Community Partners:
- Definitely include elected officials – but not more than one or two – per panel
- Depending on the topic we reach out to nonprofits and government agencies
- Media has been extremely supportive and helpful both in publicizing the events and giving the events coverage. Including journalists/editors on the panels, or asking for suggestions from them, is a great way to get informed panelists as well as good free publicity
- County Public Information Office – supportive in getting the word out and in taping the program and running it on the government channel, YouTube, etc.
Marketing:
- Word of mouth is probably our biggest friend in this program. When we reach out to our panelists and relevant agencies, they get very engaged and help share information. For example, the Rape Crisis Center on our #MeTo and Sexual Harassment program, and the Coalition of Homeless Service providers for our Homelessness panel
- We create a Facebook event at least 6 weeks in advance
- Contact media with a press release 3-4 weeks in advance
- Contact school/college teachers who may have classes that would be interested. One college lecturer made one of our sessions her class for that week, and took over our meeting room after the event to continue her class and the discussion.
- Email blast to County elected officials and other stakeholders, including a request to share the fliers/info with their contacts as appropriate
- Fliers (that are made in-house) in all of our branches
- At the end of each session we present each of the panelists one of our stuffed burro mascots, Monte (see attached picture). People love Monte, and this is very good publicity for us.
- Announce the upcoming program at each event.
Budget:
- We have no separate budget for this series as such, since it evolved very rapidly. We are keeping it mostly a low budget event
- Purchase some simple cookies (including some sugar-free ones) that are placed near the sign-in desk. In the interest of simplicity and limited budget we have kept this very simple. There is a water fountain outside our meeting room. We do not require anyone to sign-in with their real name, just trying to get a head count, and offer people an opportunity to sign-up for our Foundation’s newsletter
- I plan to ask one or more of our Friends groups and/or Foundation to support upcoming programs in terms of cookies, fliers, bottled water for panelists, etc. Including the cost of the mascots, the price becomes considerably more – about $120-$130 per program. If we were to just send thank you cards, the price would be about $25 per session (not including staff costs!).
Program Execution:
A series of bimonthly (alternate months) 90-minute long forums for facilitated discussion of topics of common interest and concern, with a focus on civility and listening to various opinions on the topic. The format is having 4-5 panelists who represent various viewpoints on the topic, including at least one elected official and, if appropriate, one youth.
- When inviting/selecting panelists, make sure you let them know what you expect the basic make-up of the panel to be, the format of the program, and types of questions they will be asked. Once the panel is finalized, make sure they all know who will be on the panel. For example, in our Gun Violence, letting people know that we will have an NRA member on the panel and, that we will also be addressing issues of parental responsibility, media complicity, etc. along with gun control laws.
- You do need someone who is passionate about tracking down good panelists and a facilitator. If an outside facilitator is to be used, please make sure you explain to the facilitator about the format you want them to use – so it does just become a ask the question and have all the panelists answer one at a time. Move around between panelist, address specific questions to specific panelists, etc.
- Program starts with a brief introduction of the library and program goals.
- Panelists are introduced briefly, two-three sentences. This can be one of the hardest things to do, insisting the panelists send you a brief description of their background and one sentence description of their interesting/background in the topic under discussion. They will usually send you long backgrounds. Let them gently know that if they don’t give you a brief description, you will have to shorten it yourself in the interest of time. (We learned this the hard way – you can lose 15 minutes on simply introducing your panelists if you don’t keep it brief.)
- The facilitator asks questions and solicits answers from the panelist, who have been given a heads up to try to stay brief so maximum number of questions can be heard.
- Not all panelists answer all questions.
- Questions from the audience are permitted at the end of the facilitated panel discussion.
- In the interest of time and covering as many topics as possible, audience members are asked to write down their name and a brief description of the question they would like to ask and submit these to the staff members in the audiences as the session is progressing, and the facilitator chooses the questions – typically ones focusing on topics not already covered – and calls on the audience members to ask their questions. The audience may not love this format, but it is still our preferred format. At one session, due to a misunderstanding, staff just had people who had questions line up at the mic to take their turn. This resulted in a very long line with disappointed people who were cut off because of lack of time, and also audience members who wanted to simply rehash what had already been said. We do invite the audience to stay and just discuss issues off-mic with panelists who are willing to stay for some time after the session. This can generate some very interesting exchange of ideas among members of the public, and you can actually see friendships forming among unlikely people.
- Make sure you have enough staff or trained volunteer support to help you with managing the audience if necessary. “Civility” is key and the audience can be reminded of this if necessary.
- All placards/large signs are expected to be left in the lobby and not waved around during the program.
- Give the local police a heads up if necessary.
- Have an evaluation form on hand which includes ideas for future programs. And be sure to announce the next program at each session.
Advice: See above.
I believe that libraries as a center for safe discussion of ideas is very important and I encourage all libraries to try it.
Test the microphones in advance!