who, what, when, where, how? program management: the details
TRANSCRIPT
Who?
Who is responsible for programming at your library? Centralized: one person is responsible
for managing all aspects of programming, from planning through implementation and evaluation
De-centralized: multiple staff members each handle scheduling and implementation of programs relating to their assigned area
CHECKLIST: track who is doing what
Who and What?
Know your community: demographics, transportation, handicapped accessibility, housing, schools, businessesKnow your competition: who else is offering programs in your area?What works, what doesn’t work regarding scheduling, types of programs at your library?
Who is sponsoring the program?Expectations, requirements, obligations
Library Budget Friends of the
Library Grants and
Awards Co-sponsors
Themes, Series and Festivals @ MGPL
Downton Abbey series of events: showed film; had tea party and discussion of characters, plotlines, costumes; Barbara Geiger discussed social structure of the times
Jane Austen Festival: films; tea parties and discussions; Leslie Goddard portrayed Jane Austen; two crafts: hand made journals and shawl-making
When? Timing
Most programmers in this area are planning 4-12 mo. ahead in conjunction with: Publicity/promotion/marketing efforts
and newsletter printing and mailing. Room availability: library usage,
community groups Calendar of events: local, state, national,
global(Examples: holidays, anniversaries,
Veterans’ Day parade, Super Bowl)
Considerations regarding timing During library hours or special events
after hours? Staffing needed vis a vis set-up, security,
parking, competition with other events Daytime/weekdays: popular with retirees
in some communities and those who don’t drive after dark
Daytime/weekends: may be more accessible to working adults
Weekday evenings: appeals to many adults
Where?
Room capacity and alternative arrangements of furniture
Audio-visual capabilities and lighting controls
Placement of equipment: safety and security, electrical connections
Video camera and projector for crafts, cooking demos to increase visibility
Emergencies and Back-up PlansKnow your building’s emergency plans,
evacuation zones
What if…?- Equipment failure- DVD is damaged- Performer can’t
come- Programmer can’t
How?
Online event calendars for room reservations and registration: Plymouth Rocket Event Keeper:
www.eventkeeper.com/ Evanced: evancedsolutions.com/ EventBrite: www.eventbrite.com E-vents: www.events-registration.com/
Pros and Cons; Considerations Drop – in/open Registration: can customize
prerequisites, class size and limits Reminder calls/e-mail Cancellation Policy: 24(?)- hour notice No-show Policy Latecomer Policy
Tickets?
Distribution: how will tickets be handled and who will collect them at the event? Could there be a dual purpose such as using them for a drawing? Design and print your own tickets for an
event: customized, branding Purchase a roll of preprinted, numbered
tickets (U.S. Toy, Party City: double roll carnival tickets)
Food: If you feed them, they will come!
Illinois Department of Public Health: www.idph.state.il.us Cook County: To ensure the safety of food for
consumption in suburban Cook County, the Cook County Department of Public Health (CCDPH) inspects food establishments, issues licenses for unincorporated areas, responds to complaints and investigates foodborne illness.
*Go to: municipal environmental health department
McHenry and Lake Counties
McHenry County: http://www.co.mchenry.il.us/county-government/departments-a-i/health-department/environmental-health/food-protection-program/temporary-food-events
Lake County: http://health.lakecountyil.gov/Population/EnvironmentalServices/Pages/Food-Safety-and-Inspections-Overview.aspx
DuPage and Will Counties
DuPage County: http://www.dupagehealth.org/permits
Will County: http://www.willcountyhealth.org/PublicHealthandSafety/EnvironmentalHealth/EHD/TabId/136/PID/441/CategoryID/46/CategoryName/FoodSafety/Default.aspx
Movie Licenses
Movie Licensing USA: http://library.movlic.com/
Motion Picture Licensing Corporation: http://www.mplc.org/page/library
Film Movement: http://www.filmmovement.com/libraries/ Monthly foreign film subscription; requires that
attendance be less than 50 for least expensive subscription
Attendance and Surveys
Continuum: At the simplest level, count heads and
keep a record of how many people attend each program
More complex: ask attendees to complete a survey with identifying demographics (age, gender, zipcode, level of education); request for information about interests, preferences for program timing, opinions, comments, etc.
Contracts, Letters of Agreement, Letters of confirmation
Key elements: Date of agreement/signature Date of performance Time: set-up, start and finish times Program title Location of performance Payment (amount and method) Cancellation clause, contingencies Contact information
Paying Performers
Most libraries present a check to the performer after the performance.
Some performers require a deposit.
Invoice or check request
IRS: W-9 form (online: http://www.irs.gov/pub/irs-pdf/fw9.pdf)
Confirmation
Key insurance for programmers is to confirm presentations in advance: Arrival time Parking Set-up and supplies (storage?) Equipment Restrooms, changing rooms Water Other
Thank you’s and follow-up
Depending on time and staff resources available:
Verbal thanks andpresentation of check
E-mail thank you noteWritten thank you
Written thank you withevaluation survey results