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

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

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

3. 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

4. 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

5. 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.

6. 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

7. 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 communitywellbeing and involvement Develop a love of literature and improve literacy skills Identify and attract target groups

8. 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

9. 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)

10. 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

11. 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)

12. 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

13. 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

14. 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?

15. 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

16. 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?

17. 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

18. Example: Monash Wordfest & Short Story Competition An annual event running over a three month period … generally with 18 sessions involved.

20. Arrange with librarians for someone to present and set up for each event

21. Put events on roster request, and get librarians to do the same (send out checklist for event organization)

22. Purchase gift for authors if required

23. August

24. purchase Borders book vouchers for awards ceremony

25. produce certificates for commendation and winners

26. Photocopy final 10 short listed stories for each category before sending to judges

27. Send short stories to judges

28. Write mayors speech for awards ceremony

29. Follow up winners with judges

30. September

32. Certificates printed

33. Awards ready (book vouchers and certificates)

34. Arrange for a camera

35. Collect the cheques

36. Running sheet finalized (indicating who is not coming for their award)

37. Call the Theatrette technician to arrange sound and lighting

38. Awards Ceremony (TAKE ON THE DAY)

39. Running sheet and speeches

40. Awards – cheques and book vouchers

41. Certificates

42. Camera

44. 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 Partnershipswhen Marketing

45. 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?

47. 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

48. 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.

49. Questions?