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Notes from the Friends Support Group
April 2007

Friends Support Group Notes | April 30, 2007
Topic: Events (with special guest: Anne Jordan, director, Staatsburg Library)

Handouts:

Facilitated Discussion Notes:
Events currently being implemented by member library Friends:
· Book Sales
· Craft Fair
· Silent Auction
· Dog Show @ community day
· Live Auction / Art Auction
· Bus Trip
· Author / Book Signing
· Victorian Tea

To illustrate the components of a successful event Staatsburg Library Director Anne Jordan shared how her library pulls off their Murder Mystery Dinner - an event that has sold out the past two years they've held it.

Tips from Anne, Rebekkah and those in attendance:

Planning
-planning committee (about 6 people)
-budget (sample event budget form)
-What to charge if it is an admission event? Is this a fundraiser or a publicty-raiser?
-If charging admission - who would get "comp" tickets? Volunteers? Reporters? Factor this into your budget and seating arrangements.
-What could go wrong? Prepare for the worst!
-insurance

Negotiating:
Performers (sample contract)

Event Space / Restaurant contract:
· See the space in person before signing anything (adequate seating, parking, bathrooms?)
· Cancellation conditions
· Time line
· If food is involved: Menu should be in writing (consider options, especially for vegetarians); What's included? (i.e. Tip, Dessert, Coffee / tea, Cash bar)

Volunteers
- begin tracking potential volunteers through Friends membership form - enter into database
-identify jobs that need to be done during the event; have volunteers sign-up for specific jobs with specific time spans
-provide training or orientation for your volunteers prior to the event
-name tags for volunteers at the event so they are easily identifiable by attendees
-THANK your volunteers after an event

Publicity
- press release
-specific invitations to reporters
-newsletter
-in the library
-around the community
-other area libraries
-online - local email lists, blogs, community calendars

-targeted (ex: Having a dog show? advertise at local veterinarian's office, feed store, dog walk...)
-take pictures at your event to use in your future publicity

"Day of" Prep:
-volunteer management
-decoration
-check the venue
-directional signage (to event parking, registration, bathrooms...)
Event/Program Kit Contents:
· Tape
· Scissors
· Safety pins
· Extension cord
· Band aids
· Power strip
· Sharpie marker
· Extra pens

Event case study 1: Staatsburg Murder Mystery Dinner
Used Murder Mystery Party Kit [Amazon.com]
Local actors (call Anne for contact)
Local restaurant
Incorporated events within the event:
-local author (with topical book coming out close to the event)
-silent auction
-raffle
-costume contest

Event case study 2: Millbrook Dog Show
$200 budget
-ribbons
Rope off
Entry forms
$5 entry fee
Classes, costumes / sporting dog
Local luminaries as judges
"Ringmaster" (mc)
Rabies shot certificate / tag

Next meeting: Wednesday, July 18th @Town of Esopus Library
Topic: Book Sales

 

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