One commonality for most children’s librarians is dreaming big. We want our communities to thrive, and we know that we have the knowledge and resources to help. It doesn’t matter if your library is large or small, don’t be afraid of a large event. Focusing on your outcomes, creating a budget, and clear communication are the keys to success.
When planning, start with the end in mind. What do you want attendees to get from this event? Is it information and/or knowledge/skills? Try to drill down into the reason for the event. Once you know your outcome, it is easier to recruit and promote the event. This will also keep you on track if others try to change the focus of the event.
Recently we hosted a new event which focused on connecting caregivers with early childhood resources. The only vendors allowed were non-profits and hospitals. As we were preparing, we had a few businesses reach out to us about attending. We held true to the desired outcomes we had created and politely turned them away.
Getting help from co-workers can be a challenge. It can be helpful to develop committees and a list of responsibilities. You can indicate on the list if they need to be present on the day of the event. There are people happy to assist in the background, but they shy away from working directly with the public. Make sure that their tasks and deadlines are clearly communicated. Keep in mind some people need written directions, while others need a visual example.
Volunteers and your Friends of the Library group can be an asset. In some libraries the Friends group can be a resource if funds are prohibiting the event. Make sure you know the volunteer rules for your library if you have not worked directly with them in the past. When requesting event volunteers, make sure they know upfront if they will be working with children or if the event is outside.
We can all agree that meetings can sometimes be unnecessary. However, if you create an agenda that is focused, communicates important details/deadlines, and allows for questions, the meeting will be appreciated. Allow the committees to report where they are in the process and any struggles they are facing. Other people might be able to offer solutions to the problem.
Parking issues should be considered depending on the size of your parking lot. If you have food trucks, what is the permitting process? Creating maps and an event letter for vendors and volunteers will help the flow during the event. Temporary signage can be helpful. Our GIS department will print large posters for us.
If your event is outside, what is your weather plan? While we don’t want bad things to happen, make sure everyone knows what to do in the event of severe weather, fire, or an active shooter. Key people should know the procedures during events and have important phone numbers.
The last thing to remember is something will be overlooked or not go as planned. It’s okay! In most cases people will not notice. When we held our early literacy fair, we had the attendees fill out a short survey to get two tickets for a door prize drawing. The door prizes were donated by a local non-profit. We also asked for feedback from our vendors. The feedback has been a huge help to begin planning for the next event, but it also validated that our outcomes had been successfully achieved. Just remember your outcomes, perfect isn’t on that list!
What is holding you back from holding a large event?
Today’s blog post was written by Kate Guynn, Senior Librarian-Children’s Services at Helen Hall Library in League City, Texas, on behalf of the ALSC Managing Children’s Services Committee. She can be reached at kguynn.librarian@gmail.com.
This blog relates to ALSC Core Competencies of III. Programming Skills.