. At earlier sessions some of the other activities that explore

perceptions of the library service, such as Craft Library, would

provide a good introduction to this session.


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3. Cover version

You will need;

Blank CD covers (one for each participant)

Glue

Pens

Scissors

Range of magazine and images that would appeal to the group

Card to fit into the CD covers (two for each participant)

Method;

Ask participants to make a collage on one of their pieces of card

of how the library appears to them (or how they would like it tobe in the future)

Ask participants to think of acknowledgements, like the ones you

would find on CD covers. Write them on the second piece of

card

Ask participants if they have any lyrics or a poem that are

relevant to the subject of the consultancy. Can they make any

up? Place these on the back of the first card

Place the cards in the CD cover

Invite participants to share them with the group

Suitable for;

This activity works particularly well with teenagers and young adults

Can be used for;

Consulting about all aspects of libraries and library services. This is

a good activity to use when working over a number of sessions with

a consistent group. At earlier sessions some of the other activitiesthat explore perceptions of the library service, such as Craft

Library, would provide a good introduction to this session.


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d) Section Four

Ideas for sessions involving artists and partner organisations

1. The Vox Box

You will need;

An artist who uses digital audio and visual recording media

A quiet space

A piece of plain cloth that can be used as a backdrop

Photographic permission forms

Interview prompts these should be related to the subject of the

consultation, try and keep these open-ended avoid closed

questions

Method;

Set up a space in a quiet location with several chairs or a sofa

and recording equipment

The artists should check that the lighting levels are appropriate

and use additional lights if required

Create a backdrop for the interviews using a piece of cloth. If the

interview setting is already visually appealing and / or interesting

(e.g. in a museum, or in a smart library) there is no need tocreate a backdrop

Explain to participants what you are doing and what you would

like them to do try and put them at their ease

Use the prepared prompts to ask questions relating to the

subject of the consultation

If you want to produce a DVD at the end of the project ensure

you allow plenty of time for the artist to edit the interviews

Suitable for;

All age groups, users and non-users of the library.

Can be used for;

Consulting about all aspects of libraries and library services.


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2. Design for Real

Ideally this activity should be run in conjunction with Planning Aid to find

out details of your regional contact go to www.planningaid.rtpi.org.uk

You will need;

A map of the area you want to cover, which you can obtain from

your Local Planning Authority. It will probably be supplied on a

scale of 1:1250, this needs to be scaled down to 1:200 or 1:300

Four polystyrene sheets (these can be obtained from a builders

merchant)

Ready mixed water based paints

Paper and card

Building templates available from Planning Aid Cocktail sticks

Method;

In advance of the session attach the map to the polystyrene and

leave to dry

Ask participants to cut out and make up the relevant buildings

and attach to the model. Encourage participants to work on an

area that they know well

The model can be enhanced as follows;

Tennis courts, football fields, gardens etc. try mixing green

with brown, grey or yellow and dabbing to get different

shades for patchy ground

A mixture of red, blue and white or black and white make a

suitable colour for roads

Grotty areas, wasteland etc for more authenticity, spread

some PVA glue and sprinkle with sand

To help with recognition make rough models of the more

familiar buildings. These little buildings can be quite rough(plenty of artistic license is allowed). Make them from carved

polystyrene glued with PVA glue or hold together with

masking tape

Blocks of flats can be represented by pieces of wood.

Chimneys can be made of a roll of paper. Towers or masts

can be a pencil or stick pressed into the base block

Ask participants to respond to the model and to place their

thoughts and ideas onto small pieces of card. Attach these to

cocktail sticks and place these on the appropriate place on the

model


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Suitable for;

All age groups. Primary school children respond well to making the

model.

Can be used for;

Consulting about the location of a library and the physical

appearance of libraries.


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Stage Five :

Evaluation & Capturing Information


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Documents

Art of Community Consultation Toolkit - BL England - 2006