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Planning and developing library activities, events or programs Matt Cornell Programs Librarian Monash Public Library Service

Planning and developing library activities, events or programs

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Matt Cornell spoke to Diploma of Library/Information Services students. This is his presentation. He has given his permission to share.

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Page 1: Planning and developing library activities, events or programs

Planning and developing library activities, events or programs

Matt Cornell

Programs Librarian

Monash Public Library Service

Page 2: Planning and developing library activities, events or programs

Topics covered

Establishing the need and scope of programs Developing concepts for programs Planning resource requirements Developing support material Evaluating programs

Page 3: Planning and developing library activities, events or programs

Establishing the need and scope of programs

Define activities, events and programs What do you want to get out of the program? Where do the ideas come from? Identify significant themes, weeks, holidays Forward planning

Page 4: Planning and developing library activities, events or programs

Establishing the need and scope of programs

Define activities, events and programs What do you want to get out of the program? Where do the ideas come from? Identify significant themes, weeks, holidays Forward planning

Page 5: Planning and developing library activities, events or programs

Let’s assume that …

Activity – a single/one-off session which runs independently of other programs. As an independent session there is little planning involved and few people to approach early on, however they become more involved closer to the day as equipment and arrangements vary from session to session.

Event – multiple sessions within a set timeframe. Often tied to themes, seasons, special interest topics. Planning can be quite involved. (e.g. Literature Festivals, Body in the Library, Spring Gardening)

Program – an ongoing series of sessions (e.g. Storytimes, Knitting Groups, Conversation Circles). Require intense planning, however little ongoing input as plans and equipment needs already identified and arranged.

Page 6: Planning and developing library activities, events or programs

Establishing the need and scope of programs

Define activities, events and programs What do you want to get out of the program? Where do the ideas come from? Identify significant themes, weeks, holidays Forward planning

Page 7: Planning and developing library activities, events or programs

What do you want to get out of the program?

Increase awareness of the library service, and promotion of library resources and services

Contribute to community wellbeing and involvement

Develop a love of literature and improve literacy skills

Identify and attract target groups

Page 8: Planning and developing library activities, events or programs

Establishing the need and scope of programs

Define activities, events and programs What do you want to get out of the program? Where do the ideas come from? Identify significant themes, weeks, holidays Forward planning

Page 9: Planning and developing library activities, events or programs

Where do the ideas come from?

As part of strategic planning (council or library specific)

Relevant stakeholders:- Councillors - library staff- Community groups - library patrons

Feedback and community consultation Statistics (target groups)

Page 10: Planning and developing library activities, events or programs

Establishing the need and scope of programs

Define activities, events and programs What do you want to get out of the program? Where do the ideas come from? Identify significant themes, weeks, holidays Forward planning

Page 11: Planning and developing library activities, events or programs

Identify the significance of the program

Annual events (eg. Literature Festival)

Regular programs (eg. Storytimes)

Anniversaries / Days (eg. ANZAC, International Migrants Day)

Special weeks (eg. NAIDOC, Family History Week)

Holidays (eg. Christmas, Easter)

Themes (eg. Spring Gardening, Job Skills)

Page 12: Planning and developing library activities, events or programs

Establishing the need and scope of programs

Define activities, events and programs What do you want to get out of the program? Where do the ideas come from? Identify significant themes, weeks, holidays Forward planning

Page 13: Planning and developing library activities, events or programs

Forward planning

How early do you need to start planning? This will depend on:

– What the program is– How many sessions you plan to run– Popularity of potential speakers– Frequency of promotional material

Monthly, Quarterly, Weekly– Target group availability

After work, after school, weekends, school holidays

Page 14: Planning and developing library activities, events or programs

Developing concepts for programs

Themes, tie-ins and partnerships Age groups or community groups you want to

target Have desired outcomes in mind when

developing concepts How do you develop concepts?

Page 15: Planning and developing library activities, events or programs

How do you develop concepts …

See what others have done in previous years See what other libraries are doing Join a committee or special interest group to

share ideas Establish planning meetings Brain storming

Page 16: Planning and developing library activities, events or programs

Planning resource requirements

First and foremost … the Budget– How much do you have?– Do you need to ask for more?

Special grants Sponsorship

– Cost of speakers Factors to consider: speakers fee, travel costs, booking

fees (agent or publisher)– Will the event be catered?– Will you be offering door prizes or giveaways?

Page 17: Planning and developing library activities, events or programs

Planning resource requirements

Agree on dates and times of planned sessions Locations and room bookings Speakers requirements

– Equipment needs– Book sales and publishers

Rostering– Staff required to present the speaker– Additional staff to cover the desk (and costs involved)– Arranging for equipment transfers– Preparing the opening and closing speeches

Thank you gift for speakers

Page 18: Planning and developing library activities, events or programs

Example: Monash Wordfest & Short Story Competition

An annual event running over a three month period … generally with 18 sessions involved.

Page 19: Planning and developing library activities, events or programs

• November / December– Initial meeting with Co-ordinator and Manager to

discuss potential authors and ideas– Tentatively book launch venue for launch- preferably

have launch tie in with a key event– Draft dates and session times for events

• December / January– Follow-up meeting with Co-ordinator and Manager to

finalize ideas– Contact ALL speakers

• Author talks, • Workshops, • Judges, • Schools Day Out• and send invitations

– Contact guest speaker for Launch• February

– Confirm bookings and obtain bio and photo of authors– Confirm booking for launch venue – Confirm booking kitchen (if required)– Invite mayor (fill in required forms)– Contact all local school and send invitations

• March– Pass on ALL details to Marketing Officer once

confirmed– Complete a Risk Assessment for the launch– Write Mayor’s speech and send to Public Affairs– Organize Catering (need at least 2 quotes) – Call depot to arrange for backdrop, stage, chairs, plants

etc for the launch night– Organize security for the launch

• April– Flyers, Promotion, Posters etc available to public– Invite councilors, Directors, Manager, Library Managers,

Speakers / Authors, community groups to launch– Arrange via roster request to have extra staff for launch

of festival

• Ongoing throughout festival• Arrange with librarians for someone to present and

set up for each event• Put events on roster request, and get librarians to do

the same (send out checklist for event organization)• Purchase gift for authors if required

• August• purchase Borders book vouchers for awards

ceremony• produce certificates for commendation and winners• Photocopy final 10 short listed stories for each

category before sending to judges• Send short stories to judges• Write mayors speech for awards ceremony • Follow up winners with judges

• September• Send invitations for awards ceremony to all Short

Story entrants

Awards ceremony checklist• Arrange for extra staff to greet people and

take photos • Certificates printed• Awards ready (book vouchers and certificates)• Arrange for a camera• Collect the cheques• Running sheet finalized (indicating who is not

coming for their award)• Call the Theatrette technician to arrange

sound and lighting• Awards Ceremony (TAKE ON THE DAY)

• Running sheet and speeches• Awards – cheques and book vouchers• Certificates• Camera• Reserved signs for judges and mayor

Page 20: Planning and developing library activities, events or programs

Developing support material

Marketing (see next slide)

Booklists and displays– Staff and team assistance

Donations from local organizations– Eg. Free seedlings,

Show bags and promotional material from the speakers– brochures, pens, stress balls – not for profit vs. commercial

Page 21: Planning and developing library activities, events or programs

Developing support material

Marketing– Flyers and brochures

Internal promotion via library signage or mailouts External venues such as Neighbourhood Houses, Community

Centres, Short Course Centres– Website and online promotion

Listing on the website, online calendar, email lists, blogs– Ads in the local papers– Council publications and Public Affairs staff

Don’t forget the importance of Partnerships when Marketing

Page 22: Planning and developing library activities, events or programs

Evaluating programs

Use evaluation forms to see what the audience thought Stats sheets are vital. They can be used for analyzing

sessions, making annual comparisons for regular programs, observing seasonal trends.

Analyze turn-out vs. bookings. How effective is your booking system?

Waiting lists and repeating the event. How popular was the session?

Don’t forget the important of staff input. Ask the staff hosting the session how it went.

Was it worth the time spent organizing the program?

Page 23: Planning and developing library activities, events or programs
Page 24: Planning and developing library activities, events or programs

What if things go wrong …

What if no one books in– Know when to cancel the session, cancellation fee

What if the speaker cancels– Phone people immediately, arrange another session

If the speaker is late, doesn’t turn up, or is dull– Have a contact list and a running sheet– Investigate speakers before you book them

What about disruptive attendees– Try to have a staff member present to help facilitate

questions and keep the session on time

Page 25: Planning and developing library activities, events or programs

Final Word: Tips and Tricks

Use visual aids:– Large wall calendars– White boards– Colour code different programs

Use check lists– a must if you are involving other staff or groups– Always know what stage of planning you are at

Form partnerships– Partnering with other organizations will offer plenty of rewards … free

speakers, free publicity, contacts, Don’t stress! Just get organized. File things away and never delete

emails … you never know when you might need someone's contact details.

Ask for help. Internal and external parties can help you identify need, scope, concepts as well as assist with planning and developing.

Page 26: Planning and developing library activities, events or programs

Questions?