Eureka! Leadership Institute Webinar Tuesday, June 8, 2010, 12:00 p.m. Presented by, Thomas Vose, Karye Hood, Martha Camacho Event Planning in a Changing Environment: Reaching Out with a Purpose on a Shoestring Budget

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 1. Don’t Reinvent the Wheel 2. Utilize Your Resources Strategically 3. Food, Food, and Did I mention “Food”? 4. Delegate 5. 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

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 Karye Hood Rancho Cucamonga Library Services, Archibald Library Martha Camacho Pasadena Public Library