Before booking the artist:

Plan the project:

·          Ascertain name and contact details of the artist (you may like to use the Directory of Cultural Partners for this)

·          Discuss with the artist the project brief, including the budget allocated. Clarify which materials will be necessary, who will provide them (the school or the artist), how many members of school staff will need to be in attendance, what sort of space is needed, how long the space will be needed for, and whether the project is messy.

·          When planning a space and time for the project, ensure you factor in preparation and clearing up time. Also clarify whether the artist is happy for other activities to be going on in the space at the same time. If using a school hall find out if it will be ok for other children and staff to be walking through it while the project is underway.

 ·         Discuss with the artist how many children will be in the group, what age they are and if they have any special needs. Let the artist know if they'll need to adapt their delivery (for example to accommodate child is not fluent in English or who is Autistic).

·          Inform the school caretaker and receptionist that an artist will be working in the school, and give them the schedule. These members of staff may be who the artist is in contact with first and last thing in the day. Ensure they know who the contact teacher is for the artist, and how to reach them.

Request paperwork:

·          CRB clearances

·          Public Liability Insurance certificates

·          Activity risk assessments

·          Invoice if the payment is to be made to a company name

·          Arrange photography permissions if the artist wishes

·          Inform the artist that they'll need to bring ID on the day

Payment

·          Prepare payment with the school bursar for either the day of the project or as close as possible afterward.  Many artists are sole traders or small businesses and payment via an LEA can take a very long time to process.  This is particularly important in summer term, when lost invoices or incomplete paperwork or authorisations can result in the artist having to wait until September.

·          If the artist trades under a business name they can provide an invoice directly to the school. If they trade as a self-employed individual, you will need to arrange the payment with the Council's Payroll department and the following documentation will be required: artist's self-employed tax reference number, their tax office address and the form PMS 142, manually completed.

On the day

·    On arrival, the artist should be asked for identification (eg. a badge, card or CRB certificate), and asked to sign the visitors' book.

·    The artist should be introduced to all members of staff who will be present in the session.

·    The artist should be shown the prepared workspace, the location of materials, water supply, toilets, staffroom, canteen, fire extinguishers and fire exits.

·    The booking teacher should be responsible for the artist should a genuine evacuation take place.

·    The artist should be made aware of the procedure to follow if a child passes information to them in confidence during the session.

·    It is essential that a teacher remains in the classroom with the artist for the duration of the session for support, safety, evaluation/follow-on purposes.

·    In order to avoid disruption, consider carefully how children are grouped and seated.

·    Ensure that all children who begin the activity are able to stay until the end. For example, avoid removing children from the group to undertake reading practice or school photographs.

·    Do not assume that the artist can accommodate a different number of children from what was arranged. This can cause difficulties with the amount of materials and resources the artist has provided.

Credits

Thanks to the following people who contributed to this guide: