Before calling the Folklife Program meet with your Planning Committee to decide the type of program you are interested in, the dates and length of the program, the number and size of classes to be involved, number of artists, your top preference of artists, and possible cultural content.
When selecting artists, look carefully at their descriptions—especially which regions they serve, supplies and travel costs, fees for performing artists, and the type of programs each artist offers.
You can design a program . . .
. . . around a theme (i.e. storytelling, world music, crafts or dance)
. . . around a culture or community (i.e. Native American, Mexican, etc.)
. . . that reflects the ethnicity of your student population
. . . that reflects the culture or history of your region
. . . that connects with a curriculum or subject area
. . . that supports student learning in a content standard
Checklist for Booking • Start early - at least one month before your program. Three to six months in advance is not too early to start planning.
• Choose one person to be the Site Coordinator who will be in contact with Folklife Program and to be responsible to the visiting artist(s).
• Select one or more artists from this guide. Select 2nd and 3rd choices as well.
• Call the Folklife Program at (503) 306-5292. We will call the artists and arrange the program. The artists will then call you to discuss details.
• The Folklife Program will contract and pay the artists, and bill you after the event. Sign the contract we send you and return it immediately.
• Stay in contact with the artist and the Folklife Program. For billing purposes, we need to know how you are setting up the program with the artist. If questions or problems arise, call us. We can advocate for both you and the artist.
• Be on hand to greet the artist when he/she arrives at your school. Treat them as a guest, not an employee. During the school day, be sure that a teacher or other authorized personnel is present with students at all times. This person should be responsible for overall management of the class, not the artist.
• Publicize your residency through the school newsletter, local newspapers, and other sources. When possible, credit the Oregon Folklife Program using the following wording, "The Oregon Folklife Program is part of the Regional Arts Education Network funded by the Oregon Arts Commission and the National Endowment for the Arts."
• Complete and return evaluation forms to the Oregon Folklife Program.
Tips for Planners Over the years, the Folklife Program has worked with many, many multicultural events. Based on these experiences, Folklife artists and staff offer some helpful hints for planning a successful multicultural program.
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Do plan your event so students have a chance to learn about the context of the art form the artist will present. It is a fun experience for students to make a craft from another country. It is an educational experience if students learn about the culture and the role of the craft in that culture. The artists are experts in this area - give students a chance to benefit from their artistic and culture knowledge.
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Do be realistic about what you can accomplish through a single event. You cannot cover the world in one event.
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Do be clear about why you are doing this event and your intent in hiring artists to take part. Is it a fun diversion for the school? Is it to learn about different cultures? Plan accordingly in order to maximize the impact of the program for students. The artists have both cultural and artistic knowledge to share. Design the program so they can do both.
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Do schedule artists well in advance. Do not call a week before your program and expect artists to be available. Plan ahead. This also shows respect for the artists and their role in your program.
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Do talk or meet with artists a week or more before your event to discuss logistics. Most artists have extensive experience doing these kinds of events - ask them what they need in order to do a quality program.
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Do treat artists with respect. Be thoughtful about how you locate them at your event.
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Do put performers on a stage, if you have one, or in a designated performance area. Provide a PA system, if possible. Try and avoid having them roam the halls, or play while other events are going on.
