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The ‘Art’ of Community ConsultationToolkit
Bolton Libraries 2006
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Background
This toolkit has been produced to help library professionals to plan and
implement arts-led consultation.

The suggestions and ideas contained in this toolkit are the result of a Laser
Foundation funded consultation project undertaken by Bolton Libraries
between July and December 2005. Bolton Libraries used arts-based
consultation techniques to consult with the local community about a project to
demolish an existing library and to replace it with a new library building. The
library in question was in a disadvantaged area of Bolton with a large Asian
population. Bolton Libraries were aware that the community might be
alienated by traditional consultation methods such as questionnaires and
focus groups. As an alternative Bolton Libraries wished to test new and
innovative ways of consulting with culturally diverse communities.

The arts led consultation model adopted by Bolton Libraries involved

employing local artists to run consultation sessions with a range of community
groups. Although involving artists with this type of consultation is helpful it is
not essential. Many of the ideas in this toolkit can be delivered by library staff
and do not necessarily need artists to be directly involved.

Although the model used by Bolton Libraries was devised to consult about a
new library, the techniques described in this toolkit could be adapted to
consult about any aspects of the library and its services.

If you would like to find out more about the background and the results of
Bolton Libraries consultation project the final report can be found at
www.bolton.gov.uk/libraries.

This Toolkit was written by Helen Thomas from Book Communications. The
ideas contained within this Toolkit have been informed by a variety of sources
and we would especially like to thank Angus McCabe, University of
Birmingham and Katrice Horsley, Katalyst Tales for the inspiration provided by
their 'Evaluation Cookbook' - produced as part of the National Evaluation of
the Children's Fund www.ne-cf.org

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Contents

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The ‘Art’ of Community ConsultationToolkit
Bolton Libraries 2006
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Contents

This Toolkit is divided into five stages;

Stage One : Setting Objectives

Stage Two : Planning

Stage Three : Getting Started

Stage Four : Ideas for Sessions

Stage Five : Evaluation & Capturing Information

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Stage One : Setting Objectives

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Stage One : Setting Objectives

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

The objectives should cover the following areas;

1. What is the overall aim of the consultancy?

e.g. ‘The aim of the consultancy is to find out what products and services
local residents want from the new library and its role in the community’.

2. The scope of the consultancy

What is and isn’t to be included in the consultancy? Do not consult about

things that can’t be changed. For example if consulting about a new
library and the location has already been determined don’t consult about
where the library should be sited. Do not try and cover too much ground
and keep it focused. If you try and find out too much information you will
lose sight of the key issues and dilute the results.

3. Who is going to be consulted?

Consider who needs to participate in the consultancy. Don’t just consult

with the groups and users that you know well. Ideally as many relevant
groups and individuals should be involved. It is often more difficult to
recruit non-library users than users but if we don’t consult with non-users
the results will not be a true reflection of public opinion. The end result will
be more of the same and not truly reflective of the needs of the whole
community.

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

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

successful consultancy. Ensure you are involving enough people to
resource and manage the project but resist making it too hierarchical and
top-heavy. Partners can be useful in helping to access participants and
shaping the consultancy. However do not create partnerships that are not
going to be further the aims of the project.

5. Dissemination and implementation

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

implemented? Having a clear vision for the end result will help to shape
the consultancy and assist in the planning process.

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Stage Two : Planning

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Stage Two : Planning

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

consultancy.

The planning process should include;

1. Consultancy Structure

The first stage of the planning process is to agree the overall structure of
the consultancy, to do this you will need to look at the following:

• Budget
• The number of sessions you want / are able to run
• Do you want to work with specific groups or have sessions that are
open to everyone, or a combination of both
• Are the sessions going to be one-offs or will you be working with the
same groups of people over a number of sessions

All of the above structures are of value. The structure you choose will be
influenced by budget and capacity. If your resources are limited try and do
a few things well rather than spreading the consultancy too thinly.

2. Budget

Create a realistic budget. This will also help to structure the project. You
might find the following budget headings helpful (all of these headings may
not be applicable to your project):

• Artists fees (consult your Regional Arts Board or, if you have one, your
authority’s Arts team about the minimum and maximum daily rates for
artists - usually it is between £200 and £250 + expenses)

• Project manager fees (for larger scale projects you may want to recruit
an external project manager - allow around £300 per day + expenses)

• Planning meetings (allow time to meet and plan before the project gets
started but also, especially for larger projects, you need to allow time to
meet during and at the end of the project)

• Materials (this will vary from session to session and art-form to art-form
but in the budget allow for £40 per session and then adjust once you
have final plans)

• Publicising the events (what marketing activity and advertising do you

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

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• Dissemination (how will you disseminate the findings and how much
will it cost– e.g. printed report, conference, exhibition)

• Evaluation (are there any expenses associated with the evaluation of

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

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

3. Timeline

Create a timeline for the consultancy. Ensure that you have allowed
enough time for things such as Criminal Record Bureau checks (if
required), and recruiting participants. Check the dates of key events that
might effect the timeline e.g. Ramadan, major sporting fixtures etc.

4. Identify participants

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

vary from one consultancy project to another and will be affected by what
the consultancy is trying to achieve. However as a principle try and
ensure the following:

• a balance of male and female participants

• a mix of age groups
• a mix of cultural backgrounds
• library users and non-users

Be wary of only consulting with those groups and individuals that are easy
to access. The balance and mix of the participants is a vital component.

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

accessing participants. However you may need to consider whether all
members of the community have the opportunity to participate in the
consultation if they choose. Having a mix of open sessions in community
venues and ‘closed’ session working with targeted groups could be a good
model for your project.

5. Recruiting artists

If you are involving artists in your project you need to look for individuals
who fulfil the majority of the following criteria:

• Live and work locally

• Have a range of artistic skills and are not restricted to working in one
artistic discipline
• Have worked on community based arts projects

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• Have worked with a range of different age groups and groups from a
range of different socio-economic and cultural backgrounds
• Have worked on projects that involved community consultation

6. Ongoing Management

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

group? There will be a need for some type of ongoing reporting process to
ensure that the project is kept on track. For larger projects allow time at
the start, during and at the end of the project for the project manager to
meet with the team that are delivering the project. You may want to set
some milestones and measures of success against which the project can
be monitored.

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Stage Three : Getting Started

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Stage Three : Getting Started

There are a number of recommended actions that should be undertaken

before commencing the consultation:

1. Identifying and implementing training needs

If your project is using artists for delivering the consultancy they may need
training about libraries and library services. One tried and tested way of
doing this is to bring together the whole team working on the project
(artists, library staff, and partners) and provide them with a range of craft
and art materials. Ask them to create something that represents libraries
to them. Ask everyone to feedback on what they have created and why.
This is an innovative way of sharing views and perceptions about libraries.
It also gives library staff the opportunity to talk about what is currently
happening in the library service and perhaps start to dispel some myths.
Also if the artists lack experience in arts led consultation you may want to
consider a more experienced artist providing a day’s training around
community consultation.

If library staff are delivering the project you could consider bringing in an
experienced artist to run a day’s training. This should be a hands-on
session with the artist taking the trainees through a range of activities that
they could use in consultation sessions.

2. Agreeing models of delivery

Where possible a framework for the delivering the session should be

established. This should not be too rigid – one of the positive things about
arts-led consultation is that it allows facilitators freedom to adapt sessions
according to the responses of the participants. However without some sort
of framework it is difficult to evaluate the project and draw robust
conclusions. To create a framework look at your overall aim and consider
the potential barriers to meeting your aim. For example if negative
perceptions about the library service are a barrier, run a session that
explores people’s perceptions. If a potential barrier is that people only
have limited experiences of libraries run a session that explores their
personal needs in a specific area such as ‘information’ or ‘reading’ e.g.
what does reading mean to them, what are their reading experiences,
where do they read, what are their reading needs etc. Stage four of this
toolkit gives specific ideas for sessions and gives ideas for what they can
be used for and in what context.

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3. Establishing contact with the participants

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

in advance of the consultation sessions. If you are working with specific
groups you firstly need to establish a key point of contact.

Initially make telephone contact with them. Whoever is delivering the

sessions should meet with the key contact prior to the start of the first
session. Talk them through the project: what you are hoping to achieve;
what you are going to do; and what they will need to prepare. Leave them
with a written document summarising your discussion.

If you are delivering an ‘open’ session think about how you are going to
attract participants. Produce flyers and posters that can be distributed
through the library, other leisure providers, schools, community groups etc.
Keep the wording, presentation and tone of the publicity material in the
spirit of the project – creative, artistic, fun and interactive. Issue press
releases and if budgets permit place advertisements in appropriate local
media. Ensure that library staff are on board and encourage them to talk
to library users about what you are doing.

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Stage Four : Ideas for Sessions

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Stage Four : Ideas for Sessions

This section of the Toolkit presents a range of ideas for arts-led consultancy
sessions. It is divided into four sections:

a) Section one – ideas for ongoing activity that can be run in the library
on a rolling basis and needs little staff input

b) Section two – ideas for ‘open’ / drop in sessions

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

over a specified time period

d) Section four – ideas for sessions involving artists and partner

organisations

The majority of the ideas given in the first three sessions are ones which can
be delivered without artists’ input. If your consultancy project involves artists
your sessions could be more ambitious and use a wider range of more
challenging materials and art-forms. Often the process of an artist working
with participants using an interesting and surprising art form is enough in itself
to generate a creative and far-reaching conversation about the subject of the
consultation.

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a) Section One

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

1. The Yellow Brick Wall

You will need;

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

• A series of yellow bricks that are the same size and shape of the
bricks drawn onto the fabric
• A selection of pens and crayons
• Blue-tack

Method;

• Attach the brick wall to a library wall or notice board

• Ask participants to write or draw onto the yellow bricks ideas
about the subject of the consultation
• Attach them to the wall
• When the wall is nearly full remove some of the bricks
• Collate the responses

Suitable for;

All age groups

Can be used for;

Consulting about all aspects of libraries and library services and is

especially relevant for new builds and refits.

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2. Spinning a web

You will need;

• 1 metre square piece of board

• Large ball of string
• Luggage tags
• Pipe cleaners
• Feathers
• Twine

Method;

• Construct a web on a piece of board

• Attach or hang the web to a wall in the library
• Ask participants to think about the subject of the consultation
and to write or draw their thoughts and ideas onto a luggage tag
• Ask them to place their tag on the web according to how
important their idea is to them. The most important being near
the centre and the least important toward the outer edge
• Ask children to enhance the web by decorating with pipe
cleaners and feathers
• Collate the responses

Suitable for;

All age groups

Can be used for;

Consulting about all aspects of libraries and library services and is

especially relevant for finding out about the relative importance of
different aspects of the service.

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3. Branching out

You will need;

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

• Leaves cut out of green paper
• A selection of pens and crayons
• Blue-tack

Method;

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

you would like to explore, for example if you are consulting
about the fiction range in the library you could write different the
names of different genres on each branch (‘crime’, ‘romance’,
‘fantasy’ etc.)
• Attach the tree to a wall in the library
• Ask participants to write or draw on a leaf their ideas relating to
the subject of the consultation. Using the fiction range as an
example they could write the names of authors whose books
they would like to see in the library, or where they think the
genre should be located in the library, or ideas for a book a
reading group might want to read
• Ask participants to attach their leaf to the relevant branch
• After a period of time take off the leaves on a rotational basis to
ensure there is always space for new ideas whilst making sure
the tree is never empty
• Collate responses

Suitable for;

All age groups

Can be used for;

Consulting about all aspects of libraries and library services and is

especially useful for exploring a subject in more depth.

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b) Section Two

Ideas for ‘open’ / drop in sessions

1. Let your feet do the talking

You will need;

• A large roll of white paper

• Cut outs of feet
• A selection of pens and crayons
• Blue-tack
• Craft materials – ribbons, sequins, sticky paper etc
or
• A range of dried foods such as rice, lentils, pulses, spices etc.

Method:

• Roll out the paper and secure it to the floor. Draw a path on it
• Write home at one end of the paper and library at the other
• Ask participants to write or draw on their cut out feet something
that would encourage them to make the journey from home to
the library
• Ask participants to visually enhance their feet by decorating
them with either craft materials or dried foods
• Ask participants to place their foot onto the path
• Collate responses

Suitable for:

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

with adults because it generates conversation about food and
where it fits in with people’s lives. For some participants certain
foods have a cultural significance which can also make a valuable
contribution to the consultation process.

Can be used for;

Consulting about all aspects of libraries and library services and is

especially relevant for new builds and refits.

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2. On Target

You will need;

• White A1 mounting board

• Black marker pen
• Paints
• Post-its
• Clipart representing products and services that can be found in
a library such as books, computers, storytime, homework help,
plasma screens, newspapers and magazines etc

Method;

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

• Paint the circles in different colours to create a target
• Ask participants to attach the clipart illustrations onto the target -
placing them in relation to their importance - the most important
being near the centre and the least important toward the outer
edge
• Ask participants to write or draw their own ideas onto the post-its
and place those on the target

Suitable for;

All age groups. This activity works particularly well with young
children.

Can be used for;

Consulting about all aspects of libraries and library services and is

especially relevant for finding out about the relative importance of
different aspects of the service.

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3. Library craft

You will need;

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

crayons, pastels, charcoal, sequins, glitter, ribbon, corks, pipe
cleaners etc.
• Plastic disposable aprons
• Scissors
• Plastic tablecloths
• Blank postcards or pieces of A4 card (if working with adults and
older children use postcards. If working with younger children
use A4 card)
• Washing line and pegs (optional)

Method;

• Ask participants to use the materials provided to create on their

postcard or card something that represents their perceptions of
the subject of the consultancy
• Display these either on a notice board or hang them from a
washing line using pegs

Suitable for;

All age groups.

Can be used for;

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

exploring how participants would like it to be in the future. It is
particularly useful for exploring things like colour, texture and
ambience.

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4. Other ideas for open sessions

The following activities are also successful and relatively easy to

implement as part of an open session. They can all be used to explore a
range of ideas, concepts and perceptions;

• Silk painting
• Rangoli (Rangoli is a traditional Hindu art – colourful designs are
made on the floor near the entrance to a house to welcome
guests during Diwali. It can be easily adapted to a range of
settings. Use chalk to draw a pattern on a hard surface – the
pattern can be anything you choose – leaves, symbols, random
shapes etc. Take a range of foods (lentils, sliced fruit and
vegetables, pulses etc.) and use these to fill in the pattern
• Collages
• Clay modelling

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c) Section Three

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

1. A thousand words

You will need;

• Disposable cameras (one for each participant)

• Sketchbooks and pencils (one for each participant)

Method;

At the first session

• Arrange a visit to the local library

• Ask participants to photograph things that are relevant to the
subject of the consultation
• Ask participants to make a sketch of either the outside or the
inside of the library

Between sessions get the photographs developed

At the second session

• Use the photographs and sketches to discuss perceptions

• Discuss how participants would like things to be different
• Create an exhibition using the photographs and sketches

Suitable for;

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

Can be used for;

Consulting about all aspects of libraries and library services and is

especially relevant for new builds and refits.

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2. A place of our own

You will need;

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

• Pipe cleaners
• Plasticine
• Bits of paper and coloured card
• Scissors
• Glue
• Colouring crayons / felt tips

Method;

• Ask participants to use the materials to build a 3 dimensional

model of how they would like the library to be
• Ask them to label their models – make clocks to show how long
they would like to spend there and mini CDs to show what music
they want to listen to / sounds they want to hear
• Ask them to share their ideas with the rest of the group

Suitable for;

All age groups.

Can be used for;

Consulting about all aspects of libraries and library services and is

especially relevant for new builds and refits. This is a good activity
to use when working over a number of sessions with a consistent
group. At earlier sessions some of the other activities that explore
perceptions of the library service, such as ‘Craft Library’, would
provide a good introduction to this session.

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3. Cover version

You will need;

• Blank CD covers (one for each participant)

• Glue
• Pens
• Scissors
• Range of magazine and images that would appeal to the group
• Card to fit into the CD covers (two for each participant)

Method;

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

of how the library appears to them (or how they would like it to
be in the future)
• Ask participants to think of acknowledgements, like the ones you
would find on CD covers. Write them on the second piece of
card
• Ask participants if they have any lyrics or a poem that are
relevant to the subject of the consultancy. Can they make any
up? Place these on the back of the first card
• Place the cards in the CD cover
• Invite participants to share them with the group

Suitable for;

This activity works particularly well with teenagers and young adults

Can be used for;

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

a good activity to use when working over a number of sessions with
a consistent group. At earlier sessions some of the other activities
that explore perceptions of the library service, such as ‘Craft
Library’, would provide a good introduction to this session.

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d) Section Four

Ideas for sessions involving artists and partner organisations

1. The Vox Box

You will need;

• An artist who uses digital audio and visual recording media

• A quiet space
• A piece of plain cloth that can be used as a backdrop
• Photographic permission forms
• Interview prompts – these should be related to the subject of the
consultation, try and keep these open-ended – avoid closed
questions

Method;

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

and recording equipment
• The artists should check that the lighting levels are appropriate
and use additional lights if required
• Create a backdrop for the interviews using a piece of cloth. If the
interview setting is already visually appealing and / or interesting
(e.g. in a museum, or in a smart library) there is no need to
create a backdrop
• Explain to participants what you are doing and what you would
like them to do – try and put them at their ease
• Use the prepared prompts to ask questions relating to the
subject of the consultation
• If you want to produce a DVD at the end of the project ensure
you allow plenty of time for the artist to edit the interviews

Suitable for;

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

Can be used for;

Consulting about all aspects of libraries and library services.

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2. Design for Real

Ideally this activity should be run in conjunction with ‘Planning Aid’ to find
out details of your regional contact go to www.planningaid.rtpi.org.uk

You will need;

• A map of the area you want to cover, which you can obtain from
your Local Planning Authority. It will probably be supplied on a
scale of 1:1250, this needs to be scaled down to 1:200 or 1:300
• Four polystyrene sheets (these can be obtained from a builder’s
merchant)
• Ready mixed water based paints
• Paper and card
• Building templates available from Planning Aid
• Cocktail sticks

Method;

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

leave to dry
• Ask participants to cut out and make up the relevant buildings
and attach to the model. Encourage participants to work on an
area that they know well
• The model can be enhanced as follows;
− Tennis courts, football fields, gardens etc. – try mixing green
with brown, grey or yellow and dabbing to get different
shades for patchy ground
− A mixture of red, blue and white or black and white make a
suitable colour for roads
− Grotty areas, wasteland etc – for more authenticity, spread
some PVA glue and sprinkle with sand
− To help with recognition make rough models of the more
familiar buildings. These little buildings can be quite rough
(plenty of artistic license is allowed). Make them from carved
polystyrene glued with PVA glue or hold together with
masking tape
− Blocks of flats can be represented by pieces of wood.
Chimneys can be made of a roll of paper. Towers or masts
can be a pencil or stick pressed into the base block
• Ask participants to respond to the model and to place their
thoughts and ideas onto small pieces of card. Attach these to
cocktail sticks and place these on the appropriate place on the
model

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Suitable for;

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

Can be used for;

Consulting about the location of a library and the physical

appearance of libraries.

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Stage Five :
Evaluation & Capturing Information

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Stage Five : Evaluation & Capturing Information

At the outset of the project you need to be clear about what information you
want to capture. Artists and facilitators need to record information during their
sessions or immediately afterwards otherwise thoughts and ideas will get lost.
In addition to recording essential information such as how many people
attended consultation sessions, gender, age and ethnicity you might want to
consider the following;

• Using digital cameras to visually capture the process. You could

also involve consultation participants in this process.

• Creating an exhibition or a piece of art using some of the work

created through the consultation sessions.

• Artists / facilitators keeping their own record of the consultation

sessions – perhaps using a sketchbook or a notebook.

• Videoing the consultation sessions and producing a DVD at the end

of the project.

• Creating a consultation ‘guest book’ asking participants and artists /

facilitators to record their thoughts and feelings at the end of each
session.

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The ‘Art’ of Community ConsultationToolkit
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