Kim Dreher

Debbie Doyle
Liz Russell
ED 232
Assignment #9 Program Checklist

Whats Your Story Event Checklist

LGBT Outreach Program

6 to 8 weeks prior to program

Contact author, agree on topic, fee and format, chose a location, date and
time
Submit required paperwork, requesting/creating publicity and necessary
equipment
Create pre registration ticket on library computer system

2 to 4 weeks prior to program

Check to see if pdf flyer is available for our program
Post pdf flyers to promote on website, schools, in library
Check in with branch location for room requirements
Request sound system, AV needs, etc

1 to 2 weeks prior to program

Contact presenter to confirm directions, equipment and other
arrangements. Let them know who will greet them.
Create a brief description about author and discuss with author (for
introduction)
Review potential room setup, need to be sure all are available or ordered
Tables, chairs, name tags, sound system, TV/VCR/DVD, projector,
screen,
IT/computer services re: laptop, support drive access or other functions,
iPads etc
Photocopy any needed materials

2 to 3 days prior to program

Check AV/computer needs if the program requires these. Be sure all
necessary cords are available, required software is loaded on
laptops/iPads, batteries are charged etc..
Pull books/materials relating to the program topic for display during the
program
Share with library staff information about program
Day of program
Arrange book display on a table by the door
Display at our library flyers and other materials
Provide program evaluations and pencils
Provide bottled water for speakers/musicians
Greet presenter/programmer
Follow ticket system guidelines if using tickets
Set up room with chairs, tables, needed chords, software, computer/sound
system/TV/screen/projector/computer needs
Set up refreshments
Make any last-minute copies
Remind staff of the program and its room location
Announce upcoming programs
Introduce presenter/programmer
Pay performer
Complete evaluation directly after presentation (including number of
attendees, patron comments etc)

After program is completed

Hand out, ask, email program evaluation
Clean up room and resources used
Program coordinator evaluate immediately effectiveness of speaker,
content, attendees, number of staff time and library resources spent on
planning, promoting and executing the program (include information in
program binder
Thank you note to presenter
 GAY LITERATURE READING DISCUSSION
2 to 4 weeks prior to program
Check to see if pdf flyer is available for our program
Post pdf flyers to promote on website, schools, in library
Check in with branch location for room requirements
Request sound system, AV needs, etc

1 to 2 weeks prior to program

Contact presenter to confirm directions, equipment and other
arrangements. Let them know who will greet them.
Review potential room setup, need to be sure all are available or ordered
Tables, chairs, name tags, sound system, TV/VCR/DVD, projector,
screen,
IT/computer services re: laptop, support drive access or other functions,
iPads etc
Photocopy any needed materials

2 to 3 days prior to program

Check AV/computer needs if the program requires these. Be sure all
necessary cords are available, required software is loaded on
laptops/iPads, batteries are charged etc..
Pull books/materials relating to the program topic for display during the
program
Day of program
Arrange book display on a table by the door
Display at our library flyers and other materials
Provide program evaluations and pencils
Provide bottled water for speakers/musicians
Greet presenter/programmer
Follow ticket system guidelines if using tickets
Announce upcoming programs
Introduce presenter/programmer

After program is completed

Hand out, ask, email program evaluation
Evaluate immediately effectiveness of speaker, content, attendees
Thank you note to presenter

Whats Your Story Evaluation Tools

Participant Evaluation Sheet

Name of Program: _______________________________________

Library Branch: _________________ Date: ___________________

Please share your thoughts about this program

_______________________________________________________
_______________________________________________________
_______________________________________________________

Would you recommend this program to family/friends? Yes or No

Is there anything in this program you would change or suggest?

__________________________________________________________
__________________________________________________________

Email:_________________________________________________

Program Coordinator Evaluation

Program Coordinator_________________________________

Program Title________________________________________

Intended Target Audience___________________________________

Program description________________________________________

Publicity received____________________________________________
___________________________________________________________

Hours spent: planning________________ promoting_______________

What went well or could have been improved? :

Staff/Volunteer Evaluation

Name_____________________________ Date______________

Branch______________________________________________

Publicity done by branch__________________________________________________

______________________________________________________________________

Branch setup time_______________________________________________________

Library Resources (list materials used during the program - book displays, videos,
bibliographies):

______________________________________________________________________

______________________________________________________________________

Equipment (list equipment used and if there were any problems):__________________

______________________________________________________________________

Number in audience: Adults_____________ Teens________________

Was intended target audience reached? Yes No

Audience evaluations/reactions:

What went well or could have been improved? :

Resources

Lear, B. (2013). Adult Programs in the Library (2nd ed.). Chicago, IL: American Library
Association .

LGBT Books [Photograph]. (n.d.). Retrieved from https://supposedlyfun.com/lgbt-books/