On this page art galleries, institutions and organisations answer questions about working with artists who have access docs.

What are the benefits of working with artists who use access documents?

It gives the opportunity to set up ideal conditions for the artist and to use that as a starting point for negotiation. It asks the organisation to adapt and think differently rather than asking the artist to fit into a box. It allows the artist to be clear about what is essential, what is desirable and what is optional.

How have you approached using an artist’s access document?

It's good to receive an access document in enough time to allow a conversation between organisation and artist. This is where the specific conditions for the working relationship are set and if needed there is time to adapt. Ideally, an access document would be clear on what aspects (if any) of the artists' needs may be communicated to other members of the team and to the public, so the organisation can act accordingly.

How have your working relationships with artists benefited from access documents?

The working relationship is much more efficient and transparent on both sides. It is really based on mutual understanding.

Have you ever received an access document from an artist?

No.

How do you think it would improve your working relationships with artists?

I haven’t officially received an access document from an artist- yours is the first official one I’ve received! Because I’ve worked with disabled artists for over 8 years now, I’m used to asking a lot of this information myself before I start to work with an artist- to ensure that I can best support them and the ways that we can best work together! I think the great thing about an access doc, though, is that it gives power back to the artist- I know that being asked about your access requirements can sometimes take someone off guard, or feel intrusive, or invasive (even when it’s not meant to be). I also know that it can be really *&$% tiring to have to tell people over and over about your access requirements (and sometimes STILL not be heard). Having it all written down in a document can make it feel more official (and sometimes ‘valid’- I mean this in a non-ableist way)- especially if you’re working with a person or an org who really have no disability equality knowledge or understanding or tact at all!

I would love to see more people feel able and comfortable to use these- or to just start this as common and good practice.

Have you ever received an access document from an artist?

No.

How do you think it would improve your working relationships with artists?

So far our process of working with artists with disabilities has been based on conversations with them on a case by case basis. As an organisation we make it clear that we are here to support artists with their development, and any access needs, impairments or barriers  are discussed at the beginning and throughout this process to assist an artist in delivering a commission. We recognise that this is quite an informal way of working.  A document providing a list of requirements would help formalise the expectations of us, and put a set structure in place. Inviting access documents as a standard practice at the beginning of every new project with an artist would take the pressure off them to start the conversation, and would also make artists feel more comfortable in talking to us about their needs. We recognise that it can sometimes seem daunting to ask for support from an arts organisation for fear of being seen as difficult or hard work; from an organisation’s point of view, there is a worry of being intrusive into an artist’s circumstance. An access document would help open these lines of communication on both sides.

What are the benefits of working with artists who use access documents?

To get to know in advance the needs, desires, capacities, boundaries, preferences of invited artists and participants better so that in advance planning can be informed and tailored and that their time with us is as smooth as possible, so that they can focus on their work and participation without having to worry.

How have you approached using an artist’s access document?

In the past we asked an open ended question (with some keyword prompts) as part of our general information gathering in the Artist Info Form that we send out to invited participants and then taken the conversation from there whilst listening to requests and needs and either honouring them, or transparently explaining the boundaries or issues that mean that needs or preferences will not be met. We have found that it’s better to be transparent up front about what it is possible for us to offer so that shared expectations are understood in advance.

How have your working relationships with artists benefited from access documents?

It means that we have been able to come to all parts of the programming and production process with more information which helps in scheduling public events and rehearsals as well as allocating ample budget lines to reflect accurately the costs of hosting the artist and their work. Then in the production period and the live environment you already have some insights as to how people like to work and also an idea of when boundaries might be being surpassed, so that with care and conversation, together you can navigate the creation of the work in a way that all parties are comfortable with. The other thing to mention is that thinking through access—as a shared capacity, not an individual deficit—helps us understand common needs, expressed differentially. That is, it manifests a political position that is to everyones ‘benefit’ and makes plain the importance of hosting and commonality amongst us all.

What are the benefits of working with artists who use access documents?

I have found access documents beneficial in creating an open and honest working relationship with artists. 

I have found access documents to be beneficial for the planning and delivery of artistic projects. Information contained within access documents can assist with accurate forecasting of timescales and setting of deadlines for the production and delivery of projects, and with budgeting accurately for them.

Access documents help to establish working practices that may have otherwise been neglected or overlooked by institutions. An awareness of different individual needs can help institutions reflect better on the possible needs of their staff, collaborators and audience, in turn having an influence on the way in which institutions consider their approach to accessibility more broadly.

A particular example of how working with artists who use access documents can influence change across an organisation is that it can shift perceptions of what should be detailed in a formal, written contractual agreement with an artist. It is often the case, for example, that when working with artists a plan for working together is often fleshed out firstly in an informal manner, either during studio visits or on email. Following initial conversations, the contractual responsibilites of both the organisation and artist - typically fees, budgets, delivery commitments, timescale- are attended to in a formal written manner, whilst responsibilities of the institution to meet particular access needs and required working conditions are not always addressed and included. The use of access documents sets a useful precedent that correctly establishes access requirements as formal contractual needs, and working with artists who use these has increased my awareness of attending to access needs as a contractual matter.

How have you approached using an artist’s access document?

I approach an access document by treating it with the privacy and discretion that I would with each confidential working document or contract handled within the organisation. When gratefully received and read, I use the information contained to assist and inform the planning of the work ahead, seek any further clarification if required, and immediately flag any requirements that may need to be thought through together in order to find a solution for how they can be best met.

How have your working relationships with artists benefited from access documents?

I feel a key part of institutional curatorial practice is to work to ease any feelings of anxiety or precarity that may arise from artists who are most often working on a freelance basis.  I understand access documents to help to establish a clearer working practice between artists and organisations that can help to increase the practitioners' feelings of ease when working with an institution.

My working relationship has greatly benefited from working with artists who use access documents.

Have you ever received an access document from an artist?

Yes, we have received one formal access document but numerous informal communications regarding access requirements.

What are the benefits of working with artists who use access documents?

We feel that the clarity provided by an access document is incredible useful in helping us understand if and how we are able to meet the artist’s requirements. Having all the information that we need clearly set out in one communication  enables us to meet and work out what we can definitely do and what we might struggle to accommodate. We can then think through alternative spaces or ways of working that can meet requirements whilst also being honest about the limitations of what we can achieve. 

How have you approached using an artist’s access document?

We organise a dedicated meeting for our team to understand and discuss the document, agreed what could and could not be achieved and them communicated with the artist in good time with a detailed response to ascertain whether the accommodations that we can make are sufficient.

How have your working relationships with artists benefited from access documents?

Access documents are incredibly useful in that they provide absolute clarity which avoids the risk of making assumptions or overlooking communications about access requirements. It’s also made us much more aware about the diversity of access needs and our need to continuously work to improve our ability to think creatively about the ways in which things can be delivered so that we can work with a wider range of artists, publics and practitioners. One related example- we have just published a new version of our information booklet in a more accessible format, a process that was guided by our work with users from East Kent Mencap.