TOOLKIT
GLASGOW HARVEST TOOLKIT
Contents 1.
Introduction – is this toolkit for you?
1
2.
Overview of SAGE and Glasgow Harvest
2
3.
Development – vision, outcomes and partnerships
6
4.
Planning – creating an action plan, insurance and licensing
9
5.
Creative – designing your event and working with artists
13
6.
Site Mapping
18
7.
Event Programme
21
8.
Budget
23
9.
Funding
26
10.
Publicising your event – print, social media and press
27
11.
Creative ways of getting communities involved
30
12.
Evaluation and documentation
32
13.
Event Production A. Health & Safety B. Food Hygiene C. Risk assessments D. Event staffing E. Equipment
34
14.
Event checklist
40
15.
Being part of Glasgow Harvest – registering your event and available support
41
16.
Equipment suppliers and contacts
42
17.
Templates
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GLASGOW HARVEST TOOLKIT
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INTRODUCTION – is this toolkit for you?
The Glasgow Harvest Toolkit is designed for community groups who are growing their own food and would like to hold a public event to celebrate their harvest
We would like to support as many groups as possible to organise their own local food celebrations under the Glasgow Harvest umbrella. For more information on how to register your event and be part of Glasgow Harvest, see page 41 in section 15 of the toolkit.
The toolkit offers practical guidance on event planning that is relevant to gardening projects, allotments, schools, resident’s groups and community food organisations. The toolkit is based upon NVA’s experience of delivering Glasgow Harvest celebrations in community gardens in 2010 and 2011. It is not exhaustive, but we hope it will give you some useful pointers when you are considering the practicalities of organising your own local food sharing event. Some of the information provided is specific to Glasgow but many of the topics covered will be relevant to groups throughout Scotland.
ACKNOWLEDGEMENTS: Thanks to everyone involved in Glasgow Harvest 2011 for their feedback, ideas and expertise, all of which have gone into creating the Toolkit. Designs and images of the Community Dining Table at Kennyhill Community Allotments, and Jam Session poster courtesy of Pidgin Perfect (www.pidginperfect.com)
Supported by:
Glasgow Harvest event images by Neil Davidson (www.stillsman.co.uk) Toolkit written by Clementine Sandison, Glasgow Harvest 2011 Project Manager, NVA Toolkit designed by James Quail (www.jamesquail.co.uk)
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GLASGOW HARVEST TOOLKIT
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Overview of SAGE and Glasgow Harvest
SAGE (Sow and Grow Everywhere) works with new and experienced growers to create and connect vibrant food growing spaces, community gardens and temporary landscapes on derelict and vacant urban land in Scotland. We act as a region wide network hub for organisations active in community food growing and work closely with local food and community health partners to deliver a range of projects that encourage and support a step-up in urban food production. www.sowandgroweverywhere.org
The three main outcomes of SAGE (Sow and Grow Everywhere) are: To stimulate local food production To engage communities in growing as a social activity To open up land for food production and community use Glasgow Harvest was developed as part of the SAGE strategy to celebrate local food production and bring people together to enjoy the fruits of their labour. The vision from the beginning has been to create a model of celebration that community groups could develop and deliver for themselves. www.nva.org.uk 2
GLASGOW HARVEST TOOLKIT 2. Overview of SAGE and Glasgow Harvest
Glasgow Harvest 2010 In 2010 NVA established the inaugural Glasgow Harvest using the Hidden Gardens as a meeting point and inspiration to curate work from a range of artists related to food production. Schools across Scotland took part in the Great Scottish Double-Rubble Chip challenge, a competition where they grew their own potatoes and came with cooks to see who could make the best chips. An illuminated Jam wall was constructed with 50 colours of donated marmalade and fruit pots. Allotments and community growing projects from every part of the city came and made enough soup to share with over 1,000 people. Unusual containers were used to display all manner of plants and vegetables, the winners walking away with cash prizes after public votes were cast for the most creative re-use of an object or receptacle. The festival offered many imaginative ways of working with and encouraging people to further develop food growing as an active part of their lives. ‘Home-grown’ food production was highlighted as a vital, playful and innovative act that’s open to anyone. Moving forward from the first Glasgow Harvest celebration in 2010, it was recognised that holding just one central event made it challenging to reach out to communities dispersed across the city, particularly people who had little or no contact with food growing. Therefore, in 2011 NVA sought to work in partnership with four community gardens in the South, East, North and West of the city to host local Glasgow Harvest celebrations aimed mainly at people living locally, but open to anyone with an interest in food.
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GLASGOW HARVEST TOOLKIT 2. Overview of SAGE and Glasgow Harvest
Glasgow Harvest 2011 Each of the four local Harvest celebrations featured live music, communal cooking, food sharing, jam and chutney tasting, workshops and competitions. NVA commissioned four artists to develop new work inspired by food and by working with local communities at each garden. A community engagement programme encouraged local schools, growers and groups to take part through a series of creative container workshops, jam making sessions and participatory arts workshops. Glasgow Harvest 2011 aimed to increase people’s enthusiasm for local seasonal food and highlight ways they could get involved in community growing opportunities in their area. Sustainability was a key consideration when planning the events. We used renewable energy where possible (including a wind turbine, solar panels and a unique wood burning stove water heating system), composted vegetable waste, and promoted group cycle rides and public transport routes. We also worked closely with Glasgow Transition Support who presented a series of practical workshops at the events exploring ideas about how to develop a more connected and resilient food system for Glasgow.
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GLASGOW HARVEST TOOLKIT 2. Overview of SAGE and Glasgow Harvest
Highlights of Glasgow Harvest in 2011: • Approximately 1500 people in total attended 4 events hosted by community gardens over four weekends. • At least 80 volunteers helped to make the events possible, from helping with the design and planning of the events to cooking and running activities on the day.
“ Hundreds of people, happy in the rain, stuffing their faces with healthy fabulous food!” Woodlands Community Garden volunteer memory of Harvest West
• 4 Glasgow-based artists were commissioned to create new work • 92 people from a range of ages and backgrounds took part in community workshops facilitated by the artists leading to the creation of a unique artwork for each event. • 2 of the art works were permanent and will leave a lasting legacy – a community dining table in Kennyhill and brick pizza oven in Woodlands. • 247 pupils from 7 primary schools participated in Creative Container workshops • About 300 people took part in seed packet origami drop-in workshops held in pop up locations throughout the city in the lead up to the events
“ I’ve lived here for years and never been inside the allotments before” Member of the public at Harvest East
• 35 homemade vegetarian dishes were contributed by the public to the food sharing tables • About 400 pieces of pakora, 12 large pots of soup, at least 50 cakes, a wide range of curries, risotto, and salads were made using locally grown vegetables
“ It was nice having lots of people coming to see what we’re doing in the garden, it was great exposure. There were lots of smiley faces and people asking ‘when did this get here?’”
• 150 tattie scone rolls were made at Harvest North • Over 90 pizzas were made and shared at Harvest West • 150 new people signed up to the mailing list at Woodlands Community Garden and several new people enquired about plots at Kennyhill Community Allotments. The Concrete Garden reported increased interest in their community growing projects and volunteering.
Concrete Garden volunteer
• 89% of people surveyed at the events said that Glasgow Harvest had encouraged them to grow their own food next year
F or more information on Glasgow Harvest 2010 and 2011, including images and videos, visit: www.nva.org.uk
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GLASGOW HARVEST TOOLKIT
3
Development -Vision, outcomes and partnerships
DEFINING YOUR VISION Glasgow Harvest is an idea that has a clear set of values underpinning it, but it is also adaptable to the needs, expertise and aims of the communities who wish to adopt it. Before you embark upon organising your own local food celebration it is useful to consider: Who you could involve in the planning? What your group/organisation wants to achieve? What difference you want to make in your neighbourhood or community? Here are a few possible examples of why you may wish to hold a food celebration: To help your growing project become more sustainable by raising the profile of what you do and getting more volunteers involved o reach out to a particular age group or T community who are not already engaged in food growing To bring together other growing projects and develop a local partnership to encourage more people to grow their own o change food culture and encourage people T to introduce more seasonal local produce into their diets To build relationships with local businesses so that they change their sourcing policies and offer more seasonal food on their menus Being clear about your key priorities (outcomes) and agreeing these with everyone involved will make the planning process run smoother. This means that members of your group, partners and volunteers will all be working towards a shared vision. It is also worth thinking about how you will know if you have achieved your outcomes (outcome indicators) and how you will gather this information. 6
GLASGOW HARVEST TOOLKIT 3. DEVELOPMENT
Outcome focused planning There are some great models available which can help with the planning and evaluation process. The language of ‘outcomes’ and ‘indicators’ can sometimes seem loaded with jargon, but it’s essentially about asking a series of questions to help you define what you want to achieve and decide how you will measure success. Using an outcome focused approach will make it easier to demonstrate the impact of your event to funders, policy makers, partners, and the public. It is definitely worth the time and effort!
The LEAP framework (Learning, Evaluation and Planning) is based on a cycle of 7 simple but important questions that you can ask at the start of the planning process:
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HAT IS THE NEED WE ARE TRYING TO ADDRESS? W For example: We know that many people in our local community have poor diets and that not many people have access to growing space
2
HAT SPECIFICALLY NEEDS TO CHANGE? W More people know about our growing project and therefore have better access and support to grow their own produce. People eat more fresh fruit and veg.
3
OW WILL WE KNOW IF CHANGE H HAS TAKEN PLACE? Increase in number of people involved in growing project (e.g. by signing up for raised beds or volunteering). Positive feedback from participants on the benefits of taking part and any changes made to diet.
4
HAT WILL WE ACTUALLY DO? W Hold a Glasgow Harvest celebration to get people excited about seasonal produce and organise community engagement activities to reach out to people who aren’t already involved in the growing project.
5
OW WILL WE MAKE SURE WE’RE DOING H IT AS PLANNED? Keep track of the number of people engaged through workshops or that attend event and find out if these activities have had an impact on diets or attitudes to food. Monitor how many new people have joined the growing project.
6
OW SUCCESSFUL HAVE WE BEEN AND WHAT H HAVE WE LEARNED? Analyse the information collected to see if our activities have addressed the identified need and if any change has happened. Reflect on things that could have been done differently.
7
HAT NOW NEEDS TO CHANGE? W Consider what to do next - do we want to hold another event or run more workshops? Do we want to try a new approach or focus on a different need?
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GLASGOW HARVEST TOOLKIT 3. DEVELOPMENT
Partnerships Developing strong partnerships from early on will make it easier to deliver your event and might result in your celebration having a wider community reach. For example: • Partnering with other growing projects or environmental groups in your area that are working towards the same goals means you can spread the workload and also increase the expertise available to deliver your event.
Useful resources For more information on LEAP see: http://www.scdc.org.uk/what/LEAP/
• Working in partnership with local community organisations who are not involved in gardening can help you to reach out to new people.
For support in developing your Aims and Outcomes see: http://evaluationsupportscotland.org.uk/ downloads/SupportGuide1.1 ClarifyingAims Jul09.pdf
• Gaining the support of your local councillor, Council Events team or Parks Department can be of benefit particularly when you are negotiating licensing issues or need support accessing public parks or other council land for your event.
For support in developing Outcome Indicators see: http://evaluationsupportscotland.org.uk/ downloads/SupportGuide2.1 Developingindicatorsjul09.pdf
In all cases it is a good idea to be clear about the roles and responsibilities of partners by creating a partnership agreement, or at the very least keeping a written record of meetings to confirm what each partner has committed to.
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Planning - Creating an action plan, insurance and licensing
Lead Time
Creating an Action Plan
“ Having sufficient time to plan, fundraise, market and implement the event ‘action plan’ is a critical issue. Never underestimate how long the process can actually take…. Think carefully about the size and complexity of the event, the resources and funding that are required, as well as the time needed for effective promotion. Be generous and realistic in your estimate and consult with all project partners to ensure the time scale is suitable to them. Remember that factors out with your control may reduce organisational time (i.e. public holidays, holidays to be taken by key team members, illness, etc) so it’s a good idea to build a contingency into every element of your plan. As a general guide, successful smaller events will require at least six months lead-in time”
There are many different ways of creating an action plan and you might already have a format that you feel comfortable with. The following sample action plan covers the key tasks required to organise a Harvest celebration and is laid out in an 8 month time frame March-October, which fits with the growing and harvesting season. Bear in mind that securing funding can sometimes take up to 6 months and may affect your ability to deliver a large scale event within the 8 month timescale offered. Of course, you can start smaller in your first year and work towards a bigger event in the following year!
Event Management: A Practical Guide, p. 9-11 http://www.eventscotland.org/funding-andresources/event-planning-resources/eventmanagement-a-practical-guide/
TOP TIP When deciding on a date, check it doesn’t clash with any other local events and let people know as soon as possible. Register your event on the SAGE website: www.sowandgroweverywhere.org
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GLASGOW HARVEST TOOLKIT 4. planning
Development
Colour Key:
Planning and implementation
Event
Event / Production
Quotes from suppliers / insurers
Develop fundraising strategy
Financial / admin
Evaluation Community Engagement
Carry out site mapping
Marketing
Creative Development
Identify equipment / facilities required
Register event with SAGE
Finalise copy
Start drafting copy
Apply for license (if required)
Funding and budget confirmed
Compile/update mailing lists
Submit funding applications
Create budget
Speak to key partners /stakeholders
Plan community engagement strategy
Get volunteers / local growers on board
Create a veg growing plan for event
Develop partnerships
Develop vision and outcomes
Write artist brief
Promote cooking stalls to groups
Develop event design (ongoing)
Advertise Artist’s brief
Book Autumn school workshops
Social media
Book all equipment
Confirm music technical requirements
Design publicity materials
Book music / bands
Send press release to nationals
Monitor spend (ongoing)
Creative Container workshops
Book first aiders (if required)
Recruit event staff / volunteers
Order materials / consumables
Request valuations of equipment
Write health & safety event plan
Send event details & risk assessments to insurers
Print publicity materials
Write risk assessments
Artist workshop
Social media updates
Create staff/volunteer rota for event
Press follow up
Flyering at local events
Creation of design elements/signage
Distribution of publicity materials
Send press release to locals
Buy cooking ingredients as required
Artist workshop Artist workshop
Press follow up
Invite local cafes to take part
Jam making workshops
More local distribution
Future fundraising strategy
Write funders reports
Collate evaluation
Make payments to suppliers
Artist workshop
Return equipment
EVENT
Schools workshops
Run evaluation focus groups
Final preparations / installation
Gather feedback from schools/partners
Social media updates
De-brief with staff/volunteers
Cookery workshops
Reflect on successes / challenges
Finalise event design
Recruit event workshop leaders
Plan evaluation methods
Event Programme finalised
Artist selection
Gather suitable publicity images
Start developing event programme
SAMPLE ACTION PLAN March
April
May
June
July
August
September
Oct
Future planning
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GLASGOW HARVEST TOOLKIT 4. planning
insurance Public Liability
this covers you against claims made by the public who attend the event. Premiums are based on many factors including the size and profile of the event, type of audience, etc. Levels of cover vary depending on your needs so it is imperative that you discuss your requirements fully with a broker. The level of cover usually required for events ranges from £2 million to £10 million.
Employers Liability
if you have one, your existing office policy may cover you and your staff when you are in the office, but it may not cover you when on site during the build up/take down or the live event. It is also unlikely to cover occasional staff, crew and volunteers who work at the event. You may therefore either need to extend the existing cover to include additional personnel and time or take out another policy specific to the event. The level of cover and premium often depends on the number of staff, the payroll and duties. Note: ensure that all freelance staff and contractors carry their own insurance and make this a condition of your contract with them.
Event Equipment & Property Cover
when you hire equipment for an event it is likely that insurance is not included in the hire charge (always check this with suppliers). Some companies offer this service based on a percentage of the hire charge, which you can opt to take. If this service is not offered or if you choose not to take the cover with them, it is imperative you insure any hired equipment from the moment you take delivery until it is collected after the event. Also, don’t assume that any equipment you take from your office to the event site is covered by your office policy. You’ll need to provide a schedule of all the equipment in question and its replacement value to your broker… The premium tends to be a percentage of the total figure. Check the excess on the policy as the replacement cost of some items covered may be less than the policy excess.
Extract from: Event Management: A Practical Guide, P. 107-108 http://www.eventscotland.org/assets/show/779
Insurance companies will require information about your event including a Health and Safety Policy, Risk Assessments and valuations of any equipment at least 1 month in advance of your event. If you already have Public liability or Employers liability insurance get in touch with your broker to discuss the details of your food celebration and the cost of any extra cover that’s required. If your group does not have any insurance there are short term packages that can cover one-off events and projects. See Suppliers list.
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GLASGOW HARVEST TOOLKIT 4. planning
Public Entertainment License There is a proposed change to legislation in Scotland which means that from 1 April 2012, ‘community events such as local festivals’, ‘exhibitions’ or ‘public shows’ may require a Public Entertainment License even if there is NO CHARGE for the entertainment or use of facilities. Glasgow City Council has stated that the following types of venue/event are still exempt: Gala days, fetes and outdoor events of a similar small scale nature Church halls School halls There is no mention of allotment or garden open days so it is unclear whether these would qualify as ‘gala days, fetes and outdoor events’ and therefore be entitled to exemption. For more info see: http://www.glasgow.gov.uk/NR/rdonlyres/57F0A7CC-ADC8-4798BC8B-9E7A5C97F9F0/0/BriefingNotePEL.pdf
The Council’s Licensing team can provide general guidance on the licensing process but will not provide legal advice on whether events require a license under the new legislation. If you think that your event can not be described as a gala day or fete and might require a Public Entertainment License, it will take a MINIMUM of 6 weeks for your application to be processed. The change in legislation is being vigorously debated so be sure to check for up to date information on licensing fees and exemptions. Contact: Licensing Section, Glasgow City Council Tel: 0141 287 4812, Email: LicensingEnquiries@glasgow.gov.uk Web:http://www.glasgow.gov.uk/en/Business/ Licences/Entertainment/ApplyforPublicEnt.htm Follow the campaign against the introduction of new license fees at: http://www.change.org/petitions/scottish-councils -scrap-public-entertainment-licence-fees?
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GLASGOW HARVEST TOOLKIT
5
Creative – designing your event and working with artists
The value of good design Thinking about the design and layout of your space will help to make your event safe and accessible for the public. Taking some time to consider the design also creates the potential to transform your celebration into a stimulating, inspiring and exciting experience for new people who have never visited your garden space before Having the expertise of designers has brought a unique quality to Glasgow Harvest that distinguishes it from many other garden open days or horticultural fairs. In 2010 NVA worked with theatre designer Kai Fischer to inform the design and staging of the event at the Hidden Gardens in which a series of art works, competitions and food sharing activities animated the space.
In 2011 NVA worked with Collective Architecture to develop a visual design language for Glasgow Harvest that would create continuity between the four events while recognising the unique features of each garden and the four commissioned art works. The first stage of the design process involved site mapping, some of which was practical and focused on issues such as access routes and facilities (for full information on site mapping see section 6) but other parts of the process were more creative. Collective Architecture developed design solutions to the challenges of working on four different outdoor sites which led to them commissioning bespoke design elements such as the colourful petal shelters. You may not have the budget to work with a designer, but if there is any design expertise within your organisation or amongst your volunteers then try to make use of it. Rather than thinking of your Harvest celebration as an event, it can help if you think of it as a performance or an interactive journey. Think about how people will enter your site, where their eyes, ears, and nose will lead them, how they will be guided and what they will experience along the way.
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GLASGOW HARVEST TOOLKIT 5. Creative – designing your event and working with artists
INTERVIEW WITH JUDE BARBER FROM COLLECTIVE ARCHITECTURE Collective Architecture were commissioned by NVA to provide Event Design for Glasgow Harvest 2011 Can you tell me a bit about Collective Architecture? Collective Architecture is a practice of 27 people based in Glasgow that was started around 15 years ago by Chris Stewart. We’re an architects’ practice structured along co-operative principles where all employees have equal financial and intellectual share of the company. Our work hinges around a collective ethos which is: identify, collaborate, participate, sustain and deliver. We do all sorts of projects, mainly within the social housing sector, but what’s really good is that we are able to do a lot of public and socially based projects as well - ranging from master planning through to small bespoke lighting projects and exhibitions. Why is good design important? It brings a kind of intangible joy to your life. You shouldn’t really be able to see the design work that’s gone into creating a wonderful space or an event. You should just know that it feels warm, welcoming, easy to navigate around, visually pleasing and environmentally fantastic. What’s the value of working with artists? Creative collaboration adds a huge strength to any project. I really enjoyed seeing the way the various artists approached Glasgow Harvest – they brought a freshness and particular way of seeing to the project. I would recommend wholly that organisations who want to work with artists allow them the freedom to explore ideas and push boundaries, and do not try to determine what the end product should be. The process of dialogue and creative development in the lead up to the events was a source of constant surprise and pleasure.
How did you approach the event design of Glasgow Harvest? Each garden was so different in its nature. The sites ranged from a massive open space at Urban Roots through to a very established allotment site at Kennyhill. The first practical task was to look at the constraints and opportunities that each site offered, and at the same time balance that with the aspirations of NVA and the communities involved whilst working to a tight budget. We wanted to ensure that Glasgow Harvest could be read as one celebration held across a number of different and unique gardens. We developed the idea of a kit-of-parts that could be applied in a number of ways. A series of items were used at each site that allowed people to find routes around the space through visual markers such as the flags, information point and flower shelters. We also thought about how the audience would flow through the space, so the position of the music and cooking stalls was used as a natural draw to people and we created sheltered social spaces where people could gather. Do you have a handy tip to share? Time – never underestimate how much time it takes to organise an event. Good planning - any group looking to plan an event needs to designate a person or small group to co-ordinate everything. What did you learn from being involved in Glasgow Harvest? Whilst I’ve always been supportive of food and growing initiatives in principle, I thought of gardening as something other people did. To see this in practice and to see how it might form part of everybody’s life, even in dense inner city settings, has been a revelation. Glasgow Harvest demonstrated many of the aspirations that exist within the design community and within government policy concerning communities working together, using what you’ve got to the best of its potential and about the benefits of having access to greenspace and growing opportunities.
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GLASGOW HARVEST TOOLKIT 5. Creative – designing your event and working with artists
The value of working with artists
FESCO THE GIANT, an interactive puppet performance by 85A at Urban Roots
You may already have lots of experience working with artists and recognise the value this can bring. Many organisations employ artists to deliver workshops but often do not have sufficient funding to provide paid time for research and development. The four commissioned artists for Glasgow Harvest 2011 were working towards a defined goal a participatory public event with food at the heart of it. They were given a brief to engage with communities and use local food as inspiration, but they were open to interpret this how they wished.
Potato gift bags, bunting and digitally printed tablecloths by Rachel Mimiec at The Concrete Garden
Community Dining Table by Pidgin Perfect at Kennyhill Community Allotment
Pizza oven and spinning competition by Stephen Skrynka at Woodlands Community Garden
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GLASGOW HARVEST TOOLKIT 5. Creative – designing your event and working with artists
Creating an Artist brief
How to commission artists
In writing an Artist brief it is worth considering what your expectations are, if you have the resources for an artist to achieve them, and how much freedom they will have to develop their own ideas.
If you have sufficient time we recommend putting out an open call for submissions which creates greater opportunity for artists from a variety of disciplines and those at different stages in their career to apply. Putting out a call for submissions involves advertising your brief, requesting short proposals or applications and then making a selection based on interviews /meetings with your short-listed candidates.
Are you expecting an artist’s work to be: Permanent or temporary? Performance, exhibition, or installation? Process-driven or with an end product in mind? Created by community participants or created by the artist?
Places you can advertise for free to recruit artists: Central Station – a creative social network for artists of all disciplines. Email: hello@thisiscentralstation.com
You don’t have to make a choice between these options but it can help to have an open dialogue with the artist about their approach to creating work and any expectations that either of you may have. Be clear about specific activities you wish them to deliver such as the number of community workshops.
Creative Scotland – lists job vacancies, arts events, training and other opportunities within the creative sector http://opportunities.creativescotland.com/
Workshops You can also recruit artists to deliver a programme of community workshops in the lead up to your event and on the day. For communities who do not have any previous experience of gardening, artists can develop a variety of different activities that offer creative ways of getting people talking about food growing. More info on developing an event programme in section 7 More info on creative ways to get communities involved in section 11
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GLASGOW HARVEST TOOLKIT 5. Creative – designing your event and working with artists
Guidance on rates of pay for Artists from the Scottish Artists Union SAU Rates of Pay 2009 - 10 Rates of Pay should apply to a wide range of freelance and short contract employment from consultancy work, project planning and development, to all aspects of workshop delivery (set up, execution, clear up) and other freelance activity. Rates exclude artist’s expenses for a specific project and VAT where relevant. Hourly Rates: £19.00 p/hr new graduate artist £25.00 p/hr with 3 yrs+ experience £30.00 p/hr with 5 yrs+ experience Sessional Rates: £150 p/day (£ 75 p/half day) new graduate artist £200 p/day (£100 p/half day) with 3 yrs+ experience £250 p/day (£125 p/half day) with 5 yrs+ experience The variations in rates relate to qualifications/experience, which are defined by ‘years as a working artist’, and would be evidenced by a professional CV, indicating the artist’s art world track record and/or unique attributes. These Typical Rates of Pay are provided for guidance purposes, artists are at all times free to negotiate rates of pay different to those set out above. Rates assume appropriate professional conduct by Artist. Full guidance document available at: www.sau.org.uk/admin/uploadedFiles/SAU%20Rates%20 of%20Pay%202009-10.pdf TEMPLATES Sample Artist Brief Sample Artist’s contract
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GLASGOW HARVEST TOOLKIT
6
Site Mapping
Site mapping is an important activity which will help to inform the scale of your event (e.g. how many people you can accommodate), where things will go and how you will animate the space in a safe and accessible way for the public Site MAPPING
Description
ISSUES TO CONSIDER It is best to try and source a plan of your site. Scaled maps are not always necessary, but are useful for planning an event.
Maps
If you don’t have plans to hand, Ordnance Survey maps for any area can be sourced through the Mitchell library for a small photocopy fee. Alternatively, an electronic version that can be manipulated can be provided at a cost (around £40) through digital mapping companies such as Masonmaps http://www.masonmap.com/shop/browse.php
Site plans (to scale) or aerial photos to assist with planning the event
GoogleMaps also have scaled aerial photographs that are useful for drawing over as a base plan and would be adequate for most events http://maps.google.co.uk/
Entry points
It is important to establish the main access points into the site (eg. primary, secondary, fire access only) to consider how people who are less familiar with the site will enter/exit. Local building control officers or Council Events Teams can assist with this.
Doors, gates, pathways and roads into the site
See suppliers/contacts list
Parking / access
Consider the way in which people arrive at the site by vehicle and how they might be directed to the site during an event. Establish whether neighbouring sites will be affected and how to minimise disruption. It is advisable to notify your local Council Events team of the event and they can advise or assist. It is possible to make your own temporary signs to direct traffic or road closed signs and crowd barriers can be hired.
Any vehicular or bike parking and access points on or around the site
See suppliers list.
You need to take into consideration the number of people that will be attending the event and establish how many toilet facilities are required and how people might escape from the site in the event of a fire or accident.
Attendance / capacity
The number of people you anticipate will attend the event at any one time.
The Event Safety Guide (Scotland) provides guidance on capacity and other safety issues: http://www.hse.gov.uk/pubns/books/hsg195.htm You should allow 0.5m² for every person at an event. For example, if your garden has 75m² of open space (do not count space taken up by pots or raised beds), the safe capacity of your site is 150 people.
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GLASGOW HARVEST TOOLKIT 6. SITE MAPPING
Site MAPPING
Description
ISSUES TO CONSIDER
Fire escape
The route or routes that people would take to escape from the site in the event of a fire or emergency
Establish a plan of escape from all areas of your site allowing at least 2 routes from all areas. This can be discussed with your local Council Events team.
It is important to try to direct or manage how people will arrive and move around the site. People are naturally drawn to music, food, tents and signs. Plan to spread activities out around the site to prevent overcrowding and make space for areas where queues may form, for example at a food or tea stall.
Movement through site
How people will move around the site during the event
Be aware of ground surface/level around the site and consider if this will have any impact on the position of activities, equipment or public access. Flags, signs, blackboards, balloons, noises and chalk markings on the ground are cost effective ways of highlighting directions and routes.
Shelter
Taking into account how people will shelter during bad weather is a huge consideration when planning an outdoor event. Placing music and cooking under open cover is essential to protect flames/ equipment. Sheltered places to eat and gather are also beneficial.
Taking bad weather conditions into account
Hot water is required for hand washing and dishwashing. If this is not available on site then facilities to provide this will be required.
Water
Hand washing/dishwashing areas
See suppliers list. Drinking water should also be made available for staff, volunteers and the public. Scottish Water may be able to donate bottled drinking water to your event.
Power
Music will require generators/renewable energy supply or an extension to an existing mains supply within the site. Safe route will need to be planned for both these options and the siting of these activities requires careful consideration. You need a 10m² exclusion zone for a wind turbine. Contact Urban Roots for more info – see suppliers list
Power to any music /cooking
Deciding on the position of different activities will depend to a certain extent on other factors that have already been mentioned such as water, power, shelter etc.
Activity areas
If you have access to mains water or an indoor kitchen it makes sense to locate any food activities or cooking as close to the water source as possible. A music area needs to have shelter and be accessible to mains power or you need to factor in a roped off space for a generator or renewable energy.
Where you position different activities such as food stalls, workshops, music
If you are trying to create a journey around the space, think about how you can dot different activities along the way. Think about public safety (particularly if you are setting up cooking stalls) and consider how children will move around and if there are safe areas for them to play or take part in activities. Consider where people will gather and if there will be seating and tables available for people to eat.
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GLASGOW HARVEST TOOLKIT 6. SITE MAPPING
Site MAPPING
Hygiene / toilets
Description
ISSUES TO CONSIDER
Temporary toilet facilities for a large number of people
Sufficient toilets will be required for the day of the event. Having separate male and female toilets is recommended along with accessible toilet facilities for wheelchair users. If your site does not have adequate facilities, temporary toilets can be rented for the day. See suppliers list. Roughly speaking you should provide at least 1 toilet for every 120 people attending an event.
Signage
Visitors to the site may not be aware of all the activities that have been planned or where they are happening. Sandwich boards, flyers, arrow signs etc help people find their way without having to ask too many questions on the day. Blackboard paint (best sourced on internet) can be applied to mdf, or better still marine grade ply, to make sandwich boards or signs that can be written on through the course of the day.
Signs to assist with finding things on site
It is worth contacting the local Police station or community safety teams at least a month in advance to let them know what is planned and invite them to attend.
Safety / Security
If you think you might need to consider any alterations to roads or require a designated Police presence, Strathclyde police can provide officers in pairs at an hourly rate of around £50. This can be arranged at the following email address: Adiv.DCUOpsPlanning@strathclyde.pnn.police.uk
Local police teams
You need to plan how waste will be collected, separated and disposed of at the end of your event. You could provide different coloured bins for the separation of compostable materials, recycling and general waste, but from our experience you need to have someone managing this throughout the event. Often people do not pay attention to signs on bins and some sorting is likely to be required.
Waste
Recycling, composting and disposal of waste
You could consider creating a ‘waste station’ where people have to bring all their empty plates and other rubbish where it can be sorted directly and with supervision rather than leaving bins dotted around the event. If you do not have composting or recycling facilities on site it is worth arranging for collection (for a small fee). See The Reclaimer in Suppliers list.
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GLASGOW HARVEST TOOLKIT
7
Event Programme
Once you have a clear vision of what you want to achieve by holding a Harvest event (section 3) and have become familiar with the opportunities and limitations of your garden space through site mapping (section 6), you are ready to develop an event programme for your Harvest celebration.
Tasting Station
T OP TIP: Make sure that your event programme is realistic and achievable. If you do not have time to do a lot of fundraising, consider what activities can be delivered with the skills you already have within your group. It might be worth holding a skills sharing session to find out what time and expertise people can offer.
FOOD AND COOKING Food sharing has always been at the heart of Glasgow Harvest
The core activities of Glasgow Harvest 2011 focused on food sharing, cooking stalls, a tasting station, creative container competition, live music, art work and a range of practical workshops and drop-in activities.
• Cooking stations – stalls were set up for community groups, allotment growers, or chefs from local cafes to cook using seasonal produce and offer tasters to the public
ere are some suggestions for possible activities, H but you may be able to think of others!
• Tasting station – offered a selection of Scottish cheese and oatcakes. The public were asked to bring jars of home-made jam and chutney to donate to the table. • Food sharing table – the public were asked to donate a vegetarian dish to the food sharing table. • Tea and cake stall • Smoothie stall with blenders powered by pedalling bikes • Apple pressing and juice tasting
Cooking Station
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GLASGOW HARVEST TOOLKIT 7. Event Programme
COMMISSIONED ARTWORK
WORKSHOPS
The art work created for Glasgow Harvest 2011 was unique to each site and included elements of performance, temporary installations and permanent work. If you have commissioned an artist to create work for your Harvest celebration, consider how it will feature as part of the day. For example, at Harvest West, the pizza oven became the focus of a pizza spinning competition judged by a local chef creating cross over between a food sharing activity and a performance.
There’s such a wide variety of activities that can get people excited about local food growing or improve their growing skills. Here are a few ideas: • Decorating pots and sowing with seeds to take home • Window box gardening • Origami paper seed packets • Making your own grass heads with old tights • Making seed bombs using clay or other biodegradable materials • Paper making • Scarecrow making • Painting with natural dyes/paints made from veg • Composting and learning how to make a wormery • Biodiversity or butterfly trails • Local food mapping / skills sharing in your area • Cookery workshops / demos • Gardening advice surgeries
MUSIC / PERFORMANCE At Glasgow Harvest 2011 local bands were booked to play in slots as part of the programme. There could be other types of performance – choirs, poetry, theatre, puppetry, dance - but bear in mind that it can difficult to drag people way from the food. From our experience, there tends to be a steady flow of people throughout the day rather than a focused audience.
TOP TIP: At Glasgow Harvest 2011 it was very challenging to get people to participate in scheduled workshops that lasted longer than half an hour because there was so much going on and people tended to gather around the food or music. Short drop-in activities like making seed bombs or composting demos worked better than longer focused workshops. Questions to ask when planning your event programme: • Are there suitable activities for certain target groups (eg. children and families)? • How will people engage with activities (drop-in, or scheduled workshops)?
COMPETITIONS
• Do you have someone that can compere or make announcements?
For the Creative Container competition, people were asked to plant up an unusual object and bring it along on the day. These were displayed and voted on by the public using sticky dots. The prize was a veg box or gift voucher from a local business. There are many other activities that could be turned into a competition including best jam or chutney, prize marrows etc.
• Are you pitching activities at growers who already have knowledge of gardening or at people who are new to it (or both)? • How will people find out more about your project or about other allotments and gardening community gardening opportunities in the area? (eg. community notice board, sign up to a mailing list) • Who will be co-ordinating evaluation activities and gathering feedback?
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GLASGOW HARVEST TOOLKIT
8
Budget
A huge amount can be done on a tiny budget with the support and expertise of volunteers, but it is also worth recognising the value of being able to offer paid employment to artists, designers and other freelance professionals.
Below is a sample budget for delivering a local food celebration similar to one of the Glasgow Harvest 2011 events. We hope this will help to provide a rough indication of the budget for delivering an event of this scale. This is only intended to show approximate costs and you should request quotes from suppliers and consider what inkind support can be offered by your local council, private businesses and community partners.
Key considerations which affect your budget:
The sample budget does not include:
•A vailable on-site facilities eg. power, water, kitchen, toilets • Staff and volunteer capacity to support the event • In-kind support of partners and local businesses • The size and ambition of your event • Timescales for fundraising
• Project Management, marketing and administrative support provided by NVA • Site mapping and event design provided by Collective Architecture • Bespoke equipment designed for Glasgow Harvest (eg. flower shelters, wooden benches, blackboards and creative container stands) which worked out at around the same cost as hiring marquees for all 4 events • In-kind support provided by the staff and volunteers from each host garden • Programme of community engagement workshops in lead up to events • Cycle leaders • Storage and van hire • Road closure (which may need to be considered in certain cases), hire of parking bays and crowd barriers • Volunteer expenses
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GLASGOW HARVEST TOOLKIT 8. BUDGET
AREA
Description
BUDGET
NOTES
Insurance
Public Liability Insurance, Employer’s Liability insurance (if required) and equipment insurance (for any rented equipment)
£200
This is a nominal figure. If you already have public liability insurance you should speak to your broker about the proposed event and get a quote for cover
Marketing
Design fees, print, and distribution of flyers/posters
£1500
This figure depends on what printed materials you require and how widely you need them to be distributed
Artist Commission
Research, delivery of 4 community workshops, creation of work for event and materials costs
£2700
In this case, artists managed their own materials budget and had a set fee, rather than a daily rate. For more info on artists rates see table on page 17
Production Manager
2 days prep, 1 day event Planning and overseeing technical requirements and operating PA system
£450
Production Manager rates vary
Crew
2 people x 1 day
£200
Required if there is a lot of equipment to move and set up on the day of event
Stewarding
1 Head steward (Rate £15 p/hr) managing rota and staff, and 5 stewards (rate of £10 p/hr) who managed the different activity stations.
£420
The need for stewarding depends on audience capacity and nature of the event. Volunteers can also take on stewarding responsibilities if given adequate training and support.
Cookery Facilitators
3 cookery facilitators / chefs with relevant experience and food hygiene qualifications (at rate of £100 p/day)
£300
You may not require 3 chefs, but it is a good idea to make sure you have someone with a food hygiene certificate overseeing food preparation
Shelter
Marquee hire, purchase of gazebos
£1000
Depends on size and requirements
Portaloos
2 x £80 p/day
£160
Required if no toilet facilities available nearby
Technical equipment
PA hire, cabling, small staging
£300
Depends on band requirements
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GLASGOW HARVEST TOOLKIT 8. BUDGET
AREA
Description
BUDGET
NOTES
Materials and Consumables
Cooking ingredients, cheese and oatcakes for tasting station, cleaning materials, compostable plates, cups
£350
We spent £100 on Scottish cheese and oatcakes at each event and this was a huge draw!
Catering equipment and furniture
3 double gas rings, pots, pans, utensils, 20 tresle tables etc.
£400
Cost based on having 3 cooking stalls catering for around 300 people over 4 hours
Renewable energy
Wind turbine, solar panels, with technical assistance if no mains power available
£250
Urban Roots offer this service and price depends on scale of event and income of organisation. (£150-£500)
Hand washing
Wood burning stove hand washing system with technical support
£200
You can hire portable handwashing units but they require a mains electricity supply or generator
Entertainment
Bands, workshop leaders and materials
£600
Depends what you require and if local groups or individuals can volunteer their time
Documentation
Professional photographer’s fee
£150
This may seem an unnecessary cost, but having high quality documentation is a great way to promote what you do and useful for funding reports. You could also enquire with colleges to find a photography student who would volunteer.
SUBTOTAL
Contingency
TOTAL
£9080
@10%
It is highly recommended that you include a contingency of at least 5%, as unforeseen costs are likely to occur!
£908
£9988
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GLASGOW HARVEST TOOLKIT
9
Funding
Timescales are an important issue to consider when it comes to fundraising. If you plan to apply for funding make sure that the turn around time is realistic and still gives you enough time to organise your event once funding is confirmed (e.g. time to recruit additional staff, commission artists, publicise your event, deliver workshops and so on). Some funders like Awards for All provide small amounts of funding with a quick turn around of 6-8 weeks. Before you write funding applications you will need to have carried out some research and development including: speaking to members of your group or local community, meeting with partners, agreeing on your vision and outcomes, and creating a realistic budget, which all takes time. SAGE has developed a funding toolkit for community growing projects that includes guidance on all the steps involved in applying for funding. This is particularly aimed at groups who are just starting up or who are applying for funding for the first time. SAGE has also produced a Small Funder’s List which gives details of all the funders who support community gardening projects in Scotland. This will be updated quarterly. http://sowandgroweverywhere.org/resources/funding-toolkit
Other resources: GCVS have launched a new funding search tool called First Funding Stop! This resource allows community groups and voluntary organisations to do funding searches using criteria unique to their own organisations. You have to fill in a short registration form to access the service, but it is free to use: www.open4community.info/glasgow
An overview of all (UK wide) funding available at: http://www.governmentfunding.org.uk/page. aspx?SP=243#source3
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GLASGOW HARVEST TOOLKIT
10
Publicising your event -Print, social media and press
Important questions to ask in devising a marketing campaign are: 1 Who do you want to come to your event? 2 Why should people come to your event? (benefits over features) 3 What is the best way to reach your target audience? 4 What resources are available for marketing? 5 Who will take responsibility for co-ordinating the marketing?
Social Media
For Glasgow Harvest 2011 NVA produced A5 brochures, A5 flyers and A3 posters which were distributed around key cultural venues, businesses and train stations by Direct Distribution. Local distribution was also done by staff and volunteers from each community garden. Local distribution is crucial and requires a certain amount of co-ordination, particularly if you are reliant on volunteers to do this.
Social networking is a fantastic tool for communicating with people but only if you have someone with the time and enthusiasm to keep your group’s profile active through regular updates. Facebook and Twitter are two of the most well known forums and many community growing organisations in Glasgow use these so it can be a really good way to reach out to other growers and post info about your events. Flickr is a great tool to share your photos of the event.
If you don’t have a budget for design, you could try asking local colleges if their students might be interested in lending a hand. TOP TIP: An editable version of the Glasgow Harvest poster is available to download for free from the SAGE website. You can insert your own event details into, then print copies yourself or get it printed professionally. (See section 15 for more info about being part of Glasgow Harvest)
Considerations: • Would including a map or directions help people find your garden? • How widely do you want your flyers/posters to be distributed, who is going to do this and how are you going to keep a record of what’s been done? • Make a list of the key streets, shops, churches, community halls, allotments etc. that could display posters • If you have a relationship with local schools, ask if they could distribute info to families in the area • Make a timeline - it’s really helpful to work back from the date of your event to determine when you need to have printed materials ready by. If you are working with a graphic designer you need to factor in enough time for: writing content, developing design, proofing, print and distribution (See action plan in section 4).
You are welcome to post details of workshops or events on the facebook page or twitter feed for SAGE: Facebook: www.facebook.com/sowandgroweverywhere Twitter: www.twitter.com/SAGEglasgow
Word of mouth It goes without saying that word of mouth has a big impact in creating excitement and buzz around an event. Make sure everyone involved in your project tells their friends, family , neighbours and workmates about it. Find out if there are any relevant food events/ farmer’s markets/festivals in your area in the lead up to your Harvest day. Ask volunteers if they can act as ambassadors for the Harvest celebration – go along, spread the word, speak to stall holders and hand out flyers. (See also section 11: Creative ways of engaging with communities)
Press TOP TIP: Getting good press coverage of your event will help make your event a success, and what’s more, it’s free!
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GLASGOW HARVEST TOOLKIT 10. Publicising your event
How to write a press release The heading should be typed in bold and centred. Keep it short, snappy and to the point. First paragraph: Start with a bang. Get the five W’s in straight away – Who, When, What, Where, Why. Following paragraphs: Make your points in order of importance. The second paragraph should elaborate on the first one. You are essentially telling a story, so you must give the reader the full picture. Spell out the facts, give statistics, quote names and numbers of people involved. Quotes: Include a direct quote from the most relevant person involved, it will humanise the story. Keep the quote brief, providing an overview of the event. If writing a quote for somebody else, get their approval before using it. Remember to give the person’s full name and job title. More follows... If the press release goes onto a second page, type “more follows” at the bottom right hand corner and “continued” at the top of the second page. Never split paragraphs or sentences. ENDS Make sure it is clear where your story ends. Contact: Give names and telephone numbers of people a journalist can contact for further information. Notes to Editors: This is your last chance to give journalists details of how they can get copies of a report, photograph or any other information.
Follow up Writing the press release is just the first bit! Don’t assume that sending out a bulk email to all your contacts will guarantee you coverage. You should follow up releases with calls, prioritising the most important outlets. Often the person who is covering the story will not have seen your release and will ask you to resend.
If you send a press release to a generic email address, it’s likely to get lost in the masses of releases received – on average, a regional newspaper’s general newsroom address will get more than 300 press releases per day. It’s ideal if you have a named contact who you think would be interested in what you have to say. It’s fine to ring up first to ask who the News Editor or Producer of a particular radio show is. If you don’t have anyone specific in mind, call the news desk first of all and run the story past someone there. Be as brief as possible, but make sure you get across what makes the story interesting and relevant for their readers/listeners. Email through the press release after your conversation, and try to get the name of the person you spoke to. Make sure you know what you are going to say before you ring up. You will need to be persistent and confident– but remember to be polite and respect the fact that people may be on a deadline. A good site for finding general contact numbers for local media is http://www.mediauk.com. For a daily paper or radio show, it’s best to call a couple of days beforehand, following up the day before you want the piece to appear to check whether the release has been read and if it is of interest. For weeklies, call the week before. Make sure you know when the press day is for a weekly paper, and don’t call them then! Try to avoid calling from mid-afternoon onwards, as most (daily print) journalists will then be on deadline and unreceptive to new stories. For radio, don’t call for five minutes either side of the hour, when the news team will be doing their news bulletins. Listings operate slightly differently – most operate on a three-week deadline so make sure your details go out three weeks before your event. In most cases an email with all the relevant details spelt out clearly, accurately and in full will be fine, and you shouldn’t need to chase it up. Do be vigilant about details they’ve asked for and provide ALL of them, or you may not be listed – e.g. venue telephone number, ticket price, postcode and so on.
Some useful contacts for listings: listings@sundayherald.com events@list.co.uk guide.events@guardian.co.uk life.scotland@ukmetro.co.uk scottishevents@pa-entertainment.co.uk
listings@theskinny.co.uk info@bigissuescotland.com email@undiscoveredscotland.co.uk listings@scotlistings.com events@whatson-scotland.co.uk
A quick Google search will provide you with many more events/what’s on/entertainment/family sites where you can upload information about your event.
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GLASGOW HARVEST TOOLKIT 10. Publicising your event
Sample Press Campaign This press campaign is designed for a large scale festival or event. You may decide that local press is the priority for your event and that sending press releases to national papers or magazines is not necessary.
Event: Glasgow Harvest 1st October 2012 Get Ready Sixteen weeks ahead: Friday 15th June 2012 Create images, press releases, brochures, catalogues and website. Plan marketing strategy. Build media contacts campaigns. Design ads.
Press campaign 1: Long leads Twelve weeks ahead: Friday 13th July 2012 Send press release to glossies: home & interiors, womens’ magazines, art magazines, gardening magazines. Send out feature proposals, book advertising space. Email ‘date for your diary’ for the launch. 75% of glossies work 12 weeks ahead. 85% of art magazines work between 6 and 12 weeks ahead.
Press campaign 2: Medium leads Six weeks ahead: Friday 24th August 2012 Contact all the supplements to the nationals, Sunday papers, monthlies, listings magazines, major regional press. 70% of National Newspaper Supplements have deadlines 4-6 weeks ahead of publication date.
Press campaign 3: Short leads Two weeks ahead: Friday 21st September 2012 Distribute press material to the weeklies, dailies, television news, all the news press, radio, online press, nationals, picture desks and the critics. Send invitations to the launch. Follow-up with reminder emails and call everyone. 90% of National and Regional Newspapers request press releases one to two weeks ahead.
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GLASGOW HARVEST TOOLKIT
11
Creative ways of getting communities involved
We encouraged people to actively participate in Glasgow Harvest by asking them to: • Donate surplus produce they had grown to be turned into soup, pakora, risotto or other delights by cooks on the day • Make vegetarian food to share in the open air meal • Get involved in cooking food on the day at one of the cooking stations • Design and plant up a Creative Container to enter in the competition • Bring a jar of jam, chutney or pickle to the Tasting Station We knew that not everyone would have access to their own produce or the time/money/confidence to cook food in advance so we developed a community engagement programme to encourage them to take part with a bit of support and skills sharing. At the very least these activities got people talking about the events and raised awareness that food growing was happening in their area.
Artist workshops Each of the commissioned artists led a series of workshops either with one core group of people or with a range of different groups. For example at Harvest South 85A worked with a core group of Urban Roots volunteers to design the costumes and props for their puppet performance. At Harvest North Rachel Mimiec led textiles workshops with identified local community groups which helped to introduce new people to the Concrete Garden. This resulted in the creation of colourful bunting and digitally printed tablecloths which were the collective work of many hands.
Pop-up seed activities Two artists cycled around the city with a pop-up stall delivering drop-in activities on the street and in local schools in the week prior to each event. Activities included: making seed sprouting jars, seed packet origami, and creative containers. They gave out flyers and were able to speak to people about Glasgow Harvest.
Creative Container workshops Icecream Architecture delivered a series of Creative Container workshops with schools and community groups that were local to the host gardens. The group supplied their own unusual containers and Icecream Architecture brought along the compost and plants. This helped to encourage children and their families to come along and enter their container into the competition on the day.
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GLASGOW HARVEST TOOLKIT 11. Creative ways of getting communities involved
Jam workshops
What worked well?
Fruit picking trips and jam making workshops were organised by partners to give people the skills to make their own jam which they could bring along to the events. In Kennyhill Community allotment NVA and artists Pidgin Perfect got plot holders on board by making a giant batch of jam together with fruit donated from many different allotments. This offered a chance to talk about the project and involve the plot holders in the planning stages while also making enough jam for everyone to take a few jars home!
• The artists’ workshops allowed a more in-depth involvement for people and a sense of collective participation in the creation of work for the events. • A large number of people donated jars of jam or chutney to the tasting station, which proved to be very popular at the events. • Workshops in primary schools were very effective and resulted in more families coming along and entering the Creative Container competition.
Cooking workshops and recipe sharing
• The food sharing table was the most plentiful at Harvest North due to cooking workshops being held the day before the event.
Hosting a group cookery session can be a great way of getting people together to cook, share skills and exchange recipes. The Concrete Garden held cookery workshops the day before their Harvest event so that volunteers and local residents could prepare dishes for the sharing table. They also gave out veg packs with recipes for people to take home and make for the event.
• The drop-in seed activities on the street were great for raising awareness of the events but probably functioned mainly as a publicity tool
Group cycle rides We set up free group cycle rides with trained cycle leaders to see if it would encourage more people to cycle to the events. There was limited uptake in public rides from Glasgow Green, but it was more successful when cycle rides were arranged directly with an existing group and when the distance was shorter.
31
You may have experience of other community engagement methods and if there is enough interest we will organise skills sharing sessions for groups that plan to hold their own Glasgow Harvest celebrations. (See section 15 for more info)
GLASGOW HARVEST TOOLKIT
12
Evaluation and documentation
This leads on from Section 3 which offered guidance on developing your vision and outcomes. It’s very common for evaluation to be a bit of an after thought, however planning your evaluation in advance will give you valuable information which is useful for more than just funding reports. The process of carrying out evaluation with the stakeholders involved in organising the event and with members of the public who participated will help you to reflect on your work, identify achievements or challenges, and allow you to plan better for the future.
Think about how the information you need can be collected in a simple and accessible way. Below are some examples: WORKSHOP FEEDBACK Before event
How you choose to evaluate your event depends on what you want to learn from the day, what evaluation systems you already have in place, and if there are any specific monitoring requirements that your funders may have.
Gather monitoring information and feedback from any workshops delivered with a group or a school in the lead up to your event. This could be the responsibility of the workshop leader / artist to write up at the end of each session.
SURVEYS OR QUESTIONNAIRES During event
You may want to consider what difference holding the event has made: To your organisation To your volunteers or the participants of your project To the wider community in your area To partners or any other interest groups that may be relevant
If you plan to carry out any audience questionnaires, keep them short and only ask a few key questions. Think about the best time during the event to survey people, who’s going to do it and how.
FOCUS GROUPS
After event
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Group evaluation sessions with volunteers, staff, partners and artists involved in the project are a useful way to gather detailed qualitative information. These sessions will be more meaningful if you have also held planning sessions with the same stake holders at the start of the process.
GLASGOW HARVEST TOOLKIT 12. Evaluation and documentation
Visual methods
Documentation
Be creative and develop visual methods for collecting people’s views and feedback at all stages of the process. The following examples can be adapted to use at the end of workshops, during events or with focus groups.
Photographs are a fantastic way to capture the buzz and excitement of an event. It is really worthwhile paying a professional photographer to document your event so that you have good quality photos for everyone to remember the celebration by, to use in funding reports and to give to the press. You can also ask participants to share their photos on Flickr which will create a more personal collection of snap shots from the day.
• Creative mapping – if you want to find out where people live, where they shop, if they already grow their own food etc. You can use an existing map or make your own using electrical tape, yarn and other materials on a wall or floor
TOP TIP: If you are taking photos to use for
promotional purposes on a website or any other publicly accessible place, make sure you ask people for their permission. This is particularly important in the case of parental consent to take photographs of children. If you hire a photographer it can help to ask a volunteer to go around with them asking people to complete photo permission forms.
• Graffiti walls with specific questions and someone to encourage people to participate. This could involve photo collages, drawing and writing • Sticky dot voting about: food, about people’s experience of the event, what they have learned, or what they hope to do more of in the future • Body maps relating to diet and views on food
TEMPLATE: Photo permission form
• What’s on your plate – using paper plates and coloured pens for people to write or draw what they normally eat. This method can also be used for participants to show the proportion of food bought or grown locally versus bought from a supermarket • Photo placards – decide on one relevant question that you want people to answer at your event. Ask individuals to write their response on a sheet of card or a small blackboard then photograph them with it. This is a friendly and interactive face-to-face way of getting people to respond to questions. You can ask them to choose their favourite part of the garden to have their photo taken in. • Short video interviews – try to ask relevant questions that relate to your outcomes and what you want to measure
Useful resources
Guidance on a range of methods for evaluating projects available at Evaluation Support Scotland: http://evaluationsupportscotland.org.uk/resources1.asp?id=27
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GLASGOW HARVEST TOOLKIT
13
Event Production
A Health and Safety Overview Health and Safety is a high-priority area in event organisation. Effective health and safety has to be carefully planned, managed and controlled. As the event manager you must consider the health and safety of: > Everyone working in your organisation and at the event > Everyone performing at or taking part in the event > Everyone attending the event > Everyone who may be affected by the event You also must ensure that everyone who is working on the event understands the importance of the health and safety issues and works together to achieve a safe event for all.
Health & Safety Policy Your Health and Safety Policy should set out your organisation’s commitment to health and safety. If your organisation has more than five employees, it is a legal necessity to have a policy in place already. However, this general policy is likely to be different from one you will produce specifically for the event. The event-specific policy should set out: > Who is responsible for health & safety within your organisation > Who will monitor health & safety at the event > Arrangements for each aspect and phase of the event > How others should follow and interpret the policy (the Event Safety Memo) > Staff training procedures Subcontractors should provide you with their own policies. These should be checked to ensure there is no conflict with your policy or your event safety memo.
Event Safety Memo It’s a good approach to produce an Event Safety Memo to be distributed to all those working at the event (preferably at the ‘induction’ or briefing meeting). This memo should give specific and easy-to-follow advice to all employees, volunteers, subcontractors etc who are working at your event during the build, the live event and the ‘get-out’. It should set out how you, as the Event Management, expect others to conduct themselves while on site or at the venue. It should highlight particular safety aspects they should be aware of such as fire controls, emergency exits, evacuation procedures, incident or emergency codes and procedures, personal protective equipment/clothing required, incident reporting procedures, hazards, etc.
Extract from: Event Management: A Practical Guide, p. 130-131 http://www.eventscotland.org/assets/show/780
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GLASGOW HARVEST TOOLKIT 13. Event Production
The process of mapping your site is a good starting point to identify potential health and safety issues that need to be considered. (See section 6)
NVA produced an Event Manual for Glasgow Harvest 2011 which covers many of the Health and Safety questions listed above. This might be a useful starting point and you are welcome to adapt it to suit your own needs. It is designed specifically as an event document and is not a full Health and Safety Policy.
Some key questions to ask: • Responsibilities - Is there a competent person who can take overall responsibility for health and safety at your event? Do they need any training or support to fulfil this role? Who will supervise higher risk activities such as cooking?
TEMPLATE Glasgow Harvest 2011 Event Manual
• Crowd Management - How will you guide the public around the site and manage the flow of people? • First aid – Do you have staff/volunteers with first aid training? Where would someone be treated if they had an accident? Alternatively you can pay the British Red Cross to provide this service. • Fire fighting and evacuation – do you have appropriate fire extinguishers on site? Are evacuation routes clear and accessible? Do you have a no smoking policy / designated smoking areas? Do you have a suitable fire muster point? • Facilities - Can you provide accessible toilets and hand washing facilities? • Technical - Who will install electrical equipment? Do you have cabling suitable for outdoor events? Will electrical equipment be kept under shelter? • Accidents - Do you have procedures in place for accident reporting? • Risk assessments - Who will carry out risk assessments of the activities? Who will ensure measures are in place to minimise risks? • Communication - How will health and safety procedures be communicated to everyone working at the event? How will you communicate with the public in the event of an incident or emergency? • Adverse weather – Do you have a contingency plan for extreme adverse weather conditions such as high winds? NOTE: Insurance Companies will require a Health and Safety Policy and risk assessments in order to provide Public Liability Insurance.
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GLASGOW HARVEST TOOLKIT 13. Event Production
b Food Hygiene and Safety What you can do to make food activities safer: •C arry out a risk assessment of all food activities. This will help you identify potential hazards. •E nsure that hand washing facilities are available for anyone involved in food preparation. You must have access to hot water, soap and clean hand towels for hand washing. •E nsure that there are designated staff or volunteers (who hold an elementary food hygiene certificate) responsible for overseeing food activities and cooking •E nsure that food areas are under shelter and food is covered •M onitor the amount of time that prepared food is sitting out. The maximum time allowed for food to sit unrefrigerated is 2 hours. •A void serving high risk foods such as: cooked meat and poultry, shellfish, products containing uncooked eggs, products made from unpasteurised milk, cooked rice. These foods are more prone to carrying bacteria that can lead to food poisoning. •U se a food thermometer to test that all freshly cooked food has reached a core temperature of at least 64ºC • Ensure all vegetables are thoroughly cleaned •E nsure all food preparation areas and cooking equipment are clean. Keep cleaning as you go along!
It is recommended that you discuss the details of all food activities with your local Environmental Health officer. They can talk through any food hygiene risks and ensure that suitable precautions are in place to make food sharing safe for everyone. Encouraging people to bring a dish that they have prepared at home poses the greatest risk because you have no control over the conditions under which the food was prepared. In this case it is essential to ask a few key questions to determine when the food was made, how it’s been stored and what it contains. See Food Safety questions template.
TEMPLATES Food sharing table – Food safety questions Food sharing table Log-in sheet Glasgow Harvest 2011 Risk Assessment
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GLASGOW HARVEST TOOLKIT 13. Event Production
c Risk Assessments There are four steps which need to be taken to assess the risk associated with staging an event. Step 1:
Identify the area of risk and related hazards (e.g. trips, cuts, fire, food poisoning)
Step 2:
Identify who may be harmed and how
Step 3:
Decide what measures will be put in place to control the risk
Step 4:
Evaluate the level of risk – for each hazard evaluate the chance, big or small, of harm actually being done
Record the findings of your assessment – e.g. the main risks and the measures you have taken to deal with them. You should also develop a system to ensure that the risk assessment is reviewed and, if necessary, revised.
For more info on risk assessments see: The Event Safety Guide, P. 11 http://www.hse.gov.uk/pubns/priced/hsg195.pdf For a risk assessment template see: Event Planning: A Practical Guide, p. 147 http://www.eventscotland.org/assets/show/780
TEMPLATE Glasgow Harvest 2011 Risk Assessment
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GLASGOW HARVEST TOOLKIT 13. Event Production
D Event staffing For the delivery of medium to large scale events it is common to employ a freelance Production Manager to oversee all the physical and technical aspects of the event. If this is beyond your budget, your group needs to decide who will have responsibility for the installation of any technical equipment and the overall health and safety of staff, volunteers, contractors and members of the public. The person identified to fulfil this role should have the appropriate experience and skills to take on this responsibility. Employing cookery facilitators or chefs with elementary food hygiene certificates and experience of catering for the public is highly recommended. They can be given responsibility for overseeing the safety of food preparation and cooking activities. A team of stewards are usually responsible for providing information to the public about the event programme, directing people to facilities such as the toilets, managing crowds/movement around the site, and evacuating people safely in the event of an emergency. Volunteers can fulfil a stewarding role but they should be fully briefed on what their duties are and offered appropriate training or support if required. For Glasgow Harvest we had a minimum of 1 steward for every 50 people. It is useful to create a staff rota for your event to ensure that breaks are offered and there are staff or volunteers to provide cover during breaks.
TOP TIP: On the day of your event do a site walk around with all events staff before the public arrive so that everyone is completely familiar with evacuation routes, fire muster point, facilities, activity areas, and any other essential information
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GLASGOW HARVEST TOOLKIT 13. Event Production
e Equipment Marquees and shelter
Equipment suggested for each cooking stall
Professionally erected marquees are more structurally sound than gazebos. If you do plan to purchase gazebos then it is recommended that you buy heavy duty ones with weighted bases (see suppliers list). On gusty days the very best way to secure a gazebo is with ratchet straps that can be attached to permanent fixtures in the garden and then tightened. It is worth devising a contingency plan in case you are unable to erect marquees, market stalls or gazebos due to high winds.
Hired catering equipment • 1 x double ring gas burner • Gas Supply • 2 stock pots and lids • 2 ladles • 1 serving bowl (to use for mixing) • 2 Chopping boards • 1 frying pan • 1 colander • 2 veg peelers • Cheese grater •1 heatproof spatula
Electrical All electrical equipment should be kept under shelter at all times. It is important to ensure that you use appropriate cabling that is designed for outdoor events. It is not recommended to use domestic extension cords to run power from a building to an outdoor area. You can hire suitable weatherproof cabling at minimal cost (see suppliers list).
Cooking Equipment At Glasgow Harvest 2011 we had 1-4 community cooks/ chefs per market stall and offered them two-hour or four-hour cooking slots. We provided all the equipment and key ingredients including locally grown vegetables and asked them to make soup, stews, curries, pakora or any other vegetarian dish that could be cooked using gas rings (e.g. no ovens). We asked them to bring any additional special ingredients they may require and in some cases the cooks brought veg from their own gardens or allotments. Paid cookery facilitators supported community groups or volunteers with cooking.
orrowed or B purchased equipment • 2 wooden spoons • Selection of Cook’s knives • aprons • 1 kitchen cleaning spray • Blue cleaning cloths • Tea towels • Lighter for gas • Food thermometer • Basins to wash and carry veg • 1 fire blanket and 1 C0² fire extinguisher • Compostable soup cups, plates, cutlery • Bins for compostable waste, recycling, and general waste • Blackboard to write menu on
Key ingredients: • Salt, pepper, oil, butter, selection of spices, vegetable stock cubes, gram flour, onions and garlic (buy in advance if not available from the garden) • Selection of freshly harvested vegetables and herbs • Any other special ingredients were supplied by people cooking
TOP TIP: It’s a very good idea to keep a list of all hired equipment so that it is easy to separate from your own equipment at the end. The hired equipment can be returned dirty as they have better industrial cleaning facilities and only add a small fee to hire charge for cleaning.
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GLASGOW HARVEST TOOLKIT
14
Event Checklist
Here is an overview of the key tasks required to deliver your event successfully: Vision and outcomes for your event agreed Partnerships in development Site Mapping of your garden or event space undertaken Access to site, parking, impact on neighbours Safe capacity of site Fire escape routes and muster point Shelter for food activities, technical equipment and people to gather Access to water and hand washing Access to power Provision of toilet facilities Signage and movement through site Safety and security Disposal of waste, recycling and composting Determine if Public Entertainment License is required Budget and any funding confirmed Design and layout of event finalised Event programme finalised Publicity materials created and distributed – people know about event Any additional community engagement activities planned Event registered on the SAGE website Any hired equipment booked All necessary people have been informed about your event, e.g. Environmental Health, local community police, fire brigade Health & Safety Policy and Risk assessments completed Insurance cover obtained Evaluation and documentation planned Event staff/volunteers confirmed, with clear roles and responsibilities Ready to enjoy a fantastic day of food sharing and celebration! 40
GLASGOW HARVEST TOOLKIT
15
Being part of Glasgow Harvest
We would like as many groups as possible to organise their own local food celebrations under the Glasgow Harvest banner. We are happy for each event to be completely unique and meet the needs of your local community. The Glasgow Harvest Toolkit aims to offer some suggestions and guidance but ultimately it is up to you to determine what kind of food celebration you wish to have. What we can offer: • Free use of the Glasgow Harvest Toolkit to help in planning your event • Free use of the Glasgow Harvest logo • Access to an editable version of the Glasgow Harvest poster which allows you to insert your own event details into it Enter Your Details Here Your Event address Your Event Time
• A one-off support session to troubleshoot any issues you may experience in planning your event • A networking session for groups to share ideas and provide peer support to each other during the event planning stages (depending on demand)
Enter Your Details Here Your Event address Your Event Time
What we expect from you: • That your event has community benefits and celebrates locally grown seasonal food • That you register your event details on the SAGE website • That you provide us with feedback after your event (by completing a short questionnaire) • That you provide some images from your event T o register your event please send details to: info@sowandgroweverywhere.org, 0141 552 8388 Please include information about the date, time and location of your event, a brief description and contact details. This will appear in the SAGE events listings and on the Growing Spaces map. T o request a support or advice session please contact: contact@nva.org.uk, 0141 332 9911 41
GLASGOW HARVEST TOOLKIT
16
Equipment suppliers and contacts
HIRES
Contact
Notes
John Brown Caterhire Events House, 426 Drumoyne Road, Glasgow G51 4DA T: 0141 892 6100 www.johnbrowncaterhire.co.uk
Catering and furniture Cairns & Scott Caterhire LTD 55 Causewayside Street, Glasgow G32 8LT
Prices vary slightly between the two catering companies. They both have comprehensive websites. We found it was more economical to purchase certain equipment and to ask chefs to bring their own knives.
T: 0844 880 4717 sales@cairnscaterhire.co.uk www.cairnscaterhire.co.uk
Inverhall Marquees Marquee Hire
T: 01505 329968 marquees@inverhall.com www.inverhall.com
City Markets (Glasgow) LLP 130 Blochairn Road, Glasgow G21 2DU
Market stalls
T: 0141 287 2500 info@citymarketsglasgow.co.uk www.citymarketsglasgow.co.uk
Composting toilets: http://www.naturalevent.co.uk
There are no temporary composting toilet companies in Scotland but an English company called Natural Event are worth considering. We had conversations with them and they may be interested in expanding their business to Scotland if there is sufficient demand.
Portaloos Chemical toilets: Loo-King T: 0141 876 4111
There are a number of other companies that provide a similar service.
www.lookingglasgow.co.uk
David Town (Engineer) Analogue Live Productions Sound Equipment
T: 07973 688121 davetown@mac.com www.analoguelive.co.uk
Kevin Balmer Metal crowd barriers and road signs
Altrad Beaver 84 T: 01698 358877 M: 07557 852250
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Very reliable and reasonably priced sound equipment
Barriers are approx. £2.50 each per day and signs such as ‘Road ahead closed’ are around £20
GLASGOW HARVEST TOOLKIT 16. Equipment suppliers and contacts
Purchases
Contact
Notes
Esc Ltd.
This company offers heavy duty and fully waterproof gazebos in a range of colours and sizes. It is worth the extra investment as they’ll last much longer than cheaper gazebos. You need to invest in the leg weights but beware that gazebos are not made to withstand high winds!
Available through Amazon
Gazebos
Straw bales
http://www.amazon.co.uk/gp/product/ B001722V0M/ref=sc_pgp__m_A3NLGKQT QLZ6GL_3?ie=UTF8&m=A3NLGKQTQLZ6 GL&n=&s=&v=glance
Find a local farm
Bellfield Organic Organic box delivery
T: 01738 850 589 info@bellfieldorganics.com
Isle of Arran Cheese Company T: 01770 302788 info@islandcheese.co.uk www.islandcheese.co.uk
Cheese George Mewes 106 Byres Road, Glasgow G12 8TB T: 0141 334 5900 info@georgemewescheese.co.uk www.georgemewescheese.co.uk
We called around a few different farms and most were willing to sell us bales but delivery costs are the greatest expense. If you can collect yourself it is much cheaper. Make sure you have dry storage or plastic sheeting to cover them.
Good quality organic produce to order. They deliver to Glasgow on Fridays or you can collect from one of the farmer’s markets on a Saturday morning
Isle of Arran cheese was incredibly popular at the Tasting Station. You can order cheese online and have it delivered by post. They offered us the wholesale rate because we ordered large quantities. George Mewes is a fantastic cheesemonger in the West end and he may agree to personally come to your event and talk passionately about the cheese! He also supplied all the mozzarella for the pizzas.If you have a local cheesemonger, ask them to do you a deal on the price in return for publicity at your event
Tapa Bakehouse Wholesale enquiries contact Robert: 0141 554 9981
Bread, coffee, catering
Catering or Admin enquiries contact Virginia: 0141 500 8676
Excellent organic bakery and coffee supplier. Also do catering.
info@tapabakehouse.com www.tapabakehouse.com
Wipe Easy Table Cloths Plastic tablecloth fabric
T: 01606 833 886 sales@wipeeasytablecloths.com www.wipeeasytablecloths.com
A range of pattered vinyl tablecloths. Cheapest if you buy by the roll.
Vegware Compostable plates, cups and cutlery
T: 0845 643 0406 orders@vegware.com www.vegware.com
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Fully compostable range of plates, bowls, cups, cutlery available online
GLASGOW HARVEST TOOLKIT 16. Equipment suppliers and contacts
SERVICES
First Aid
Contact
Notes
British Red Cross
£80 for 2 first aiders for a 4 hour event if there is an indoor space available for treating people. Extra charge of £40 if there is no indoor space and they need to bring ambulance
T: 0141 891 4000 http://www.redcross.org.uk/ What-we-do/First-aid/Event-first-aid
Glasgow City Council Events Team
Chris McCairns T: 0141 287 9582
Glasgow City Council Parks Department
Tommy McGarry
Environmental Health Department
Denise Hamilton
Policeofficers
Chris.McCairns@glasgow.gov.uk
T: 01738 850 589
T: 0141 287 6603
Strathclyde Police Email:
Adiv.DCUOpsPlanning@strathclyde.pnn.police.uk
Free Wheel North Cycle leaders
freewheelnorth@hotmail.com www.freewheelnorth.org.uk
W&P Longreach T: 0207 929 4747 www.wandp-longreach.com
If you require road closure for your event you can pay for a pair of police officers to ensure public safety. Hourly rate of £50 for two officers. There are other cycling organisations that would provide a similar service including the Bike Shed. Try finding out if there is a cycling group in your area. Specialise in insurance for theatre, sports, media, music and events. If you already have Public Liability insurance it would be best to contact your own insurance broker to discuss the details of your event and if any additional cover is needed.
Insurance Performers T: 01708 860999 performers@wrightsure.co.uk www.wrightsure.com/performers/aboutp.htm
Sustainable Handwashing system
Bruce Lockhurst T:07989 509 798 tinkerbruce@hotmail.com
Abi Mordin - Project Manager Renewable energy generation
Urban Roots T: 0141 613 2766 abi@urbanroots.org.uk www.urbanroots.org.uk
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Insurance aimed at small scale theatre companies but also suitable for ‘community arts projects’. Their short period package includes employer’s liability, public liability and can cover technical equipment. Bruce has built his own mobile hot water system using reclaimed sinks and a wood burning stove. He creates a grey water system for drainage. Fee of £200 per day covers transport, wood, and his time to set up and supervise equipment during the event. Urban Roots can provide a wind turbine and solar panelled energy generation system to power PA or other electrical items. These are set up and supervised by two trained members of the organisation. Renewables do not provide sufficient energy to power all electrical items (eg. portable handwashing units) and equipment is not suitable for all sites. Contact Urban Roots for further info.
GLASGOW HARVEST TOOLKIT 16. Equipment suppliers and contacts
SERVICES
Contact
Notes
Austin Yuill
Austin runs the cafe Where the Monkey Sleeps. He is a professional chef with experience of running cookery workshops with community groups and doing demos
T: 0141 353 4728 M: 07880 504 570 patchmadras@gmail.com
Donna Borokinni M: 07528200859 dborokinni@hotmail.com
Cookery workshop leaders / facilitators Soghra Tavasoli M: 07855444319 malak.tavasoli@yahoo.com
Alex Wilde Wilde.alex@gmail.com www.alexwilde.info
The Reclaimer Office: 0141 945 0700 Mobile: 07774 938 478 info@thereclaimer.org.uk www.thereclaimer.org.uk
Donna is a Nutrition and Food Worker who can provide cooking demonstrations, workshops and catering. She has significant experience in facilitating groups in a range of community settings
Soghra has experience of running cookery workshops with community groups and doing demos
Alex is an artist with an interest in facilitating cookery and gardening projects. She has a food hygiene certificate and experience of cooking with community groups
They can collect all types of materials for recycling including used cooking oil and compostables. Items would need to be separated. Contact them to discuss your requirements and cost for collection
Waste and recycling Commercial Waste and Events Refuse Management, Glasgow City Council Allison Scott T:0141 287 4221 Allison.scott@glasgow.gov.uk
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3 weeks notice required to arrange for collection of waste and there is a charge for collection.
GLASGOW HARVEST TOOLKIT 16. Equipment suppliers and contacts
MARKETING
Contact
Graphic Design
T: 07718109872
Notes
James Quail james@jamesquail.co.uk jamesquail.co.uk
The best design team you could wish to find!
Panda Print Gary Mosson T: 0774 0844149 gary@panda-print.co.uk www.panda-print.co.uk
Flyer/poster printing Forward Graphics T: 0141 440 2937 etimates@forwardgraphics.co.uk www.forwardgraphics.co.uk
Bar-One Limited T-shirt and apron printing
Vinyl Banner printing
T: 0141 226 4171 sales@barone.co.uk www.barone.co.uk
Donald Gillanders Service Graphics T: 0141 425 2300
Cottage Rosettes Prize Rosettes
T: 01845501203 www.cottagerosettes.co.uk
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The cost for 4 banners of 2m long x 0.6m wide was approx. ÂŁ250
Prize rosettes for the Creative Container Competition
GLASGOW HARVEST TOOLKIT
17
Templates
We have created a selection of templates that can be adapted to suit your own requirements. They are available to downloadable from the SAGE website: www.sowandgroweverywhere.org
> Sample Artist Brief
WORKING WITH ARTISTS
> Sample Artist Contract
> Glasgow Harvest 2011 Risk Assessment
HEALTH AND SAFETY
> Glasgow Harvest Event Manual
> Workshop monitoring form
MONITORING AND EVALUATION
> Glasgow Harvest Audience Survey
> Food Sharing Table Log-in sheet
EVENT DOCUMENTS
> Food Sharing Table – Food safety questions > Photo permission form
COMMUNITY ENGAGEMENT
> Sample letter to schools
References Events Management: a practical guide, Event Scotland, 2006 http://www.eventscotland.org/files/events-management-a-practical-guide.pdf The Event Safety Guide (2nd edition), HSE Books, 1999 http://www.hse.gov.uk/pubns/priced/hsg195.pdf Scottish Community Development Centre http://www.scdc.org.uk/what/LEAP/ Evaluation Support Scotland http://evaluationsupportscotland.org.uk/downloads/ Scottish Artists Union http://www.sau.org.uk/
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