Creative Spaces
Toolkit
INTRODUCTION
Creative Spaces is a new initiative from Aberdeen City Council’s Culture Programme to support the development of affordable spaces for Creative Industries practitioners. This toolkit is designed to support a systematic approach to developing, funding and operating a creative space in Aberdeen, whether it is a temporary pop up space or longer term project supported through the Creative Space Development Fund. There will be points in your project where you will be working on several steps or stages at once; this document should act as a checklist to ensure that all important factors are considered in your project development journey.
THE CREATIVE SPACES PROGRAMME Creative Spaces Talks and Network events
Talks and network opportunities on the theme of creative spaces, sharing good practice, advise on project development, fundraising, property management and collaboration. This programme will also be an opportunity for individuals and groups to come together to share project ideas, experience and skills as well as find potential collaborators to work together in developing new spaces. The events will act as a catalyst for the development of an independent Creative Spaces Network, working together to respond to the affordable space challenge.
A Facebook page has been set up to act as an information point and online network for the project.
https://www.facebook.com/creativespacesaberdeen
Creative Spaces Reference Group
This is a representative working group drawn from local authority, higher education and the business sector. The group are developing a strategic response to the particular challenges regarding creative industries production spaces, including removing various
barriers and obstacles, this will also act as advocates and advisors for the programme to create wider awareness and support for the creative sectors work space needs.
Creative Space Mapping and Review
The first stage of identifying Aberdeen’s cultural assets and key venues was completed in 2013, the second stage of this process will be to share this information through a new cultural website which will go live in 2014. In addition to this a new online database ‘A Space to Create’ is under development to provide listings on property, matching creative to their particular needs.
Creative Space Development Funding
A new funding scheme established through the Council’s Cultural Programme and Creative Scotland Place Partnership investment. The Creative Spaces Development Funding Scheme will support the start-up of new production spaces; this being spaces which primarily support the creation of new creative industries production as opposed to performance/exhibition. The funding can be used for small capital refurbishments, start-up costs and new programming.
CHALLENGES & OPPORTUNITIES
ACSEF 2011 research indicates the total GVA of the creative industries in Aberdeen City and Shire to be £2,200m (in 2006). The EKOS 2011 Creative Industries report identified just over 9,000 people working in the creative and cultural industries (CCI) in the region. Within higher education, Aberdeen has an above national average proportion of under graduate students (3000) studying creative industry courses.
Despite these statistics and figures, the 2012 Aberdeen Cultural Asset Mapping report identifies that the Aberdeen creative industries sector makes up only 5.5% of Scotland’s creative, media and sport employment. There is also a significant gap between the student numbers in Creative Industry courses and actual employment and retention in the
city. Both the Mapping report and recent consultation activity have indicated the following reasons for this:
• A Lack of affordable studio, workspace, incubation and hub sites
• A Lack of employment opportunities (not enough producers or exhibition/ commission/sales opportunities)
• The high cost of living in Aberdeen
• A Lack of support/ networking opportunities or knowledge sharing exchanges • A Lack of temporary/short term spaces for projects of visiting Creatives.
The sector in Aberdeen is underserved by its current level of affordable workspace with less than 50 official studio spaces in total. As other cities have developed property related incentives, Aberdeen has seen a mass exodus of creative talent who could be valuable contributors to the city’s economy and social wellbeing.
Identified Factors
• Lack of a ‘one-stop-shop’ for finding affordable spaces for short or long term usage.
• There are a number of challenges and barriers in converting surplus or vacant public property (ACC) to creative spaces including; suitability of sites/locations; costs; revenue implications; current capital plan commitments and planning requirements.
• Private property prices are higher than the national average. This means that with current demand there is little incentive to lower prices for creative spaces. • There are restrictions on the eligibility and range of national funding available to
support capital projects within Aberdeen.
• There is a recognised need for more organisations, networks or individuals who have the right mix of commitment, capacity, expertise, experience and
partnership working to focus on developing spaces.
• A Lack of ‘tried and tested creative space models piloted in Aberdeen to act as catalysts for further developments.
The Creative Spaces programme aims to tackle some of these challenges and breakdown barriers to developing more affordable spaces. The programme will provide a support network for creatives to develop new spaces as well as providing start-up funding and gradually building up a database of potential spaces for creative production to take place. STAGE 1. DEVELOPING THE VISION AND PLAN
Developing your ideas into a project business plan
There are many reasons for wanting to take the leap into developing a creative space; to increase the scale and aspiration of work, to develop a supportive and nurturing environment/community for collaboration and growth, to sustain or develop your business, whilst creating visibility, profile and public engagement. In order to develop a space though, there are several key elements and qualities which are essential for a successful project:
• A clear vision with a strong sense of purpose • A committed Project Manager(s)
• A well-researched plan
• A good team with the right skills • Flexibility and patience
Creating the Plan – First Stage Checklist Vision - Purpose, Objectives and Outcomes
Is there a clear understanding of what is trying to be achieved with the spaces? Do you have a vision and set of outcomes or objectives in place? Are these shared by your group? It is essential that you get the vision right from your project from the outset as this will be what you use to guide your decision making process. It will act as a reference point to any changes or deviations in planning and ensure that the space you create is what you set out to make.
Business model idea
What is the idea? At what stage of development is your idea? What research and resources are in place? Who will run the space and does it require further partnership/capacity or expertise? There are numerous types of creative spaces models and it’s worth doing your research to see if there is an existing case study or template that you can work from as a basis to develop your own project.
The Team
Running a successful and sustainable space requires a range of skills, from organisation and communication, to finance and fundraising. It is imperative that you have the right team to support the project. The Creative Spaces Network events are an ideal opportunity for individuals and groups to come together and exchange ideas with a view to working together, combining skills, knowledge and commitment to create stronger projects.
Market Research
Have you identified a clear need for this creative space? Are there any competing projects already established or on the horizon? Have you built an evidence base (case studies, surveys, research) to support the idea? The Creative Space Network is a forum for sharing ideas.
Location and relationship to community
Have you identified sites where you think your creative space idea would work? Is your idea for a creative space dependent on a certain location/ regular footfall? Is the site close to public transport links? Have you considered how the space will link with the surrounding neighbourhood? How will it link to the wider (creative) community and venues? Access is a key issue for any creative space with a public engagement element and needs to be considered within your planning. For more information on improving access and disability legislation please see the ‘useful links’ section.
Income generation and financial forecast
Is the space temporary or long-term? If longer term how will the space be sustained in the present and beyond? Will the space generate its own income? Will it require further public funding support? Is it viable as a long term project? Depending on the type of project you may need to consider a range of ways to generate income; from providing services such as public classes, sub-leasing for bookable events through to sponsorship and sales events. It’s important you consider what is right for the type of project you wish to develop and to do your research to ensure your financial projections are realistic so you don’t become reliant on one income source.
Communication
How will you make your target audience and the general public aware of the project? What communication tools will you use to increase awareness? A print campaign, website, social media, and public events? It is important at this stage to start to plan out what your communication needs are likely to be, what the most appropriate tools are and how they will be managed as resources (budget, time commitment etc.).
STAGE 2. ACQUIRING THE SPACE Finding a Space
Aberdeen is a challenging city to find affordable spaces but there are few simple rules you should remember in searching and identifying a suitable site:
• Searching for property can be an exhaustive process but you need to be prepared to look at as many spaces as possible so you are well informed of your options.
• The cheapest price is not always the cheapest option so make sure you cost all the needs of the space you are considering.
• Have a back-up plan and make sure contingency has been factored in your budgeting.
Identify and shortlist sites/ existing premises
Keep an current list of property status. This will require regular up-to date properties availability, main contact person and any plans for the property. Make sure you include the property history, landlord details, any schedule information and market cost.
When considering a venue:
• Understand what you are being offered, and more importantly, what you are not being offered.
• Check on the status of utilities, are they working or need to be connected? (water, electricity etc.)
• If not, when were they last connected and who is the provider? If things are in bad repair, get a quote from an electrician and plumber to get them working sufficiently for your project.
• Think about what you will do with all the rubbish and waste you generate. • What are you going to need to do to make the site fit for purpose and how much
will it cost?
• Look out for any legal issues involved in moving structures or adapting them for a specific purpose.
• Check with the property owner about site boundaries including; access i.e. gates, car parks and driveways waste disposal and security.
Map the area
When potential property options have been shortlisted, consider the surrounding area and how it relates to your project. This should include other cultural assets, facilities, amenities, population data, social and economic background information and trends, as well as current creative activity within the vicinity of the proposed site. This will provide a better understanding of the potential relationship between the Creative Space and the
neighbourhood, informing the development of a business plan and ways to sustain and grow the space within the community.
Determine rentable values
Most property schedules will provide information on rates but if not you can calculate it online through the Aberdeen City Council website:
http://www.aberdeencity.gov.uk/business_trade/business_rates/bur_BusRates.asp
Establish Rates Relief options
There are a couple of options for rates relief for Creative Spaces:
• Charitable:Organisations with charitable status can qualify for 80% Mandatory Relief where the premises are used wholly or mainly for charitable purposes. To qualify for relief, organisations should be registered with the Office of Scottish Charities Regulator (OSCR). The council must be satisfied that the organisation is occupying and uses the property concerned for wholly or mainly charitable purposes. In addition to 80% Mandatory Relief, the council can, at its discretion, award an additional 20% relief.
• Fresh Start Rates Relief: A one year 50% discount on property which has previously been in receipt of empty rates relief for a continuous period of at least 12 months (conditions apply).
• Small Business Bonus: The level of relief is based on the rateable value of the property and not the turnover of the business. 100% relief (£10,000), 50% relief (£12,000),25% relief (£18,000) Upper limit for cumulative (rv) * (£35,000) This will allow a business with 2 or more properties with a cumulative rateable value of under £ 35,000 to qualify for relief at 25%. Please note that each property must have an RV of £18,000 or less to qualify
Refining the business plan and marketing plan
At this point you should develop a more detailed business plan for the project. This will be a live document which will inform how the Creative Space is developed as well as how it will operate (short and long term if applicable). The plan should have a clear mission statement and a set of outcomes and objectives which can be worked to.
At this point a marketing plan should also be developed (including online marketing and networking), social media can start to be used to promote the intentions of the space and begin a dialogue with the local community and creative sector as well as considering a launch plan.
Building Assessment
When a space has been identified and a site visit has taken place a building assessment will be required in order to understand the scale of work required to fit the space out. This should be done before the finalisation of the business plan and budget so there is a clear understanding of what is required to establish a schedule of works.
Developing the Agreement
Once you have secured an empty space, managing the relationship with the owner, whether an individual or company, is very important. You may find that you have to deal with a number of contractors and representatives in agreeing to take on the site, so it is important you get clarification regarding responsibilities as well as making sure you are communicating with the right people. Whenever possible meet with the landlord personally at the start of the project and ensure that:
• They are aware of the benefits of the project and how it will reflect on them. • Your expectations of them as well as theirs of you.
• Your proposal of use is professional and clear; they need to be confident and respect what you are trying to achieve.
• You discuss all licensing and insurance concerns (see Stage 3)
• You confirm that you understand your responsibilities and will deal with them appropriately so the owner does not end up unnecessarily burdened by the project.
STAGE 3. PREPARING THE SPACE Plan of Works/ fit out
If you have specific staff, contractors or volunteers in mind, get them involved with the project as early as possible, especially in the case of any anticipated building work. The earlier this has been considered the fewer nasty surprises you will encounter in respect of scheduling and budgets.
In terms of people’s roles you need to be very clear what is expected of them- especially when working with volunteers or discounted services, how will you provide incentives and what should they reasonably expect to get out of the process?
For work that requires paid contractors/staff try to make sure you properly budget for this work so you can get the best expertise and service.
Preparing a Space
In scheduling for this you need to set a fair amount of time for this (probably more than you would initially think). Plan ahead for the disposal of any rubbish or waste that is on site (i.e. a skip). Take ‘before and after’ photographs to demonstrate that you haven’t caused any material damage to the property and make sure the landlord is aware of your plans and has given the necessary consent.
With the lease and business plan agreed, work should commence on any fitting or upgrading required for the space to be ready for use. Depending on the work being carried out consideration should be given for how you can use this period to sensitise the community and target users where appropriate through marketing, social media campaign or lead up events.
Seek out investors and sponsors
Investors can be financial or supply additional materials for the preparation of the space. There is also the potential for trades or exchanges. Local supporters can not only help you to set up but create greater awareness of the project and start the process of integrating you into the community.
Programme and Launch Plan
At this point (if not at the business plan stage) a programme of activities should start to be developed. This should be specific to the space and must consider how it supports the space to meet its outcomes and objectives, promotes the space (and users), engages the community (both creative and local neighbourhood) and supports sustainability (income generation). A launch plan should also be developed.
Call for Participants /creating your team
While the organisations should have a list of prospective sub-tenants/users this is a good time to look at any gaps in terms of tenant spaces, the operating team and programme (see organisational structure).
Code of practice, processes and policies
If you are an organisation who will be seeking financial support through the Creative Spaces Development Fund/ Aberdeen City Council you must have an Equal Opportunities Policy and, if appropriate, a Child Protection Policy. The council has policy templates which organisations can adapt and adopt as their own.
Effective planning must include provision for the safety of all staff/ users in the case of any emergency or issue that could result from work undertaken in preparing and running the space.
Emergency Plan: It’s vital to think through all aspects of responding to any emergency situation at the space including staffing numbers and training regarding protocols and procedures, communication and dealing with the public. You will also need:
A Site Plan: You will need a scaled site plan that gives you and your staff a clear understanding of how the space operates, emergency exits and access routes. If you plan to hold large events you should pass this information on to the Emergency Services in advance.
Site Evacuation: You need to draw up an emergency evacuation plan and protocols which all staff/users/tenants should be briefed in. The protocol should include ensuring the safe exit of members of the public (and whose responsibility that is), contacting the emergency services and having a designated muster point. It is good practice to have a regular building evacuation drill at least once a year.
A Security Plan: Identify any risks in terms of equipment or valuable items on site and ensure there is suitable lockable storage and protocols in place. If there are areas of the space that are private, ensure that members of the public cannot trespass.
An Operations Schedule: Break down all the steps of running the space on a daily basis from opening to lock up. Think through movements around the site and any potential problems around security, communications and safety. It is important to ensure that all staff, users/tenants and members of the public are safe at all times on the site.
Organisational Structure: Think through the chain of command and ensure all staff knows who is responsible for which aspect of the space. Establish managers who take responsibility for the different aspects of operating a space including; day to day management, opening and locking up, cleaning , fire and health and safety, security procedures, finance and any front of house or reception requirements.
First Aid: You will require an up to date first aid kit in the case of any public events and have designated (trained) first aider. The recommended minimum number of first aiders at small events where no special risks are considered likely is 2:1,000 for the first 3,000 attending.
Ensure each participant has a copy and has read and understood your code of practice for the space. Ensure an agreement between you, (the space holder, and the space user) has been signed outlining your agreement of responsibilities.
Insurance
Insurance will also be required for the site; beyond a standard contents policy any space will require public liability and indemnity insurance. When running a public event, you, as the organiser, must hold Public Liability Insurance. This covers any legal issues relating to the event and not only relieves the owner of responsibility for your event but also covers you against anything with legal implications that could go wrong (e.g. fire, accident, emergency, licensing etc.) Additionally the landlord should hold buildings Public Liability
Insurance that covers injury to anyone due to problems with the building. Make sure you obtain details of this as early as possible so you know where responsibilities lie.
STAGE 4. OPERATING THE SPACE
Revising Plan, Income and Programme
To ensure good operations regular project management meetings should be held to review the space’s progress. Generally these meeting, should include:
• Project Management: Longer-term planning, including governance, finance and income generation (if relevant), programming, marketing and business
development /strategies.
• Building/Operations Meeting: Day to day issues including, building management, maintenance and repairs, implementing processes and policies and identifying practical skills needs/training such as first aid training etc., in order for the space to operate.
As the space gets up and running there will probably be a need to change and adapt the business plan to be fit for purpose and respond to any developing opportunities and challenges. Any changes should be aligned with the core vision for the project.
Communications
There are numerous guides to marketing and social media for Creative Industries so the following is more of a checklist specific to your space. In any communication in respect of the building, online or print try to be clear on:
• Directions to the site and provide maps where possible • Information on public transport links and access • Parking provision, facilities and local amenities • Opening hours
Make sure that you include accreditation to sponsors, funders and supporters in all your communication. If you are holding public events you may want to use an online ticket system such as Eventbrite to take bookings and also to track usage and ensure all the above information is communicated.
Licensing
There are a wide range of activities which are licensed or controlled by Aberdeen City Council and the Licensing Board. Licencing is a relatively complex area of the law and the types of licence which apply to your space will very much be dependent on both the type and purpose of activity which will take place. The following summary is a brief overview and you should always seek clarification from the Licencing Team.
Licensing (Scotland) Act 2005
There is strict legislation around what are called ‘licensable activities’. These are set out in the Licensing (Scotland) Act 2005, some of which may apply to your space may include: The sale of alcohol: The sale of alcohol requires a Premises Licence The application must include a description of the premises, an operating plan, a layout plan of the premises, and certificates for planning, building standards and, if relevant, food hygiene.
Applications are evaluated by a Licencing Board, a number of factors will be considered alongside the application before a decision is made.
If you do not intend to sell alcohol on a regular basis, but may hold an event where sales will take place, you need to ensure that this is done through an appropriate
supplier/caterer who holds an appropriate licence or alternatively you may apply for an Occasional Licenceto sell to the public.
Note: this only applies to instances where you are charging for alcohol, in events where refreshment is provided free of charge to an invited group you may not require a licence.
Other Licences
Public Entertainment Licence: A licence is required when you intend to have
entertainment, such as a dance, concert, variety show or other entertainment to which members of the public are to be admitted. Discounted fees will apply to community, charity, voluntary groups and community centres. (note this is covered within a Premises Licence)
Theatre Licence: A licence is required where it is intended to perform any play in public. It does not matter if the performance is free - a licence is still required.
USEFUL LINKS Property Listing http://www.aberdeencity.gov.uk/business_trade/properties_sale_lease/lap_property_list ing.asp http://www.ryden.co.uk/Property/PropertySearch/CommercialPropertyinAberdeen.php http://www.shepherd.co.uk/ http://fgburnett.co.uk http://www.knightfrank.co.uk/contact/commercial-property-aberdeen http://www.gumtree.com/flats-houses/aberdeen http://www.aberdeencity.gov.uk/xcc_CommunityContact.asp http://www.aberdeencity.gov.uk/education_learning/training_development/lifelong_lear ning/Home_Page.asp
Funding & Investment
www.aberdeencity.gov.uk/vibrantaberdeen
http://www.aberdeencity.gov.uk/community_life_leisure/grants_and_funding/gra_Fundi ng_FurtherInfo.asp
Creative Scotland: http://www.creativescotland.com/
Big Lottery Scotland:http://www.biglotteryfund.org.uk/Home/Funding/Funding%20finder Arts & Business Scotland:http://www.aandbscotland.org.uk
Start Up Loans:http://www.startuploans.co.uk/hello-scotland
Clore Duffield Foundation:http://www.cloreduffield.org.uk Esmee Fairbairn Foundation: http://esmeefairbairn.org.uk Paul Hamlyn Foundation:http://www.phf.org.uk
Calouste Gulbenkian Foundation:http://www.gulbenkian.org.uk Foyle Foundation:http://www.foylefoundation.org.uk
Elephant Trust:http://elephanttrust.org.uk
Rayne Foundation: http://www.raynefoundation.org.uk Wellcome Trust: http://www.wellcome.ac.uk
Business Advice and Planning
Cultural Enterprise Office: http://www.culturalenterpriseoffice.co.uk Enterprise North East Trust:http://www.enetrust.com
Scottish Enterprise: http://www.scottish-enterprise.com/services/support-for-entrepreneurs
Charity and Volunteer Start-Up Advice
Scotland Council of Voluntary Organisations:http://www.scvo.org.uk Aberdeen Council of Voluntary Organisation:http://acvo.org.uk
Voluntary Arts (Scotland):http://www.voluntaryarts.org/basic-page/scotland
Case Studies and Models of best Practice
Empty Shops Network:http://emptyshops.wordpress.com Creative Spaces Australia:http://www.creativespaces.net.au Artistic Spaces:http://artistic-spaces.co.uk
Temporary Space Financial Models: http://www.killingarchitects.com/financial-models-for-temp-use-casestudy-practice-space
Art in Unusual Spaces:http://www.artinunusualspaces.co.uk/home Edinburgh Forest Café: http://blog.theforest.org.uk
www.meanwhile.org.uk Business Rates http://www.aberdeencity.gov.uk/business_trade/business_rates/bur_BusRates.asp Licencing http://www.aberdeencity.gov.uk/xaz_AtoZ.asp?idn=6330 Insurance https://www.a-n.co.uk/news/artists-insurance-and-how-an-can-help http://www.business.scotland.gov.uk/view/guide/get-the-right-insurance Fire Safety Guidelines
http://www.scotland.gov.uk/Topics/Justice/public-safety/Fire-Rescue/FireLaw/FireLaw/SectorSpecificGuidance Accessibility http://www.aberdeencity.gov.uk/social_care_health/health_disability/disabledgo/dis_dis abled_access_home.asp http://www.disabilityaction.org/business-services/access/legislation
Other useful links
Seventeen:https://www.facebook.com/SeventeenAberdeen Aberdeen Cultural Assets Mapping:
http://www.aberdeencity.gov.uk/community_life_leisure/arts/culture/cultural_mapping. asp
WASPs Artist’s Studios:http://www.waspsstudios.org.uk Cultural Republic:http://www.culturerepublic.co.uk Scottish Contemporary Art Network:http://sca-net.org
Scottish Artists Union:http://www.sau.org.uk AB Positive:http://positiveaberdeen.wordpress.com Creative Aberdeen:http://creativeaberdeen.co.uk
http://microsites.scvo.org.uk/villagehalls/Home/Home.aspx Spareplace http://www.spareplace.com/
UK Hirehall directory
http://www.uk-hallhire.co.uk/halls.php?region=gr®ionname=Grampian
Sound & Music Artists Tool kit:http://www.soundandmusic.org/resources/artists-toolkit Eventbrite: https://www.eventbrite.co.uk
Creative Spaces Tool-Kit Supported by Aberdeen City Council and the Creative Scotland Place Partnership. All contents within this document are intended for reference only. Always seek professional advice in respect of legal and financial matters.
