Transcript Stress-Free Adult Programming Instructor: Lynn Whitehouse [email protected] An Infopeople Workshop Winter/Spring 2006 This Workshop Is Brought to You By the Infopeople Project Infopeople is a federally-funded grant.

Stress-Free Adult Programming
Instructor:
Lynn Whitehouse
[email protected]
An Infopeople Workshop
Winter/Spring 2006
This Workshop Is Brought to You By the
Infopeople Project
Infopeople is a federally-funded grant project
supported by the California State Library. It provides
a wide variety of training to California libraries.
Infopeople workshops are offered around the state
and are open registration on a first-come, firstserved basis.
For a complete list of workshops, and for other
information about the Project, go to the Infopeople
Web site at infopeople.org.
Workshop Overview
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Overview of Adult Programming
Developing and Planning the Program
Publicity and Promotion
Program and Evaluation
Exercise #1
Introductions
Who are the Stakeholders in
Library Programming?
Audience
 Collection
 Community??
 Program
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Do their goals differ?
What are the benefits of
Adult Programming and
how does Programming
impact your library?
Programming Benefits
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Library as a community resource and cultural
center
Opportunities to discuss important events
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historical
recent
Creates foundation for relationships
Where Can You Get Ideas for
Programming?
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Determining what’s “hot”
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Suggestions from users
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Other programs
Sample Programs
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Author events
Lectures/Presentations
Book groups
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reading and discussion
Performances
Films
Displays and exhibits
Programming Around a Current Event
i.e. September 11 Tragedy
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Understanding Islam
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lecture and panel
Films on Arab Americans and East Indian
communities
Reading and discussion program
Role of women in the various Islamic countries
Remembering lessons from the past-Japanese
American internment
Existing Creative Programs
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Grapes of Wrath
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Women of Mystery
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100 libraries all doing different things!
California Council for the Humanities Web site
California Center for the book
Packaged program
Others?
Exercise #2
Brainstorm Program Ideas
Programs Come in a Variety of
Formats
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Lecture
Panel Presentation
Small Group Discussion
Concerts
Poetry Slams
Program in a park
Pick your space to match your
program
To Do a Program You’ll Need…
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Ideas
Support
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Resources
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staff
volunteers
locations
giveaways
evaluation forms
author books
Funding
Partners?
Target Your Audience
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Target different people for different programs
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What special considerations might they require
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what time is best for program
need wheelchair access
Is there an optimum number of attendees for your
program
Create an Audience Profile for All
Programs
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What places do they frequent?
What social, religious , professional, civic
organizations do they belong to?
What publications do they read?
What radio stations do they listen to?
Where do they go to school?
What listservs do they respond to?
Exercise #3
Create a Profile For Your
Audience
Audience Building
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Have personal contact
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Attend meetings with community leaders
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Use the information for basis of publicity
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Where do they congregate or shop
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Enlist partners
What are the Benefits of Partnerships?
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The library’s strengths
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The partner’s strengths
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If you have partnered , how did it work?
Benefits That Partners Bring
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Resources
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financial
human
Experience with the target
audience/program subject/format
Information and Ideas
Outreach
Possible Partners
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Community Colleges and Universities
CA Council for the Humanities
Bookstores
Community and Civic Groups and Agencies
Businesses
Cultural and Arts Organizations
Define Roles for Partners
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Primary responsibilities:
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of the library?
of the partner?
MOU - Memorandum Of Understanding
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See sample in handouts
Possible Funding Sources
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Friends of the Library
Grants
Local Service Clubs
Individual Donors
Corporations/Businesses
Library Foundations
Mini-Exercise
Go back to Exercise 3 (on audience profile)
and add at least:
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one possible partner for your program idea
one possible funding source
Developing a Preliminary Budget
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Categories of Expenses
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Personnel
Program/Speaker Expenses
Promotional expenses
Facilities/Equipment
Collection Development
Office Expenses
Programming With No Money
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Yes it’s possible
Examples
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Book Discussion
Poetry Slams
Film Programs
Others?
Planning Program Timeline
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Determine Interest
Determine the Goals
Target the Audience
Select Day/Date/Time
Prepare budget
Review and finalize
Do It!
Evaluate the project
Author Programs
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Choose an author
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Work with the Author
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finalize arrangements in writing
ask for press kit
find out if author has special requirements, needs or
preferences
Honorariums
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Who’s local
Who, when and how do you ask
Be flexible
book tour-limited expenses
be upfront on what your library can afford
Signings
Scholar Led Programs
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Choose a scholar
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Work with the scholar
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contact nearby college or university academic departments
professional organizations
agencies ( ACLU, Urban League)
Person willing to work with your clientele
let them know what the honorarium will be
talk about expectations
agree to make copies of handouts/bibliographies
Thank the Scholar
Finalize Arrangements
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Once author has agreed confirm all
arrangements/agreements with a follow up
letter
Put details in writing to eliminate confusion
later
Set up other appearances
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radio programs, TV etc.
How to Finalize Contracts
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Check with your organization on how they
invoice
How are receipts handled
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must an author pay and get reimbursed
your organizational/auditor needs
Create an invoice
Let author or publicist know when they will be
paid (try and have the check that day :)
After the Program is Over
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Thank you to author/publisher
Report to the publisher
Exercise #4
Begin Planning a Program
You’d Like to Offer
Familiarize Yourself with Copyright
Law
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Public Domain
“Fair Use“
Music
ITunes—personal use
See Resource guide
Why You Need a License
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DVDS and VCR tapes do not automatically
come with public performance rights
Rule of thumb: most educational titles from a
sole source educational distributor ( PBS,
films for the humanities) come with rights
Most feature films and consumer market
documentaries do not come with public rights
Publicity Must Include
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Who
What
Where
When
Why
How To Publicize Your Event
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What to Send
-Press Release
-PSAs
Where and When and Who
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check requirements of magazines, newspapers etc.
send to news, calendar editor, reporters
establish a contact file
What Else
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interview opportunities
email lists, friends of library, community groups
Use partners
Where to Publicize Your Event
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The common local media
Library’s web site and newsletter
Free circulation shoppers and newspapers
School newspapers and PTA publications
Tourist bureau
Foreign language community newspapers
Newsletters of special interest groups
Ways to Promote Your Event
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What Has Worked?
What Hasn’t Worked?
Exercise #5
Brainstorm Publicity
EXERCISE #6
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Write a PSA
How Can Your Program Benefit From
The Evaluation
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Determine if your program is accomplishing
your objectives, for whom and how
Generate information on what strategies
work best, and to overcome obstacles
Identify unmet needs and gaps in activities
for those you are trying to reach
Publicize your accomplishments
Might help to raise funds
Types of Evaluation
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Process-answers the questions
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Who?
How many?
What?
What? Why?
How?
Outcomes-answers questions
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What changed? (Changes in knowledge,
awareness, attitudes or behavior)
Steps to Program Evaluation
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Define your program’s goals and objectives
Develop an evaluation tool
Implement evaluation
Analyze results
Implement results
Exercise #7
Plan a Program
Day of the Program
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Refreshments?
Room Set-Up
Directional signs
Handouts
Tie –in Library materials
Go over your checklist
Check all equipment
Make sure the room is clean
Acknowledge partners
Remember to ask participants to fill out an evaluation
Troubleshooting on Program Day
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What should you do if the library’s DVD
player can’t play the DVD even though it
worked on your home DVD player?
What would you do if your author was sick
and could not keep his commitment?
What would you do if you booked a small
meeting room ( 40) for a poetry reading and
80 people showed?
Issues With the Audience
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Be non- judgmental
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Be fair to all
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acknowledge the appropriateness of people’s responses
give people a limited time to express their response
Do not be afraid to take charge
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If you encounter a bias statement –acknowledge the
statement and move on
Look at exercise #6 and each group discuss what difficult
audience issues might arise and to solve them
Wrap-Up
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Planning is a circular process – it starts with an idea, moves
through implementation, and loops back, using information and
learning from each step along the way.
The audience, the person at the podium or on stage, the library
staff, the reporter from the local newspapers are all essential
The programming space – whether it’s the library or another
location – is another key part of making public programs work
Programs aren’t – and shouldn’t be – developed in a vacuum
Partners should provide something you need and don’t have
Promoting your program and its contributors and supporters is
the best way to ensure its continuation.
Workshop Evaluations
Please fill out your workshop evaluations