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Planning for a Special Event. Preservation Week May 9-15, 2010. ACKNOWLEDGEMENTS. New Jersey State Library sponsored program with funding from Institute of Library and Museum Services Additional Recognition :

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Planning for a special event

Planning for a Special Event

Preservation Week

May 9-15, 2010


New Jersey State Library sponsored program with funding from Institute of Library and Museum Services

Additional Recognition:

American Library Association. Association of Library Collections and Technical Services

Library of Congress

Institute of Library and Museum Services

American Institute for Conservation

Society of American Archivists

Heritage Preservation

Using preservation as a theme
Using Preservation as a Theme

Preservation of interest for:



-General Public

Fun teaching opportunity for reaching out to schools, Scouts, community centers

Topic for an anniversaries, alumni day, historical events

Engaging for community groups

Using preservation as a theme1
Using Preservation as a Theme

Mission link to museums, historical societies, archives and other libraries

Partnership opportunities

Connects public to their cultural heritage

Connects public to your collection

Reaches new audiences

Benefits of partnerships
Benefits of Partnerships

Benefits of Partnerships

Helps to meet mutual goals of serving the community

Extends the outreach for each partner

Increases visibility

Helps to pool resources

Inspires others

Collaboration = more than sum of parts

Developing partnerships
Developing Partnerships

Start with who you know

Identify your goals

Identify what you can offer

Explore what partner(s) can offer

Take time to develop relationship

Set clear goals

Seek maximum visibility

Credit for collaboration is shared

Challenges with partnerships
Challenges with Partnerships

Takes time to develop and maintain relationships

Need strong administrative commitment to the partnership

Longer lead time to plan an event

Can be staff time intensive

Need to recognize and balance the various strengths of each partner

Event checklist
Event Checklist

Develop strategies for success

Make a checklist and timeline

Create a budget

Plan logistics

Plan publicity


Wrap up

Media outreach
Media Outreach

Newspaper articles

News announcements

Feature pitches





Mailing lists

Tips for writing press releases
Tips for Writing Press Releases

Be sure event is newsworthy

Provide a brief description of the news event

Tell who is announcing the event

First 10 words are important

Avoid adjectives, fancy language

Deal with the facts

Plan timing of press release

Provide contact information

Make it easy for the media


Paul Hellman’s tips on focusing your message

Where to sign up for Paul Hellman’s tips

Tips for Writing Press Releases

Measuring success
Measuring Success

Process Measures

Outcome Measures

# items created (flyers, bookmarks)

# people attended

List media contacted

Who did you engage? (Board, Friends of Library, Staff)

Did you achieve your goal?

Did you receive positive feedback from media stories?

Was your partner satisfied?

Sample program ideas
Sample Program Ideas

Low Cost Ideas

More Elaborate Ideas


Web links

ALA bookmarks

Film screening

Speaker’s Bureau

Tie in preservation to a program already planned

Demo salvage techniques

Preservation Fair

Coordinate exhibits with other institutions

Publicize event
Publicize Event

Send announcement of your event to Jeanne Drewes and she will put it on a Google map that is being mounted on the preservation week site.

Email at

Tell your story on


ALA Graphics for Pass It On books and posters

Friends of the Library USA program ideas

Partnerships for a Nation of Learners

Foundation Directory

Planning for a special event

Power point prepared by:

Jill Rawnsley

Preservation Consultant

Some videos to show
Some Videos to Show

Here are some videos to show during breaks or part of your program.

 Saving Your Treasures

Mr. Bean goes to the library

Canadian Conservation Institute