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Work-flow overview
For Europeana 1914-1918 Roadshows
1 Introduction
This guide outlines the work-
flow at a typical Europeana
1914-1918 roadshow event.
The actual set-up and
procedures will vary
between events and depend
on the decisions made by the
local organiser.
This guide is intended as an
introduction for anyone
involved in a roadshow
event. More detailed
information is available in
the PLANNING and SET-UP
guides and the various
STATION DESCRIPTIONS.
Feel free to contact the
Oxford team on runcoco@it.ox.ac.uk when you are planning your own event to discuss options to fit
your set-up.
1.1 Workflow overview
The set-up and running of a roadshow will vary between different events, and depend on a number
of factors. The overview given here is a general one, aimed to fit a number of contexts. More
specialised information should be disseminated to all staff by the roadshow organiser.
Standard process (numbers in brackets refer to Figure 1):
Visitor arrives goes to Welcome desk or Press desk (1);
Visitor is taken to Interview;
Interviewer records story and object information (2);
Objects are taken to digitisation;
Objects are digitised (3);
Objects are returned and visitor leaves (4);
Digital images are post-processed (cropped, enhanced, compressed) ;
Story and object information is finalised and image files added (on website).
1.2 Floor manager role
The floor manager oversees the whole roadshow operation and is usually responsible for the
Figure 1 Schematic overview of a typical roadshow workflow
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preparations as well as overseeing everything during the actual event. S/he normally holds the staff
briefing at the beginning of the day and is responsible for ensuring all staff and volunteers know
what to do and that everyone can take their breaks without disrupting the operation.
During the event, the floor
manager moves around and
ensures everything flows as it
should. The floor manager helps
where needed, steps in to solve
problems, ensures all roles are
covered (also during breaks) and
prioritises workload, for example
by opening more interview
stations or moving staff to where
best needed at different times. S/he also keeps the staff informed about how things are going in
general and at other stations (for example telling the digitisers that there are many people arriving,
letting the interviewers know that there are delays in digitisation, etc).
1.3 Contributor profile picture:
The Europeana 1914-1918 website can display a profile picture with the story/objects someone
contributes. Contributors may upload their own picture in their own time, or this can be done at the
event (for example at Welcome Desk, Interview, or a dedicated profile photo station).
Although a good idea, it has usually proven difficult to fit into the activities during the event, either
because it is very busy or because the contributor does not want their picture taken. If contributor
accounts are created a dedicated station, for example as an activity for those awaiting interview, it
may be easier to incorporate. If a picture is taken at the event to be added to the account later, it is
important to keep track of who is who for example include ticket number in one shot, then take
one without to be added to the website. Be aware that if you plan to take pictures to add after the
event, this will require staff time.
2 Welcome Desk
The Welcome desk is the first thing visitors see (or at least placed and sign-posted so that they can
easily spot it and understand that they should go there first). At the Welcome Desk, staff introduce
visitors to the Europeana 1914-1918
project. Visitors that have objects or
stories to contribute are told about the
process and permissions and are given a
copy of the permissions form to read
before they are introduced to an
interviewer.
At busy times, it may be necessary for
people to wait for their interview. The
Welcome Desk should help keep track of
who is next. This can be done by using
queue numbers and/or writing down their Figure 3 Receiving visitors at the Welcome Desk
Figure 2 Staff briefing by Floor Manager
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names (and mobile number, if you offer to notify them that way).
Depending on your set-up, you may choose to take down contact details for the visitor (for example
writing down names on a list for keeping track of who is next), create an account for the visitor on
the Europeana website (or direct them to self-registration terminals), or simply give them a queue
number and some project information. If you are using paper permissions forms, it is suitable to
hand these out to contributors at the Welcome desk.
The Welcome desk may be used as the central point of communication during the event any
questions are directed there and the staff are responsible for finding a solution (for example by
notifying the floor manager).
The Welcome desk staff should work with the Press person/desk, and direct journalists and press
photographers to the relevant person(s) who will look after them and make sure they get the
information and access they need without disturbing the staff or contributors. They also need to
keep in touch with the staff managing the interview queue (where relevant) and the floor manager.
2.1 Welcome desk duties:
make people feel welcome, whether they are submitting anything or not;
explain process (interview, digitisation), explain that it may take time, and explain
permissions;
match up contributors with interviewers, if not done by dedicated interview queue staff
(keeping track of who is in turn, allocating queue numbers);
may help visitor register on the website (and ensure they take details to the interview);
may ask contributors to read through forms while waiting for interviewer;
work with press desk and any staff taking visitors to the interviews;
(possibly) be the central hub for communication and co-ordination.
3 Press desk
Press and media visiting your event will have different wishes and needs than other visitors. To make
sure you can meet these without causing disturbance or inconvenience to other visitors or staff, it is
useful to have someone assigned to work with visiting media. You
may set aside a dedicated desk near to or part of the Welcome
desk for press and media.
The press desk staff have an important role to fill in ensuring the
media get the content they need while at the same time
minimizing disruption to the event, visitors, and other staff.
The press desk staff may also be in charge of your own
communication for example blogging, tweeting or preparing
something to publish throughout the event. It is also useful if they
(or someone) take pictures that you can later use in your publicity,
reports and other communications.
3.1 Press desk duties:
look after press and media visitors and make sure they get the information they need and
are able to take pictures and interview contributors or staff if they like;
Figure 4 Press desk
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minimise disruption for visitors and staff at the event;
escort press and media round the different stations;
manage your communication and publicity (blogging, tweeting, taking pictures).
4 Interview
(more detailed information in the separate Interview station guide)
If a visitor has a story and/or objects to contribute, they are paired up with an interviewer. The
interviewer talks to the contributor about the stories and objects they have and records this
information on the website or paper form. They also document the objects that are to be digitised.
The interviewers may offer
information about the objects or
story if they have the relevant
subject knowledge. If not, they can
ask for help from a subject expert,
or suggest where the visitor can
turn for more information.
If there are two people working at
each interview station, one can
perform the interview while the
other writes down the story. This
can save time and be more natural
(the interviewer can focus on the
visitor instead of the computer screen), and ensure no information is lost.
When the interview is over, the interviewer (or assigned staff) takes the contributor and their
objects to the digitisation area (or takes contributor to waiting area, objects to digitisation).
At busy times when it isnt possible to capture everything or if the visitor is in a hurry, a Subject
expert may select what objects to digitise.
4.1 Keeping track of objects:
It is important to be able to
link the stories the
interviewer records to the
right objects when these
have been digitised. One
way to do this is to assign a
number to each object, and
make sure this number is
recorded with the relevant
story. Numbered
cloakroom/raffle tickets
and an objects form can be
used for this. Each object/set
of similar objects gets a number, and this number stays with the contribution through the work-flow.
Figure 6 Sample objects form
Figure 5 With two people working at one interview station, one can take
notes while the other interacts with the contributor.
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A story can have more than one object/ticket number attached (for example a story about a soldier
comes with five postcards that he wrote (number 71), two medals he won (number 72) and a helmet
that he used (number 73))
4.2 Interviewer duties:
make contributor feel they are welcome and their contribution valuable;
ensure contributor understands permissions asked for and is happy to share their story and
objects;
find out about object(s) and related stories from contributor;
write stories and details on computer form (or paper);
may record audio/video;
may have to select what to digitise (with Subject expert);
may offer information about objects or history to contributor.
4.3 Subject expert duties:
usually same as interviewers;
may evaluate objects for historical value to select what to prioritise for digitisation;
may offer information to contributor.
5 Digitise objects
(more detailed information in the separate
Digitisation station guide)
After the interview, the interviewer (or other
member of staff) accompanies the contributor to the
digitisation area where they leave the objects for
digitisation. Objects are photographed or scanned
and then returned to their owner.
The Digitisation area has three main functions:
1. Check-in. Objects placed in digitisation
queue area.
2. Digitisation. Objects scanned or
photographed and then placed in
digitisation done area.
3. Returns. Objects returned to owner.
In addition to staff receiving and returning objects as well as doing the actual digitisation, the
digitisation area needs a digitisation co-ordinator who keeps track of what is handed in and when,
makes sure the material is processed and returned. This can be the same person as the one receiving
objects for digitisation and/or returning them to their owner.
Objects need to be kept safe at all time no public access should be allowed to the objects while
these are in the care of the event staff.
5.1 Digitisation check-in desk
Objects that are to be scanned or photographed are first taken to the digitisation check-in desk
Figure 7 Schematic overview of Digitisation area
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where the staff record what is coming in and then keep track of how the material is processed.
The objects are passed on to the digitisers who scan or photograph them. It is important to keep
track of what is processed and by whom, and to ensure that the link between the story and its
related object is maintained, for example by capturing the object number ticket in the picture.
When all objects belonging to one person have been digitised, the objects are returned to the
owner. It is suitable to have procedures in place to monitor what has to be returned and to whom,
and to keep a record of when objects have been collected.
Some Roadshows may offer contributors the option to collect their objects at a later time or date.
These can then be digitised outside the busy Roadshow hours.
5.1.1 Check-in Desk duties:
record the objects to be digitised;
agree time with contributor to collect their objects based on their wishes and digitisation
work-load;
pass objects to digitisation staff;
receive digitised objects from digitisation staff;
return objects to contributors;
make digitisation run smoothly and keep track of objects on the digitisation list, keeping
items safe at all times.
5.2 Digitisation
The digitisation crew take pictures or scan the objects, making sure the images can be linked to the
relevant story through the ticket numbers. This can be done by making sure the first image of an
object or group of related objects includes the
ticket number. A second picture, without the ticket,
is then taken followed by pictures of all objects that
are part of the same ticket number (for example a
series of postcards). The ticket number does not
have to be included with every image in a series,
only the first one. Objects should be captured from
all sides and angles (for example front and back of
postcards) and photographers should make an
effort to take several pictures of objects when
suitable (for example front, back, sides and close-
up of details).
It is important that the digitisation equipment is set up properly and the staff briefed about what to
do. Failure to do so may mean that a lot of work has to be done with the material after the event or,
in a worst case scenario, that the opportunity to capture the objects is lost.
Digitisers should make frequent back-ups of their captured files to make sure nothing is accidentally
lost or damaged.
5.2.1 Digitisation staff duties:
digitise objects (photograph or scan);
Figure 8 Scanning
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maintain link to contribution number (cloakroom ticket) in filenames and other processes;
work with rest of digitisation area staff to ensure queues are minimized, objects are
captured as well as possible, and items are safe at all times .
5.3 Returns desk:
When all the objects belonging to one person have been digitised, they are moved to the returns
desk where owners can collect them. The Returns desk staff keep the objects safe until they are
returned and ensure that the right objects are handed to the right owner. Returns desk staff can also
check that any necessary documentation has been completed and inform the visitor about what
happens next, hand out any project souvenirs or answer questions.
5.3.1 Returns desk duties:
check that objects have been digitised;
announce what objects are ready for collection;
check that permissions form has been signed (if using);
return objects to correct contributors;
thank contributors, answer questions, and hand out souvenirs/thank you notes (if using).
6 Edit images and upload contributions (usually after roadshow)
The stories and the digitised objects are added to the Europeana 1914-1918 website
http://www.europeana1914-1918.eu/, usually after the Roadshow (as the story and additional
information has to be entered into the online form and the related images identified and edited).
If the stories have been recorded on paper or off-line forms, they need to be added to the web-
based form on the Europeana 1914-1918 site. Even if the website form has been used during the
Roadshow, the text may have to be edited or polished after the event. Additional cataloguing
information then has to be added (details in the Cataloguing Guidelines documents). Ideally, the
cataloguing is done by the interviewer or note taker who recorded the information during the
interview.
The digitised objects (images, scans, audio files etc) have to be post-processed and then added to
the relevant story in the online catalogue. The post-processing usually includes identifying the
relevant images, possibly cropping and digitally enhancing them, and re-sizing/compressing the files.
This can be time-consuming work. As the stories cannot appear on the live site until the images are
ready, it is good to start the post-processing as soon as possible, ideally during the event. Uploading
the images to the website can be done either by the cataloguer or by the person post-processing the
images. For stories with more than four images, a pdf file including all the images must be created
and uploaded with the individual image files (more information in the Post-processing Images
guide).
For the stories and images to appear on the LIVE website for anyone to see, each story has to be
approved (check that all information and images have been added correctly and then make the
story live). This is usually done by the cataloguer responsible for the story.
Adjust the workflow for cataloguing and media editing for local needs. For example, you may
combine cataloguing with editing duties; you may upload edited media before completing the
cataloguing, etc.
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6.1 Cataloguer duties:
ensure the information from the interview is recorded on the website (story and other
information);
add all other relevant information;
add all related images, audio/ video to correct contributions on the website (can also be
done by media editor);
check that all information and files have been added correctly to each story and then
approve it so it becomes live on the website.
6.2 Media editor duties:
edit media items according to audio and image post-processing guidelines;
maintain link between edited media items and the related stories.
possibly add media items to their related story
7 More information
A series of guides, check-lists and template forms is available for those who want more detailed
information. See http://runcoco.oucs.ox.ac.uk/1914/ or contact runcoco@it.ox.ac.uk for access.
Introductions:
What is a Roadshow?
Planning a Europeana 1914-1918 Roadshow
Using the Europeana 1914-1918 cataloguing form at a Roadshow
Detailed guides:
Venue set-up
Interviewer station guide
Digitisation station guide
Post-processing images
Cataloguing guidelines
Various guides for setting up and using cameras, scanners, and audio recorders
Checklists:
Staff check-list
Equipment check-list
Checklists 2 wks, 2 days, 2 hrs before the event




The RunCoCo team at the University of Oxford is part of the Europeana 1914-1918 project. We can
offer information, documentation, support, and training in formats to fit your purposes and needs.
Contact us at runcoco@oucs.ox.ac.uk