These guidelines are to support designers and coordinators identifying important logistic aspects to consider before, during and after organising a Living Library event.
Organising the event
- Plan the venue of the (public or closed) Living Library according to needs and capacity (see the Thematic Chapter on Living Libraries)
- The choice of the venue/location should be strategic – according to the country/city of the LL. To make sure the venue is in a more populated area and has more local population which is the potential target of the event.
- Ensure the conditions of accessibility and safety of the venue.
- Set up a timetable. When are you planning the event, the dates and duration. Check if theLiving Library can be held on a special occasion (World Refugee Day,…) that will supportthe visibility of the action.
- Specially for events in the public space, consider the expected weather and season when toimplement it. Keep in mind a second location as Plan B in case of bad weather.
- Request and keep the written permissions for the use of the public space from localauthorities. Inform the local police when needed.
- Ensure the working spaces for the preparation sessions of human books, librarians,facilitators, interpreters.
- Motivate the team of volunteers, both locals and newcomers, who would engage with theevent.
- Set clear tasks and a concrete calendar on the logistical issues that need to be in place for theLiving Library event.
- Make the list and ensure the required materials and equipment (chairs, tables,information/welcome desk…)
- Prepare the booking system for the reading sessions (online/flipchart)
- Allocate a specific area/space for human books to rest and take breaks during the event.Provide the adequate facilities at the venue (W.C , accessibility for people withdisabilities…)
- Plan the dissemination strategy in advance (see the Guidelines on Visibility)
- Plan ahead of the costs of LL – perhaps fundraising is needed frompartners/government/local administrative services
- Strategic selection of partners to ensure gender equality in the event. For example someorganisations deal with more female migrants/refugees, some with more male migrants/refugees.
- Create the Catalogue with information and a brief description of the human books.
Implementing the Living Library event
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The day of the event, set up the equipment for the implementation of the living library (chairs, tables, information/welcome desk…)
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Librarians and Facilitators are well identified and visible for external readers (common T-shirt)
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Human Books and interpreters (dictionnaires) are well identified with name tags.
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Get the stationary ready to be used (pens, paper, tape,..etc).
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Indicate the facilities at the venue (W.C, catering…) Prepare Snacks and refreshments for the whole team. Be ready to provide much water, especially to human books.
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Before starting read again the roles with the whole team
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Slots and timing for readings (organisers may consider different stories require
different time) -
Remind about the breaks between readings and a general longer break in the middle
of the event for human books to rest and take a refreshment. -
Natural flow of the storytelling (Narration – conversation – questions)
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Reader limitations – not more than 2-3 readers per book, ideally keeping the one-one
readings -
Ensure the warm atmosphere and encouragement to all members of the team before
starting
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Opening the event:
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Librarians make readers feel welcome to the event, presenting the Catalogue and
recommending those books that may suit best the reader’s interest. -
Readers are introduced with the Rules for the readers. In some cases you may ask
readers to sign that they commit to respect these rules. -
Librarians make sure that the readers are equally distributed among human books, keeping the ratio.
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If there is press taking pictures and filming all participants should sign the Consent forms (each country may have a different policy).
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Have a facilitator for every 2 to 3 human books – to direct the readers to the books and back. This person will also take feedback from the readers after the reading.
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At the end of the reading session you may ask the readers to fill on an Evaluation form.
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Care for both the team, human books’ and readers’ well-being
Evaluating the event
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Organize a final event for the people involved – the books, librarians, organizers, facilitators. Have a conversation and ask for feedback from everyone and Celebrate the event.
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Process all the evaluation forms from readers, human books, librarians, facilitators and all members of the team.
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Have a meeting to evaluate the partners involved.
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Report to all the stakeholders of the event (see the Guidelines)
