How to Plan Your Program 11
Leann Schneider Webb has a background in events and program planning for a variety of public institutions including history and art museums and public libraries. She currently works at Bexley Public Library in Bexley, Ohio. Contact: firstname.lastname@example.org
Step 6: Plan the Program
- After you’ve developed an outline for your program and received approval to officially plan the program, research possibilities for presenters, partners or sponsors, and supplies. Not every program will require all of these parts.
You need an outside partner for your program and…
…you don’t know who to ask to be involved:
- start by checking in with library staff to see if anyone here knows someone who might be a good fit to present for or partner with us for your program (try posting on the intranet!)
- Google! Try to be as specific as possible in your search and create a list of names/contacts that seem to be a good fit for your program
- Ask for help! If you’ve tried researching on your own and asking around and still
haven’t found someone, ask your team for ideas!
…have found or already know who you will ask to be involved:
- reach out to your potential partner(s) or presenter(s) through email
- It is absolutely acceptable to reach out to a few potentials at this stage
- use the following as an example:
My name is Leann Schneider Webb and I’m a librarian at the Public library. We are looking ahead into our fall programming schedule and hoping to find someone who is willing, able and interested in doing a lecture here at our library on Margaret Atwood’s the Handmaid’s Tale. The inclusion of the new Hulu series based on the work would also be great, but otherwise, the direction of the lecture is up to the presenter’s discretion.
(Introduce yourself and include a brief description of what you are looking for in a partner or presenter.)
While I was looking for potential lecturers to contact, however, I read your bio on OSU’s website and your work on the interplay of gender and empire or the regulation of social reproduction could also make for an engaging program, if you’re interested in presenting on something other than Handmaid’s Tale exclusively.
(Explain how you found the contact or who have you their information and why you think they would be a good fit. Keep the conversation somewhat open-ended as they may be a good source for future programs, even if not for the program you initially contacted them about.)
I contacted you specifically because of your research background. Is this program – or another program – something you would be interested in giving? If so, let me know and we can talk details!
(Remember to actually ask them if they are interested in partnering with us and ask that they respond.)
Typically, this type of program runs from 7-8/8:30pm on a Monday thru Thursday evening and we are looking for anytime between September and November.
(Explain briefly how this program would be set up. This information helps the other person get back to you faster with possible dates.)
If you know someone else who you think would be a great fit, but aren’t interested yourself, please feel free to forward this email and my contact information.
Thank you so much for your time and I look forward to hearing from you,
Leann Schneider Webb
(End on a high note: say thank you, and ask that if they aren’t interested, if they might have someone else in mind who would be a good fit.)
- If you don’t hear back from your contact within a week by email and the deadline is approaching to get your program on the calendar, call your contact. Often, a phone call or message will spark a response immediately.
Hello Dr. Farrell, my name is Leann Schneider from Bexley Public Library and I was hoping to speak with you about giving a lecture about the Handmaid’s Tale at our library. Please, give me call back at 614-231-2793 or an email at email@example.com. Thank you so much and I look forward to hearing from you!