Lecturer FAQs
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FREQUENTLY ASKED QUESTIONS
CONTRACTS
VISAS
CANCELLATIONS
REVIEWS AND COMPLAINTS
FEES
EXPENSES
MARKETING
THE DIRECTORY
DIRECTORY ANNUAL FEE
DIRECTORY DAY
RECORDING
EQUIPMENT
COPYRIGHT
ONLINE LECTURES
HYBRID LECTURES
ZOOM GUEST SCHEME
EQUITY, DIVERSITY & INCLUSION
FREQUENTLY ASKED QUESTIONS
Is this page often updated?
Yes. The Arts Society will continue to update and add information to this page so please bookmark this page and check back frequently.
Can I submit a question?
Yes. Please fill in the FAQ submission form here.
Is there a dedicated lecturer portal on the website containing all relevant information?
The Arts Society is currently reviewing the website, exploring new functionality and features.
Can I use The Arts Society's logo?
There are logos especially for lecturers to use. They can be downloaded here.
Is there an online forum for lecturers?
Yes, in the forums section here.
Does The Arts Society hold meetings for accredited lecturers?
The Arts Society arranges 'Townhall Meetings' for accredited lecturers on an ad hoc basis. The most recent one was held on 11 September 2023 and the recording of it can be viewed here. Passcode: +mu@8iSe
Does The Arts Society have Terms for accredited lecturers?
Yes, all lecturers must agree to The Arts Society's Terms and Conditions of Accreditation as a requirement for accreditation. These are being sent to lecturers via Adobe and must be signed by 31 December 2023.
CONTRACTS
Does The Arts Society provide the contract between lecturers and Societies?
The Arts Society provides a template booking form which can be used to draw up the contract between a lecturer and an autonomous Society. Societies might customise this template form. Societies can also devise their own booking form.
Is the booking form a contract?
Yes. Once signed, the booking form is a legal contract between a lecturer and an autonomous Society.
Is the booking form contract legally binding?
Yes. Once the booking form is signed by both the lecturer and a Society representative it constitutes a contract.
Will lecturers always have access to the latest booking form?
Yes. The latest version of the form can be downloaded from the bottom of this page.
What happens if the Society tries to change the terms of the contract after it has been signed?
Once it is signed by both the lecturer and a Society representative the booking form constitutes a contract, and any changes must be agreed and ratified by both parties.
Can a lecturer change the terms of a contract after it has been signed?
Once it is signed by both the lecturer and a Society representative the booking form constitutes a contract, and any changes must be agreed and ratified by both parties.
Will The Arts Society help with any dispute between an autonomous Society and a lecturer?
The Arts Society cannot give rulings or offer judgements on arrangements between lecturers and autonomous Societies. We possibly might be able to make suggestions or offer advice.
VISAS
Do UK-based lecturers require visas to give lectures overseas?
The Arts Society has member Societies in Belgium, France, Germany, Malta, the Netherlands, New Zealand, and Spain, and a sister organisation in Australia, ADFAS.
Lecturers should check whether a visa is required to lecture in these countries. https://www.gov.uk/working-abroad
Do lecturers based overseas require a visa to lecture in the UK?
Lecturers based overseas should check whether a visa is required to lecture in the UK. https://www.gov.uk/check-uk-visa
Can The Arts Society advise on the travel visas lecturers might require?
No. Individual lecturers must check what they require.
CANCELLATIONS
What happens if a Society has to cancel?
The Arts Society’s cancellation guidelines say that it is appropriate to pay the lecturer’s full fee if the event is cancelled with less than four weeks’ notice.
What happens if a lecturer has to cancel?
The Guidelines outline that lecturers should make every effort to fulfil their obligations as autonomous Societies may take proceedings if the contract is not fulfilled.
Autonomous Societies are generally understanding if a lecturer is taken ill and so unable to fulfil the contract for that reason.
Is The Arts Society obliged to help if a Society cancels the booking?
No. The contract is a legal agreement between a lecturer and an autonomous Society to which The Arts Society is not a party.
Can lecturers set their own cancellation policy?
Yes. An individual lecturer’s cancellation policy can be added to their Directory page and then be discussed and agreed with an autonomous Society.
Will The Arts Society help with compensation if the autonomous Society cancels the booking?
No. The Arts Society cannot give rulings or offer judgements on arrangements between lecturers and autonomous Societies.
Are the autonomous Societies obliged to adhere to The Art Society's guidelines?
No. Each member Society is autonomous and makes its own decisions.
Why issue guidelines if The Art Society can’t enforce them?
The guidelines are a basis for negotiation between a lecturer and an autonomous Society.
Are the Societies given training by The Art Society to work with lecturers?
Yes. The Arts Society’s Training Manager runs many training programmes and there is much training material available to member Societies.
REVIEWS AND COMPLAINTS
What is a review?
Each Society and/or Area is asked to submit a review whenever they have a lecture, study day or virtual tour delivered by an accredited lecturer.
How is the review compiled?
The Society or Area committee discusses the lecture or study day, reaches a consensus and then completes an online review form.
What are the review gradings?
There are six categories: outstanding, excellent, very good, good, passable and poor. Here is an explanation of these categories.
Can lecturers see their reviews online?
The Arts Society is currently reviewing the website, and is exploring making reviews available online to both lecturers and autonomous Societies.
How does a lecturer see their reviews?
Every lecturer is emailed an annual summary of their reviews. The Education Department will also provide feedback on request. Lecturers can make an appointment to visit The Arts Society's office to view their reviews in person.
Can Societies see the reviews online?
No. Individual Societies only have access to the reviews they themselves have submitted. Other Societies can only access the reviews by telephoning The Arts Society and being talked through the reviews, they are not published anywhere currently. The Arts Society is reviewing the website, and is exploring making reviews available online to both lecturers and autonomous Societies.
Can a lecturer submit a review on a Society?
Yes. Lecturers can complete the Lecturers' Review Form on their Visits to Societies.
What happens if a poor review is submitted about a lecture by a Society?
The Arts Society will follow the Performance Assessment Procedure that is laid out in The Arts Society's Terms and Conditions of Accreditation.
What happens if a complaint is made about a lecturer by a Society?
The Arts Society will follow the Complaints Procedure that is laid out in The Arts Society's Terms and Conditions of Accreditation.
What happens if a complaint is made about a Society by a lecturer?
If a Lecturers’ Review Form on their Visits to Societies is received by The Arts Society it will be reviewed and acted on accordingly by the Membership Department.
Will a failure of a Society’s technology affect my review?
Reporting such issues using the Lecturers’ report form on Societies will enable The Arts Society to discuss this directly with the Chairman of Society concerned.
FEES
Do lecturers have to pay additional fees to be in the Directory?
No. This is included in the price of the annual fee (formerly called a subscription) that lecturers pay.
What fee is typically charged by lecturers?
As Accredited Lecturers are freelance they must set their own fee levels. These fees can be negotiated with each autonomous Society.
Can a group of lecturers agree on a common fee between them?
No.
What guidance does The Art Society give to autonomous Societies on lecture fees?
The Arts Society does not suggest fees to Societies.
What guidance does The Art Society give to autonomous Societies on fees for study days ?
The Arts Society does not suggest fees to Societies.
How do autonomous Societies know the fees for lectures?
The Arts Society's Directory lists the individual fee levels for each lecturer.
EXPENSES
Does The Art Society set a mileage rate for lecturers?
No. The Arts Society suggests a mileage rate for its volunteers at 45p per mile.
Does The Art Society’s mileage rate for volunteers apply to lecturers?
No. Accredited Lecturers are freelancers who negotiate their own rates of reimbursement.
What travelling expenses can lecturers claim?
All arrangements, including travel expenses, are agreed as part of the contract between the lecturer and autonomous Society at the time of booking.
Do Societies set low travel expenses for lecturers?
No. Travel expenses are agreed between a lecturer and an autonomous Society at the time of booking. Autonomous Societies might, for example, request that a lecturer books their travel tickets well in advance.
Do lecturers have to pay travel expenses to visit The Arts Society's office?
Yes.
Do lecturers have to stay with Society members in place of paid accommodation?
No. However, all arrangements for travel and accommodation are to be negotiated between the lecturer and the autonomous Society.
Are Society Members compensated if a lecturer chooses to stay with a host rather than paid accommodation ?
The Arts Society believes that no volunteer should be left out of pocket for supporting the charity and suggests reimbursements at suitable rates, however whether to offer this is a decision for each autonomous Society.
What payment method will a Society use?
Lecturers and Society representatives should agree this at the time of booking.
Some Societies prefer to pay by cheque, which can be paid into bank accounts at the Post Office (more information here).
MARKETING
Are Societies able to book non-accredited lectures?
Yes.
Does The Arts Society promote non-accredited lecturers to Societies?
No.
Does The Arts Society prohibit accredited lectures from marketing to Societies directly?
No. The Arts Society is unable to prohibit any lecturer contacting autonomous Societies directly but strongly advises against cold calling.
Does The Arts Society prohibit non-accredited lectures marketing to Societies directly?
No. The Arts Society is unable to prohibit any lecturer contacting autonomous Societies directly but strongly advises against cold calling.
Does The Arts Society give out contact details for Society committee members?
No. The Arts Society never gives our Members’ contact information without explicit permission.
What marketing of lectures does The Art Society provide?
Amongst many initiatives, all lecturers are listed in the Directory, invited to attend and speak at Directory Day (or its virtual equivalent). Additionally, some lecturers are featured in The Arts Society’s magazine, mentioned on our social media, invited to create articles and videos, or recommended to our international Travel Affiliates.
How can lecturers get involved with cruises and tours?
Some lecturers have previously given permission for The Arts Society to suggest their services to its Travel Affiliates. Going forward, lecturers can fill in the new Cruises and Tour availability form here to register their interests.
One of our Travel Affiliates can also be contacted directly at: Fred. Olsen Cruise Lines, Journey Experience team joyofthejourney@fredolsen.co.uk They need to know what destination knowledge the lecturers have, and how their expertise relates to certain destinations, to give relevance to the cruise itineraries. Or if the lecturers are looking for more 'general' speaking positions, they can consider this too.
Do lecturers have to pay additional fees to come to Directory Day?
No. This is included in the annual subscription however, as freelancers, lecturers have to organise and fund their own travel and accommodation.
Do lecturers have to pay to print brochures?
The production of any advertising collateral is the decision of each individual lecturer, The Arts Society is not involved.
Can lecturers advertise in The Arts Society’s magazine?
Yes. The magazine's Group Advertising Manager can provide details on advertising rates.
THE DIRECTORY
How do I login to see my page?
Go to https://directory.theartssociety.org/user/login and login using your credentials.
How do I login to see the Directory?
Go to https://directory.theartssociety.org/user/login and login using your credentials.
What is my username?
Your username is your name rather than your email address so: Firstname Lastname
I've forgotten my password
You can reset your password here.
Can lecturers edit their Directory page themselves?
Yes, lecturers are permitted to edit their own Directory pages.
When can I make changes to my Directory page?
Whenever you like and as many times as you like.
How do I make changes to my Directory page?
Please read our User Guide which will explain the process.
Are there subjects missing from the Directory?
Yes. A list of missing subjects can be found here. If you can offer a talk on one of these subjects lease let us know via the titles form.
DIRECTORY FEE
What is the fee for being listed in the Directory in 2024?
The fee for being listed in the Directory for 2024 is £220. If you pay before Monday 11 December 2023, the fee will be £170.
When is the payment due?
The deadline for payment will be set by the finance team but is generally in December.
How can I pay the fee?
Our finance team will contact each eligible lecturer individually with your invoice in mid-November. Our preferred method of payment is direct debit and a mandate form can be found at the bottom of this page. Our finance team will give you details of other payment methods available when they contact you.
Do I have to be a Member of The Arts Society to be an accredited lecturer?
No. There is no longer the requirement for an accredited lecturer to be a Supporter Member or a Member of a Society, however individual lecturers might decide to continue to be a Supporter Member or a Member of a Society.
Will I still receive a magazine from The Arts Society?
Not unless you are a Supporter Member or a Member of a Society.
How do I become a Supporter Member of The Arts Society?
If you would like to continue to be a Supporter Member at the cost of £20 per year please sign up here.
I am a Member of a Society, how do I renew my membership with them?
The Society’s Membership Secretary will contact you as usual when it is time for you to renew your membership.
If you would like to join a Society you can find contact details for Societies here.
I want to take sabbatical leave from the Directory, is this possible?
Yes. Lecturers are able to take sabbatical leave from the Directory, however payment of the annual fee is required for lecturers to retain their accreditation.
Do lecturers on sabbatical leave have to pay the annual fee?
Yes, the annual fee is required for lecturers who are on sabbatical leave to retain their accreditation.
If I am on sabbatical leave what is displayed on my page?
The Directory page of a lecturer who is on sabbatical leave will display their contact details so that Societies who have booked them can contact them but will not list other information such as their titles and biography.
How long can I be on sabbatical leave?
Lecturers can take a maximum of 3 years of consecutive sabbaticals. After that, a lecturer would automatically be de-accredited though they can reapply to join the Directory and go through the accreditation process again.
DIRECTORY DAY
Where can I find the latest information about Directory Day 2024?
Please check this page for the latest information.
When is Directory Day 2024?
Saturday 16 March 2024.
Which lecturers will be attending Directory Day 2024?
Here is a link to the lecturers who are attending Directory Day 2024.
Here is a link to the Lecturers Attending with Presenting Groups and Rooms.
Which lecturers will be presenting at Directory Day 2024?
Here is a link to the lecturers who are presenting at Directory Day 2024.
Where is the event taking place?
Central Hall Westminster, Storey's Gate, London SW1H 9NH.
What is the nearest tube station for the event?
St. James’s Park and Westminster. Victoria is about a 20 minute walk away.
How do I book a place?
Booking closed on Monday 5 February 2024.
9.30am Doors open for lecturers
10am Doors open for Society Members
11am-11.10am Chair's welcome (Great Hall)
11.15am-12.15pm Presentations from newly accredited lecturers (Great Hall)
12.15pm - 1pm Presentations from established lecturers (Great Hall)
1pm-2.30pm Lunch & visiting lecturers' stalls & exhibition stands
2.30pm-3.30pm Presentations from established lecturers (Great Hall)
3.30pm-4.30pm Visiting lecturers' stalls & exhibition stands
The event winds down from 4.30pm with doors closing for Society Members at 5pm
5pm-6pm Reception (South Rotunda)
Bag search
Bag searches will be in operation. Please allow enough time to arrive.
Cloakroom
A manned cloakroom will be available once you have gone through the bag search, on the ground floor.
Arrival process
Once you are through the bag search please head up the stairs and go to the Lecturers’ Desk which will be on the left hand side of the foyer. Here please give your name and one of our team will register you and direct you to your desk.
Table letter
On your table you will find a letter addressed to you detailing your itinerary for the day and giving other helpful information. The letter is two-sided - please read both sides!
Photography
Please note that photographs and video footage will be taken throughout Directory Day. These will be used by The Arts Society in our communications, on our website, and in social media.
Recording of the event
Lecturers' presentations will be recorded and added to the Directory of Lecturers following the event. If you cannot attend the event please remember that you are welcome to add a video to your Directory page at any time.
Is it ok if someone comes in my place?
Due to space constraints we can only allow accredited lecturers to attend the event, and not partners, colleagues etc..
Cancelling your place
If you have booked a place and need to cancel please email katherine@theartssociety.org
Access to the venue
There is lift access to all floors. Hearing loops can be provided.
Catering
There will be two coffee points on the first floor of Central Hall and there is a public cafe in the basement. Alternatively there are numerous cafes and restaurants on nearby Victoria Street. Here is a list of local cafes. No food should be brought into the venue.
Help during the day
Helpers will be on hand throughout the day, wearing pink Helper badges, and the Lecturers’ Desk will be manned at all times.
Flyers
You are welcome to add your flyers to the Lecturers’ Desk after 11am when registration will be mostly over.
RECORDING
Does The Art Society authorise recording video lectures?
No. The Art Society strongly advises against recording lectures.
Is a Society allowed to record a lecture?
Only with a lecturer’s express permission. Lecturers and autonomous Societies are advised to clearly specify this as part of the contract.
EQUIPMENT
Do lecturers need to provide their own projection equipment?
No. Societies will generally provide this.
What equipment do lecturers need to take to a lecture?
This will be discussed and agreed between the lecturer and the autonomous Society at the time of booking.
Some lecturers prefer to take their own equipment, for example a laser pointer or laptop.
One of our Areas has found a Logitech Spotlight laser pointer to be a helpful piece of equipment.
Is a good microphone important?
Yes. Lectures should be audible and a sound check prior to the start of the lecture is advisable.
Is there advice on what Member Societies like in a presentation?
One of our Member Societies, Medway, has put together some tips based on their experiences and these can be read here.
Additional information
We recommend that lecturers review their presentations frequently (and revise where necessary).
It has been reported to us that there is a potential problem with how the Aptos font is displayed on Powerpoint so lecturers might wish to consider using a different font.
COPYRIGHT
Will The Arts Society protect me if I breach copyright?
No. Lecturers are responsible for securing all the necessary rights and permission for any material they use.
Are lectures really subject to copyright?
Yes.
Can The Arts Society advise me on copyright law?
No. The Arts Society cannot give legal advice. We do provide Guidelines.
Copyright training
Copyright experts Naomi Korn Associates have run workshops via Zoom on what to (and what not to) consider when approaching online, in-person and hybrid lectures and content, and other matters relating to copyright.
In addition, this article regarding museum collections might be of interest.
ONLINE LECTURES
Does The Arts Society have advice for online lectures?
Yes, in The Arts Society’s Online Lecturing Guide. Best practice is also disseminated.
Does The Arts Society provide Zoom licences for Societies?
Yes. Member Societies can buy a Zoom licence via The Arts Society.
Does The Arts Society provide Zoom licences for lecturers?
No.
Does The Arts Society host online lectures for Societies?
Yes. A Society can book to use The Arts Society's licence and have their lecture hosted by a member of staff.
Is training available for lecturers?
Yes. Lecturers can watch training videos on The Arts Society's online training site.
HYBRID LECTURES
What is a hybrid lecture?
A hybrid lecture is one where some members of the audience is in the venue and some members are watching onine. The lecturer might either be in the venue or delivering their presentation online.
Is there a booking form for hybrid lectures?
Yes, there are two. One is for when the lecturer is in the venue and one is for when the lecturer is presenting online.
Can a Society change an agreed booking to be a hybrid?
Any changes to a contract should be discussed and agreed by both parties.
What is the lecturer expected to do during a hybrid lecture?
The Society and lecturer should discuss this ahead of the event. The Society should handle the technical side of the event unless otherwise agreed.
Can a lecturer decline to give a lecture if it is to be given in a hybrid format?
A lecturer is under no obligation to accept any booking. If a lecture already booked is switched to a hybrid format and the lecturer no longer wants to give the lecture then a cancellation should be negotiated. The Arts Society's cancellation advice might be helpful.
ZOOM GUEST SCHEME
What is the Zoom Guest Scheme?
Please read our information sheet about the Zoom Guest Scheme.
EQUITY, DIVERSITY & INCLUSIVITY
Does The Arts Society have policies relating to equity, diversity and/or inclusion?
Yes. The Arts Society's equity, diversity and inclusion policy can be read here.
What is The Arts Society's ethos?
The Arts Society's ethos can be read here.
Are resources about equity, diversity and inclusion available?
Many resources are available via an internet search, for example glossaries of acceptable terms to use.
Does The Arts Society have other policies?
Yes. The Arts Society has policies relating to the Environment, GDPR, Volunteers, and Complaints Handling. The policies can be read here.
