Guidance for your project.

If you are setting up an oral history project, it is advisable to seek professional advice and guidance from experienced oral history practitioners in the early stages of development so that the project scope, budget and deliverables are realistic.

If you plan to commission a freelance oral historian to deliver your project, seeking informed advice will help you develop a clear brief which outlines the remit, responsibilities, outputs expected from the role and fees paid. 

Agreeing the scope of the project as well as the remit of the freelance oral historian in consultation, will benefit your project.

Advice on contracts for oral history work

A freelancer can be defined as someone who is self-employed but is paid for each piece of work they do by the client organisation they do it for. All organisations employing freelancers should offer a written contract of employment.  A contract is an agreement that specifies certain legally enforceable rights and obligations between two or more parties.

A written contract is there to assist both parties, offering protection and clarity.  A contract should set out both parties’ responsibilities and include procedures to help deal with things if they go wrong.

It is a good idea to make sure that the contract is as succinct as possible, proportionate to the scope and complexity of the project and written in plain English.

Contracts should set out the scope of all work entailed (specific deliverables) and potentially also what is not included.

We encourage all freelancers to agree terms first, before signing a contract or starting work.

If you are considering the appointment of a freelance oral historian, please also refer to the Oral History Society Guidance on Budgeting and Fees.

For more information on freelance contracts please see Working with freelancers (Museum Development Southwest).

Checklist for employment 

• Written employment contract: This should be signed by both parties, setting out the terms and conditions of the work and what to do if there are any issues.
• An outline of specific deliverables: Which details the scope of the work of the freelancer, such as the number of interviews to be completed, any audio editing or content for project outputs such as podcasts or exhibitions.
• An agreed timeframe for completing the work: This outlines the start date, any key milestones and the date for completion of the work.
• All fees and expenses to be paid: such as travel expenses and purchase of essential items.
• Invoice procedure and schedule of payments; An agreed invoice and payment schedule, stating when the payments are to be made and setting out the payment amounts. NB: If you agree a payment date, it must usually be within 30 days for public authorities, or 60 days for business transactions.
• A self-employment statement: This indicates that the freelancer is self-employed and fully responsible for their own tax.
• Proof of professional indemnity insurance: All freelancers should have their own professional indemnity insurance. NB: Some freelancers’ professional indemnity insurance companies also insist on a contract for their insurance to be valid.
• A statement on confidentially: This contains a statement about the disclosure of personal information which includes reference to any UK GDPR requirements and adherences.

Tips for working with a freelance oral historian

• Have a clear brief, with clear objectives
• Have a transparent procurement process
• Have a clear process for communication, feedback and sign-off
• Allocate sufficient and appropriate budget
• Allow for adequate timescales
• Be prepared to invest your time in the project and the relationship too
• Pay on time.

For more information and guidance please look at the Guide to working with freelancers (SHARE Museums East).

Resources for further information:

• Budgeting your oral history project (Oral History Society)
• Guide to working with freelancers (SHARE Museums East)
• Working with freelancers (Museum Development Southwest)