Program Management: The Details

1. Program Management: The Details Who, What, When, Where, How?

2. 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

3. Who and What? Know your community: demographics, transportation, handicapped accessibility, housing, schools, businesses Know your competition: who else is offering programs in your area? What works, what doesn’t work regarding scheduling, types of programs at your library?

4. Who is sponsoring the program? Expectations, requirements, obligations • Library Budget • Friends of the Library • Grants and Awards • Co-sponsors

5. What? • To theme or not to theme, that is the question.

6. 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

7. 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)

8. Considerations regarding timing • During library hours or special events after hours? • Staffing needed vis a visset-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

9. 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

10. Emergencies and Back-up Plans Know your building’s • emergency plans, evacuation zones What if…? • Equipment failure • DVD is damaged • Performer can’t come • Programmer can’t

11. 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/

12. 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

13. 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)

14. 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

15. 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

16. 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

17. 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

18. 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.

19. 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

20. 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)

21. 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

22. Thank you’s and follow-up Depending on time and staff resources available: Verbal thanks and presentation of check E-mail thank you note Written thank you Written thank you with evaluation survey results

23. 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