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Live Literature remote event guidelines

Essential information, inspiration and tips for running a Live Literature remote event.

Congratulations on your successful application for Live Literature Remote Events Funding. These guidelines are designed to support planning for remote or digital sessions.

Key documents

Conditions of funding: Please read the full conditions of funding as soon as you can after receiving your award email. Please get in touch if you have any problems meeting these conditions.

Claim form(this will open in a new window): For you to email to the author when booked or commissioned. Please fill in the first part and give the form to the author on the day. They will fill in the second part and post it to us along with their receipts. Organisations will not be invoiced.

Permission to film form(this will open in a new window): If your organisation doesn't have its own permission forms, you can use the forms provided if you plan to film, photograph or record the remote event.

Planning a session

You’ll have set out an idea for your session in your application, now is the time to get the details tied up. Thinking carefully about what you’re asking an author to do and being clear about the objectives from the outset will save you both time. 

We’ve also set out some guidelines for the maximum amount of work appropriate for the £175 fee paid through the programme. Please note this is a maximum and you should check with the author.

This funding should not be used to commission new creative pieces as per Creative Scotland guidance.(this will open in a new window)

Finding the right author

Next, find the right author for your project(this will open in a new window) (remember: Live Literature fees can only be paid to authors on the directory). You can filter the directory by author type, themes in their work and audiences they have worked with before.

Email the author with your request. Please be patient - some authors will have increased caring duties, or other jobs and work as well during lockdown and it may take them a little while to get back to you.

If you are commissioning a resource that is reusable, please briefly tell the author in your request how you intend to host and distribute the work between now and 31 October 2020.

It may be helpful to include a link to our funding conditions(this will open in a new window) (this will open in a new window)when you contact the author.

Payment

As the organiser, you should download an author claim form(this will open in a new window), fill in your organisation details, and send it to the author when they have accepted your booking. The author fills in the rest and sends it to us.

We pay the author’s fee directly to them when we receive their claim form. Authors can claim a fee as soon as they have been booked or commissioned by you, so please do pass the form on to them as soon as you can.

You successful application for the Live Literature remote event fund means your event is fully-funded. Your organisation will not be sent an invoice.

Hosting content online

If you use this fund to share content online, it must be removed from your hosting platform on or before 31 October 2020 to protect authors’ rights. This means that you should remove the content from your website and channels by 31 October or renegotiate continued use with the author. An author may charge a repeat fee for this, which they will set themselves.

You always need to confirm this with the author, as it will be appropriate for some material to be removed earlier. Authors are allowed to stipulate a shorter period of use or request changes to your distribution. For example, an author may ask that an event only be shared with a closed group, not a public website.

If your event is part of an existing series (such as a podcast) please make sure the author has seen and agreed to your existing terms and conditions.

Accessibility, child protection and safeguarding

Your organisation’s child protection, safeguarding, data protection, and equalities policies apply to remote and online work as well. Please ensure the method of working and platform you choose complies with this, and read resources by NSPCC(this will open in a new window) and Creating Safety(this will open in a new window) for more guidance. You can also find general guidance on running online events in our online workshop guide.

To make an event as accessible as possible, first think about the needs of your particular author and audience. Set aside time for this as early as possible, so you can build accessibility into all your planning decisions. This could cover anything from the time you choose to host a broadcast, the platform you use, the privacy policies in place for signing up for the event and more.

You should always check with your organisation or local authority to make sure your event fits your existing safeguarding policies and uses appropriate platforms for your audience.

Chairing and moderation

If you’re running an event, workshop or interview in real-time, we strongly recommend having a chair or moderator throughout in addition to the author. The author’s role is to inspire and engage with the audience, not to run logistics.

This person should use the features of the platform you choose to moderate chat areas, organise questions and ask them, and be ready to shut down any harassment or abuse, just as you would tell someone to stop or leave the room in an in-person event.

The moderator should be logged in on an account that has permission to remove or shut down users if needed and they should be empowered to do so by your organisation. For example, they should have the power to block on twitter, close a chat area, mute a speaker on Zoom and similar. For more details see our online workshop guide.

If your organisation and the moderator aren’t sure how to safely moderate an event, please build in time to rehearse in advance. This is the equivalent of being an in-person host and is essential to the safety of authors.

Readings and copyright

If you are planning to have an author read from their work online, please check that you have the copyright holder’s (this will open in a new window)permission to share work online.

Permission to film, record and photograph

It is your responsibility to make sure everyone – including the author – is happy to be filmed, recorded and photographed using media permission forms. Authors can decline permission for live broadcasts to be recorded and reused.

You should discuss this with the author and participants beforehand, especially when using platforms that involve video conferencing. Some platforms may record events by default, and change this(this will open in a new window) if you don’t have permission to record.

Please be aware that image consent also applies to screenshots of video conferences, which many organisations have recently shared on social media. Please exercise caution when sharing images (even with permission) especially where these may include people’s homes or current locations.

You can download a media permission form template(this will open in a new window) if needed.

Further support

You or your author may find some of the following resources helpful:

Get in touch

For all enquiries, please contact live.literature@scottishbooktrust.com(this will open in a new window). We'd love to promote your event on social media. Please tag us on Twitter(this will open in a new window), Facebook(this will open in a new window) and Instagram(this will open in a new window) and use the hashtag #LiveLiterature.