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Use this checklist to make sure everything is planned to perfection for your book event.
The checklist can be read online (below) or downloaded (PDF file, 33 KB) for easy printing.
Months Ahead
- Programme event into your LRC Development Plan
- Discuss ideas with your line manager / Head of SLS etc.
- Discuss ideas with your planning group
- Produce clear library and curriculum aims and agree target audience
- Consult school diary and decide possible dates
- Produce an outline budget sheet (see Budget Sheet page)
- Contact speakers / guests - make provisional arrangements
- Confirm all details in writing
- Order relevant publications
- Book the venue(s)
- Enter definite details in the school diary
- Obtain promotional material from publishers / SLS / bookshops etc.
- Seek sponsorship
- Invite sponsors to the event(s) as appropriate
- Finalise budget sheet - headings etc.
- Share tasks with your planning group
- Plan refreshments
- Plan advertising materials
Approximately One Month Ahead
- Plan LRC displays
- Promote and issue books etc. to support the event
- Confirm arrangements with speakers
- Make sure that teaching colleagues know about the visit and are preparing their students
- Check venue, seating plans and equipment with the caretaker etc.
- Check refreshment planning / details
- Organise and distribute publicity
- Organise press coverage / writing a press release
The Week Before
- Put up displays
- Final meeting with planning group to confirm details
- Confirm publicity coverage - press, write up for school newsletter etc.
- Organise the school photographer
- Brief the hospitality group
- Make sure the audience knows what and who to expect
- Plan introduction(s) to the speaker(s)
On the Day Itself - Before the Event
- Prepare venue and equipment/seating
- Confirm timings for the audience and accompanying staff
- Check the hospitality group are ready
- Be prepared for a late arrival
- Check all people with things to do
- Have the kettle on and a glass of water (nothing stronger!) ready for the speaker
During the Visit
- Give the speaker time and space to set up
- Offer the speaker refreshments and facilities
- Smile and keep calm
- Enjoy yourself!
- Do your usual brilliant PR job of showing the LRC and school to their best advantage (and yours!)
- Make sure photos are taken
- Make sure somebody thanks the speaker
Follow Up
- Provide positive feedback to the speaker
- Send a letter of thanks from you and perhaps some of the audience
- Send a letter of thanks to the sponsors giving feedback on the event
- Work in partnership with the teachers on follow up work
- Thank those who gave thought, time and effort to the event
- Evaluate
- Organise a write up for the LRC / school newsletter / website etc.
- Put your feet up and then start thinking about the next one!
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