Who, What, When, Where, How?

Program Management: The Details

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

What?

To theme or not to theme, that is the question.

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

Share the Wealth with PULSE, RAILS,

And submit your programs to the database:LACONI-OPP http://www.laconi.org/Click on Best of the Best