Download - Program Management: The Details
![Page 1: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/1.jpg)
Who, What, When, Where, How?
Program Management: The Details
![Page 2: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/2.jpg)
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
![Page 3: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/3.jpg)
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?
![Page 4: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/4.jpg)
Who is sponsoring the program?Expectations, requirements, obligations
Library Budget Friends of the
Library Grants and
Awards Co-sponsors
![Page 5: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/5.jpg)
What?
To theme or not to theme, that is the question.
![Page 6: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/6.jpg)
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
![Page 7: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/7.jpg)
When? TimingMost 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)
![Page 8: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/8.jpg)
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
![Page 9: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/9.jpg)
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
![Page 10: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/10.jpg)
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
![Page 11: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/11.jpg)
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/
![Page 12: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/12.jpg)
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
![Page 13: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/13.jpg)
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)
![Page 14: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/14.jpg)
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
![Page 15: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/15.jpg)
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
![Page 16: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/16.jpg)
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
![Page 17: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/17.jpg)
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
![Page 18: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/18.jpg)
Attendance and SurveysContinuum: 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.
![Page 19: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/19.jpg)
Contracts, Letters of Agreement, Letters of confirmationKey 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
![Page 20: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/20.jpg)
Paying PerformersMost 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)
![Page 21: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/21.jpg)
ConfirmationKey insurance for programmers is to confirm presentations in advance: Arrival time Parking Set-up and supplies (storage?) Equipment Restrooms, changing rooms Water Other
![Page 22: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/22.jpg)
Thank you’s and follow-upDepending on time and staff resources available:
Verbal thanks andpresentation of check
E-mail thank you noteWritten thank youWritten thank you withevaluation survey results
![Page 23: Program Management: The Details](https://reader036.vdocuments.net/reader036/viewer/2022062814/56816778550346895ddc77d4/html5/thumbnails/23.jpg)
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