Programs and interpretive activities are provided for all library patrons to further promote and extend the collections, services, goals, and mission of the City Library.
REF9.1 Programming
The City Library provides a variety of activities for children, young adults, and adults such as book discussions, art displays, author visits, lectures, community conversations, workshops, summer reading programs, storytimes, poetry readings, musical concerts, etc., which meet the Library’s goals and objectives. These are referred to collectively as programs.
REF9.1.1 Under the direction of Communications, the Library’s Programming Committee plans and coordinates the major, systemwide programming of the City Library. The group designs a framework for well balanced, well planned, and farsighted programming for the current year and beyond.
The Programming Committee consists of the Library Director or Deputy Director, Communications Manager, and chairs of the following committees: Art Review, Children’s Services, Teen Services, Utah Center for the Book, Diversity, and Adult Services. In addition, the chair of any task force whose charge includes programming will be added to the group.
The Programming Committee coordinates an annual Idea Exchange in the fall. Participants include at least one representative from each public services agency, at least one representative from each task force whose charge includes program development, and any other interested staff. The Idea Exchange is not a reporting of standard, ongoing programs such as storytimes and book discussions, but rather an opportunity for staff to suggest new programs, series, and author visits.
Following the Idea Exchange, the Programming Committee meets to categorize suggested programs into four program types: Arts, Literature, Information, and Celebrating Community. From this list, the Programming Committee develops a schedule of balanced programs to pursue for the upcoming year. The Programming Committee identifies the appropriate committee to plan, coordinate, and implement each program.
Committee chairs communicate with their committee members about the program(s) they have chosen or been assigned. The committee evaluates the merits of each idea and decides whether or not to proceed with the program. Its recommendations are sent to the Programming Committee Chair.
Staff who suggest program ideas or who have a particular interest in a project may request to assist with the project whether or not they are members of the committee responsible for the program coordination.
Individual agencies are responsible for planning and coordinating standard, ongoing programs such as storytimes, book discussions, etc.
In January, final programming budget requests from agencies, committees, and task forces are due to the Communications Manager who then shares them with the Programming Committee. The Library Director gives final approval for all programs. After the budget is approved, the Programming Committee sends budget allocations for each program to the appropriate staff.
The Communications Manager will forward all unbudgeted, previously unapproved programs to the Library Director for approval.
REF9.1.2 The Programming Committee, agencies, committees, and task forces may seek out community sources for co-sponsorship of activities that meet the City Library’s goals and objectives. The Programming Committee Chair(s) and Library Director will review these requests on a case-by-case basis. When working with community partners, the following guidelines will apply.
REF9.1.3 The City Library will:
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Provide a written memo of understanding outlining duties of Library and cosponsor.
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Identify a library staff person as a contact and facilitator for the program or project.
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Provide space and set-up at no charge.
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Write press releases and send them to appropriate media.
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Provide presence of a contact person during the program.
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Design and print fliers, posters, postcards, etc., to promote the program. Discuss quantity, type of printed materials, and date needed with cosponsoring organization’s representative. The City Library’s representative will work with Communications to produce the publications.
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Negotiate other appropriate and reasonable support, such as printing, refreshments, contacts, book displays, special set-up requirements, etc. Negotiated agreements are subject to reevaluation.
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Participate in timely evaluations of the program or project with the cosponsor.
REF9.1.4 The cosponsoring organization will:
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Provide a contact person who is authorized to make decisions.
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Provide a brief written overview of the proposed program/project with the following information: 1) Name of your organization and mission, 2) What is your program about, 3) When are you giving the program, 4) Why are you giving the program, 5) How will the program be presented (lecture, film, etc.), 6) Who are the speakers/performers (include titles), 7) How large is the expected audience, 8) Who is the targeted audience, 9) What publicity venues do you recommend to reach your targeted audience, 10) Any other potential partners and/or cosponsors?
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Work with library contact person to coordinate publicity.
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Meet Library’s publicity deadlines and provide complete information.
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Provide honoraria and accommodations for speakers unless otherwise negotiated.
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Participate in timely evaluation of program or project with the library contact.
REF9.1.5 On occasion, individuals or groups offer unsolicited programming ideas to the City Library and seek library co-sponsorship. Staff should forward all such requests to the chair of the Programming Committee. Unless an outstanding opportunity arises, the Library will generally not host programs outside of the standard programming structure for the year.
Unsolicited or serendipitous program suggestions will be reviewed by the Programming Committee Chair, Library Director, Communications Manager, and appropriate committee chairs. This group will have final approval over any previously unplanned programs.
As with all library-sponsored events, only those unsolicited programs that promote and extend the City Library’s collections, services, goals, and mission will be accepted. A library-sponsored program must not promote the services, products, or philosophy of an individual or group.
When appropriate, the Programming Committee Chair will request the following information from an individual or group seeking library co-sponsorship for a program:
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A written program outline/summary;
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Credentials/resume/experience of the program presenter;
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Background/history of the cosponsoring group.
Approved by Library Board of Directors, December 2006