Eureka! Leadership Institute Webinar Event Planning in a Changing Environment: Reaching Out with a Purpose on a Shoestring Budget Tuesday, June 8, 2010, 12:00 p.m. Presented by, Thomas Vose, Karye Hood, Martha Camacho
Presented by Thomas Vose Riverside County, Lake Perris Branch Library Karye Hood Rancho Cucamonga Library Services, Archibald Library Martha Camacho Pasadena Public Library
Poll: How many people are planning events for their Eureka! program?
Getting Ideas • Look at what other libraries are doing on their events calendars
Getting Ideas • Ask other agencies what they think would be popular in the area
Getting Ideas • Look at popular hangouts in the community
Getting Ideas • Ask your staff for input – include the pages, too!
Finding Presenters • Local colleges and JCs • Chamber of Commerce • SCORE • Schools • Businesses in area • Local agencies • Churches/Synagogues/Mosques • VFW
How to Find Funding Partners It’s not always about money, partners may provide other valuable resources. • Supplies • Food • Volunteers • Publicity
How to Find Funding Partners • Local Partners • Environmental scan – get to know your community. • Look for local partners with a similar interest. • Chamber of Commerce and Local business • Schools • City/County departments • Bookstores • Library Board, Foundation, Friends of the library • Service clubs
How to Find Funding Partners • Create a win/win situation • Present your partnership as an opportunity that is mutually beneficial. Be able to answer the “what’s in it for me” question from the partner’s perspective. • Act with courage and ask! • Nothing ventured, nothing gained. • Negotiate • Performers may be willing to reduce your rate for educational/library programs. Partner with another library/school, if a performer is traveling to the area, they may be willing to discount their travel fees.
How to Find Funding Partners • Grants • Federal • State Library • Foundations • Corporations
Finding Funding Partners
Logistics How to Plan Your Next Event
10 Steps to a Successful Event Step #1: Define the Purpose and Scope of Your Event
10 Steps to a Successful Event Step #2: Brainstorm Ideas
10 Steps to a Successful Event Step #3: Budget – Time for a Reality Check!
10 Steps to a Successful Event Step #4: Outline Your Program Plan
10 Steps to a Successful Event Step #5: Enlist Help
10 Steps to a Successful Event Step #6: Decide on the Details
10 Steps to a Successful Event Step #7: Create Your Event Program and Schedule
10 Steps to a Successful Event Step #8: Develop Printed Materials and Market Your Event
10 Steps to a Successful Event Step #9: Hold Your Event
10 Steps to a Successful Event Step #10:Evaluate and Follow-up
Tips to Keep in Mind • Don’t Reinvent the Wheel • Utilize Your Resources Strategically • Food, Food, and Did I mention “Food”? • Delegate • Listen to Your Customers
Timeline and Checklists
Survey: • How do you typically market your programs to the community?
Using Media for Marketing • Radio ads and interviews • Press Releases • Twitter • Facebook • Text blasts • MeetUp
Marketing - Community Group Contacts • Get to know reporters in your area • They tend to show up at City Council meetings – introduce yourself
Marketing - Community Group Contacts • Create a cold call list and set up meetings • My list: City Hall, Police Dept., Fire Dept., Chamber of Commerce, School District, Women’s Club, Senior Center, National Archives Office, Rotary, Historical Society, Air Museum, Airport, Community Center, Fairgrounds, Railway Museum, Speedway, Boy Scouts, Children and Families Development Center, Military Institute, Water District, Adult School
Marketing - Community Group Contacts • Join groups • Rotary, Women’s Club, Historical Society
Unique Marketing Ideas • “unique” is relative. • Use what you have to it’s fullest extent. • Unique may be something new within your community. • It may also be finding new ways with old ideas.
Unique Marketing Ideas
Unique Marketing Ideas The “wearable” flier
Question: • What unique ideas have you used or heard of other people using to market your programs?
Personal Experiences: Karye The Big Read Kickoff April 2010
Personal Experiences: Karye Edward James Olmos The Big Read, Fall 2009
Personal Experiences: Karye
Personal Experiences: Martha
Personal Experiences: Thomas
Questions/Comments?
Thank You! Thomas Vose Riverside County, Lake Perris Branch Library Thomas.Vose@rivlib.net Karye Hood Rancho Cucamonga Library Services, Archibald Library Karye.Hood@cityofrc.us Martha Camacho Pasadena Public Library mcamacho@cityofpasadena.net
