Before the Workshop

Determine Collection Goals and Workshop Objectives

Each workshop has two parallel and equally important goals:  Collection goals: To help an organization gain physical and intellectual control over an audiovisual collection. Workshop Objectives: For workshop participants to gain valuable...

Project Agreement

Describe the purpose and elements of the project agreement. Link to project agreement template.

Promotion and Registration

Once a partner organization, collection, event location, and event date is secured it’s time to further engage the surrounding community. Benefiting the primary partner is important, but the workshop model is also intended to be open to other collection s...

Pre-Workshop Activity for Host Site

To make the best of the short amount of time you’ll have with all of your volunteers on-site, it’s vital to get as much basic organization of the collection done before the workshop. If a small group can arrive at least one day in advance to work wit...

Recruit Volunteers

The model thus far calls for both the partner organization and the archivist organizers to recruit volunteers. The partner organization is probably best equipped to reach out to its existing volunteer base and/or the wider community. As members of the...

Advertise for Trainers (Archivists)

The level of technical expertise needed by your volunteer trainers depends on a number of factors, like: The type of collection you’ll be working on The type of processing you’ll be performing The amount of time you’ll have for pre-workshop train...

Decide on a Workflow

Develop a workflow and procedures. Once you have chosen the organization, identified a collection, and are familiar with the organization’s practices, the workshop’s final goals and workflow can be determined. As noted above film and video workflows can...

Determine Equipment Needs & Solicit Donations

As you’re working with your partner organizations in planning the workshop, you’ll need to get a good sense of the size of the collection in order to estimate your supply needs. If an entire film collection is stored on reels, for instance, you’ll want ...

Prepare Templates and Documents

During the workshop, volunteers will need a way to record the information they are collecting about the materials. Film For film materials it is standard practice to identify the items and fill out a condition report as an item is inspected. One or more...

Create Volunteer Packet or Welcome Packets

Link to Volunteer Packet template After the community volunteers have signed up, it is a good idea for either the partner organization or the workshop organizers to send a volunteer packet in advance of the workshop, including: Logistics – h...

Organize the Workshop Space

Plan to set up the room at least a day in advance of the workshop. Designate areas for each station -- initial triage, inspection, and rehousing/cataloging. While the exact layout of the room can vary, keep in mind: Since materials will move from Triage...