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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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Planning and developing library activities, events or programs
Matt Cornell
Programs Librarian
Monash Public Library Service
Topics covered
Establishing the need and scope of programs Developing concepts for programs Planning resource requirements Developing support material Evaluating 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
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
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.
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
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
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
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)
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
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)
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
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
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?
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
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?
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
Example: Monash Wordfest & Short Story Competition
An annual event running over a three month period … generally with 18 sessions involved.
• 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
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
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
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?
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
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.
Questions?