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 T he 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. The Arts Society cannot offer legal 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.

How many reviews are rated as outstanding?

Here are the lecture and study day reviews from 2023.

Lecture reviews received: 2538

Outstanding 819 32.27%

Excellent 1231 48.50%

Very good 369 14.54%

Good 103 4.06%

Passable 13 0.51%

Poor 3 0.12%

Study day reviews received: 183

Outstanding 103 56.28%

Excellent 64 34.97%

Very good 14 7.65%

Good 2 1.09%

Passable 0

Poor 0

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.

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. For more information please see: https://www.fredolsencruises.com/speaker-outreach

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

What is the date of the next Directory Day?

Directory Day 2025 will be taking place ONLINE on Thursday 20 and Friday 21 March.

Who will get a presentation slot at Directory Day 2025?

We will be offering all lecturers a presentation slot during the two days - two minutes for established lecturers, three minutes for those who have just joined the Directory.

How do I book for Directory Day 2025?

Booking will open in January and you’ll be able to choose your own presentation slot. We’ll send more information about how to book nearer the time.

How will the event work?

We're using an e-conference platform which is being built for us by a company called Talking Slides who run a lot of online and in-person conferences.

There are three main parts of the platform:

1) the livestream where members will watch the presentations

2) the programme where the timing of the sessions and order of presenters can be found

3) lecturers’ details - each lecturer has their own entry with their biography and photo.

How will people watch the event?

Access to the platform where the livestream can be watched is via a login which will be provided shortly before the event.

Will presentations be recorded?

Yes, all will be recorded and will be added to the lecturers’ pages in the Directory. Additionally, the platform will be open for up to a year so that Members can go in and rewatch the sessions.

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.

Will Member Societies ask me to provide images for marketing purposes?

Yes, many of the Member Societies will ask lecturers to provide images that the Society can use to publish the event. A line about this is included on the template booking form. Please only provide images that you are absolutely sure you have the correct permissions to supply for marketing purposes. If you cannot provide an image please tell the Society. Societies and lecturers might be subject to legal proceedings if images are used incorrectly.

What information will Member Societies ask for?

One of our Member Societies has kindly given us this list of questions they ask their lecturers:

Did you take the photo?
If not, where was the image sourced from?
Please confirm you have permission to use this image.
Is the image copyright free?
Details/captions of each image.
If taken by a professional photographer please get written permission for reproduction, and include a photographer credit in the caption.

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.