1. The librarian was tasked to prepare a project proposal for the library within 2 weeks to be presented to management. 2. The project must be done with "sense and style". 3. Careful project planning is emphasized as the key to a successful project. The project plan should outline the why, what, who, when of the project.

1. MANAGING
L IBRARY E VENTS
AND P ROMO
WITH S ENSE AND S TYLE

2. L ET ME TELL YOU A STORY...
 There was once a librarian who was asked by
her boss to prepare a project for the library.
She was given 2 weeks to prepare her proposal
and present it to management.
 Excited with the project, the librarian,
unfortunately, does not know where to start.
She wants this project to work for she has very
good plans for the library.
 There’s a catch though . . . Do it with SENSE
and STYLE!
 If you were the librarian, what will you do?

3. SENSE AND STYLE
 SENSE
 Implies a reliability to judge and decide
with soundness, prudence, and intelligent
choices with good sense (M-W.com and
Dictonary.Com)
 STYLE
 A particular, distinctive, or characteristic or
mode of behaving or conducting oneself
(M-W.com and Dictionary.Com)

4. SENSE AND STYLE
 Usually associated with FASHION
 Learn from FASHION:
 Find your own personal style
 Learn about style
 Ditch the brand-name clothes; know
when clothes fit you and how to put
them together
 Get crazy and creative! Accessorize!
 Be confident

5. IS IT POSSIBLE
TO HAVE
S ENSIBLE AND S TYLISH
LIBRARY EVENTS AND PROMOS ?

6. OF COURSE!

7. H OW ?
EASY!

8. P ULLUP THE SHADES
OPEN THE WINDOWS
W EAR YOUR BEST
CLOTHES
A ND SMILE!

9. WITH
P ROPER
M ANAGEMENT

10. I N E VENTS M ANAGEMENT
 Corporate Events  Private Events
 Events for business  Celebrations with family members and
friends
 Objectives vary from educational,
promotional, to ceremonial.  Normally happen once in a lifetime
 Underlying goal is to create a  Celebrations that you want to
positive image in the eyes of the remember fondly because of the
target audience beautiful ambiance created by lighting,
decorations, music and food
(from www.eventmanagement.com)

11. C ORPORATE E VENTS
 Conferences  Seminars
 Meetings  Team building events
 Trade shows  Business dinners
 Golf events  Press conferences
 Networking events  Incentive travel
 Opening ceremonies  Product launches
 Theme parties  VIP events
 Trade fairs  Shareholder meetings
 Award ceremonies  Incentive events
 Board meetings  Executive retreats
(from www.eventmanagement.com)

12. P RIVATE E VENTS
 Weddings
 Birthdays
 Anniversaries
 Family events
(from www.eventmanagement.com)

13. L IBRARY E VENTS AND
P ROMOTIONS

14. L IBRARY E VENTS AND
P ROMOTIONS
 Publications – annual reports, proceedings
 Newspaper – columns, patrons write,
announcements
 Radio
 Friends of the library
 Posters, signs, and exhibits
 Special collections – films, records, maps, etc.
 Cooperation with other agencies – governments
agencies/units, schools, NGOs, clubs, private
organizations
(from ALA, 1953)

15. L IBRARY E VENTS AND
P ROMOTIONS
 Service to special groups – children, young
people, parents, business group, labor group,
religious groups, police, miscellaneous
 Adult education – activities
for self-
improvement (brown bag sessions, etc.)
 Special activities – open houses, anniversaries,
amateur theatricals, community service
 Gift promotion – living and dead
 Building for the library
(from ALA, 1953)

16. L IBRARY E VENTS AND
P ROMOTIONS
 Library merchandise –
bookmarks, button pins, etc.
 Use of technology – live
streaming, podcasts
 Social networking sites -
facebook, twitter, plurk,
multiply, friendster
(from ALA, 1953)

17. L IBRARY E VENTS AND
P ROMOTIONS
As long as you’re
CREATIVE and OUT-OF-
THE BOX thinker, you
can create as many
events and promos as
you like!
(from ALA, 1953)

18. H OW DO WE MANAGE
THESE LIBRARY EVENTS AND
PROMOS ?

19. Through careful
PROJECT PLANNING
PLANNING is the key to a
successful project

20. W HAT IS A PROJECT?
 A temporary endeavor undertaken to create
a unique product or service
 Temporary means that every project has a
definite beginning and a definite end
 Unique means that the product or service is
different in some distinguishing way from all
other products or services

21. W HAT IS A PROJECT?
 A project is a series of activities and tasks that:
 Has a specific objective to be achieved within
certain specifications
 Has defined start and end dates
 Has funding limits
 Consumes human and nonhuman resources
 Is multifunctional

22. Are Library Events and
Promos projects?
Definitely, YES!

23. P ROJECT M ANAGEMENT P ROCESS
Conceptualization, Implementation,
Commitment and Project Plan Monitoring and
Initialization Control
Termination /
Evaluation
Closing

24. P ROJECT M ANAGEMENT P ROCESS
Conceptualization, Implementation,
Commitment and Project Plan Monitoring and
Initialization Control
Termination /
Evaluation
Closing

25. Why
PROJECT
T HE PROJECT PLAN
PLANS?
 The Project Plan should be the FIRST thing you
should do in creating any activity
 It answers the following questions:
 Why? - What is the problem addressed by the project?
Why is it being conducted?
 What? - What is the work that will be performed on the
project? What are the major products/ deliverables?
 Who? - Who will be involved and what will be their
responsibilities within the project? How will they be
organized?
 When? - What is the project timeline and when will
particularly meaningful points, referred to as milestones
be complete?
(from PMBOK, 2003)

26. T HE PROJECT PLAN
Project Summary
Project Background
Significance of the Project
Project Objectives
Project Outputs and Performance Indicators
Project Budget
Workplan
Project Organization
Accomplishments to Date
Annexes

27. L ITTLE A CTIVITY
 Find a pair
 Think of a particular library event / promo that
you would like to pursue
 As we go along the discussion, fill in the different
components of the Project Plan with the specifics
of your desired activity

28. T HE PROJECT PLAN
Project Summary
Project Summary
Title:
Project Background
Significance of the Project Description:
Project Objectives
Objectives:
Project Outputs and Performance Indicators
Project Budget Duration:
Workplan
Proposed Budget:
Project Organization
Accomplishments to Date Proponent:
Annexes
Date of Preparation:

29. T HE PROJECT PLAN
Project Summary
Title: Project PROACTIVE
Description: A project to develop the library into a responsive and modern education library specializing in
subjects like teaching and learning using innovative and technology-based research and training materials.
Objectives: To enrich the print and non-print collection into a more focused, specialized and updated collection
that responds to the information needs of the organization and its clientele.
To expand and improve its services to provide excellent client experience.
To modernize the library’s look into a more conducive, refreshing, encouraging and high-tech environment,
equipped with necessary and up-to-date technologies.
Duration: February 1, 2009 – August 30, 2009
Proposed Budget: Php 1,843,275.00
Proponent: RRUA, Librarian I
Date of Preparation: December 1, 2008

30. T HE PROJECT PLAN
Project Summary  Factual information about
Project Background the context of the problem
or opportunity to be
Significance of the Project
addressed
Project Objectives
Project Outputs and Performance Indicators
 Presents a logical analysis
that justifies the conduct of
Project Budget
the project
Workplan
 Should answer the question
Project Organization
WHY that project came into
Accomplishments to Date being
Annexes

31. T HE PROJECT PLAN
 The GREENLIGHT Learning Resource Center (LRC/Library) came into being in
1976 and since then has supported the information needs of the organization
as well as its clients. Its collection, which houses more than 17,000 book
volumes and 100 journal titles, has been a rich information resource to its
major clientele. Its non-print collection, which includes videos, CDs, cassette
tapes, kits, and microforms, total to more than a thousand. Its strength lies in
the areas of Educational Management/Administration and Educational
Technology. However, the library has been limited to mere provision and/or
identification of materials for staff and client needs. The collection is mostly
out-dated, and there are subject areas, which the library lag behind.
 With the rapidly changing times and increasing demands of the information
society, Libraries should be reinvented to become the new learning
environment. This new learning environment shall provide quality service by
having streamlined processes, and; nationally, regionally, and globally
competitive collections, facilities, and staff competencies.
 With these things in mind, Project PROACTIVE came into being. The proponent
would like to usher in the development of the GREENLIGHT Learning Resource
Center into a very responsive and research-oriented information resource
center. The main mandate is to bring the library right into the workplace
using appropriate technologies.

32. T HE PROJECT PLAN
Project Summary  Who are likely to benefit
Project Background from the output of the
project (target audience)?
Significance of the Project
Project Objectives  What are its major
Project Outputs and Performance Indicators
contributions?
Project Budget  What are the expected
Workplan consequences or outcomes
if the project were
Project Organization
successfully completed?
Accomplishments to Date
Annexes

33. T HE PROJECT PLAN
 With loads of information created everyday, institutions and
organizations are constantly challenged on how to utilize this
information to their advantage. Many institutions have benefited in
possessing a strong and extensive information resource center that
helps them in their information needs and arms them with the
necessary knowledge to carry out their tasks. Project PROACTIVE of
the GREENLIGHT Learning Resource Center intends to aid its parent
organization, GREENLIGHT (The Center), in carrying out such tasks.
It aspires to strengthen its resource collection, enhance its services,
and modify its “look” to better respond to the demands and needs of
its parent organization.
 If the project is successfully completed, it will efficiently respond to
the changing and demanding information needs of its clients, thus
helping the Center in achieving its mission of “facilitating teaching
and learning through innovative and technology-based research and
training solutions in order to fully develop the potentials of the
peoples in Southeast Asia.” It will consequently assist the Center in its
vision of being “the preferred education solutions provider in
Southeast Asia.”

34. T HE PROJECT PLAN
Project Summary  What are the objectives of
Project Background the project?
Significance of the Project  Stated in very specific and
Project Objectives measurable terms
Project Outputs and Performance Indicators  Ideally, the objectives
Project Budget should define a desired and
Workplan realistic solution to the
identified problem or
Project Organization
opportunity
Accomplishments to Date
Annexes

35. T HE PROJECT PLAN
 To enrich the print and non-print collection into a
more focused, specialized and updated collection that
responds to the information needs of the organization
and its clientele.
 To expand and improve its services to provide
excellent client experience.
 To modernize the library’s look into a more conducive,
refreshing, encouraging and high-tech environment,
equipped with necessary and up-to-date
technologies.

36. T HE PROJECT PLAN
 List down and briefly describe
Project Summary the outputs to be produced for
Project Background the achievement of each of the
project objectives
Significance of the Project
 Outputs are results or products
Project Objectives that are “delivered” in order to
ensure project success (several
Project Outputs and Performance Indicators outputs may be necessary to
Project Budget
attain an objective)
Workplan  For each desired output, specify
performance indicators
Project Organization
 Performance indicators spell
Accomplishments to Date out the desired quality,
nature and/or content of the
Annexes expected output

37. T HE PROJECT PLAN
Expected Output Performance Indicators
(Deliverables)
1. Updated and The books, periodicals and online journals and databases will be on the
barcoded print following subject areas/core competencies of the parent organization:
and non-print •Educational planning and management
collection •Management of change
•Instructional leadership and supervision
•Curriculum and learning materials development
•People empowerment for development
•Alternative educational delivery systems
•Literacy and community development
•Teaching-learning methodologies and strategies
The barcodes, which shall be readable by the library system, has the
following information:
Name of the library
Title of the material
Accession number

38. T HE PROJECT PLAN
Expected Output Performance Indicators
(Deliverables)
2. Improved and revitalized
library services that include
the following:
a. A local area network A LAN-based website that has the following features:
(LAN)--based LRC Online Public Access Catalog
website Online journals and databases
Online newspaper clippings of GREENLIGHT member countries
Online Philippine broadsheets
Scanned vertical file collection
Online GREENLIGHT publications
Digitized audio visual materials
Links to other GREENLIGHT Center libraries

39. T HE PROJECT PLAN
Expected Output Performance Indicators
(Deliverables)
b. An Online A catalog that is available thru the GREENLIGHT website and can be
Public Access accessed anytime anywhere as long as you have an internet connection
Catalog (OPAC)
c. Extended Employees’ immediate family members will be issued dependent IDs and
library benefits are free to use the library
and privileges
to employees’ External members will have the following privileges:
immediate Will be issued a membership ID
family Unlimited use of the library for one year (free use of all library facilities and
members and equipment like computers for internet searching and research purposes)
the library’s Free 2 issues of the most recent GREENLIGHT newsletters
external Free 1 year subscription of the GREENLIGHT journal
members

40. T HE PROJECT PLAN
Expected Output Performance Indicators
(Deliverables)
3. A renovated library The renovated library should have the following:
•New furniture and equipment
•Computers for catalog searching
•Computers for CD viewing/ playing
•Computers for Internet browsing and other research purposes
•VCD/DVD player
•Improved lighting system
•Lounge / reading / studying areas
•Refurbished existing and usable furniture

41. T HE PROJECT PLAN
 Project inputs and costs should be
Project Summary consolidated into a project budget which
should be detailed on a spreadsheet
Project Background (provide as attachment) and broken down
under the following headings (if
applicable):
Significance of the Project
 project personnel
Project Objectives
 materials & supplies
Project Outputs and Performance Indicators
 travel, transportation & communication
Project Budget
 printing & reproduction
Workplan
 capital expenditure
Project Organization
 contingency
Accomplishments to Date  A summary should be provided (see
example)
Annexes

42. T HE PROJECT PLAN
Budget Item Amount (PhP)
Project personnel 225,000
Materials & supplies 213,000
Travel, transportation & communication 10,000
Printing & reproduction 17,000
Capital expenditure 1,290,500
Contingency 87,775
TOTAL 1,843,275

43. T HE PROJECT PLAN
Project Summary
 Should include the logical
order among the project
Project Background activities, as well as a Gantt
Significance of the Project chart showing the detailed
project activities/tasks,
Project Objectives
project milestones and
Project Outputs and Performance Indicators activity durations (provide as
Project Budget
attachments)
Workplan  “Milestones” may occur after
several activities are
Project Organization
completed
Accomplishments to Date
 A summary should be
Annexes
provided

44. T HE PROJECT PLAN
Major Activity Deliverable RESP Start End Remarks
OUTPUT 1: Updated and barcoded print and non-print collection
Conduct an information needs assessment Gathered and consolidated inputs from the different RRUA 2.1.09 2.14.09
of each of the programs and services of programs/services.
GREENLIGHT A list of all the subject areas / topics needed by the library to
focus its collection into will be generated for future purchase
of materials
Discard outdated, obsolete, and irrelevant Leaner, newer, and more specialized LRC collection JAA 2.18.09 3.18.09
materials from the collection
Evaluate listings of books, online journals, A consolidated and “filtered” listing of materials to be RRUA 2.20.09 3.2.09
and databases for purchase/subscription purchased or subscribed to
Purchase of / subscription to these listed New materials in the library for processing RRUA 3.5.09 3.30.09
materials
Barcoding the library collection JAA 4.1.09 4.30.09
Print complete list of LRC holdings, both List of LRC collection
print and non-print
Check complete list against the actual in- Consolidated listing of all accounted for materials (titles in the JAA 4.1.09 4.30.09
house holdings of the library list against actual in-house collection)
Printing, cutting, and pasting of barcode Barcoded LRC collection PAD 4.1.09 4.30.09
labels
Setting up of the barcode scanner and Working barcode scanner and remote inventory PAD 4.1.09 4.30.09
remote inventory of the library system,
Athena

45. T HE PROJECT PLAN
Major Activity Deliverable RESP Start End Remarks
OUTPUT 2: Improved and revitalized library services
(a) A Local Area Network (LAN)-based LRC website
Map out the design / lay- Draft of the whole website design RRUA/ 5.1.09 5.7.09
out of the LAN-based and its contents SAD
website and its contents
Scan all relevant and recent Scanned and consolidated vertical JAA /PAD 5.7.09 5.30.09
vertical file collection and file collection and newspaper
newspaper clippings clippings
Online clippings of Collection of online clippings of JAA/PAD 5.7.09 5.30.09
Philippine broadsheets and Philippine broadsheets and
GREENLIGHT member SEAMEO member countries
countries
Digitize sample videos of Digitized sample videos for JAA/PAD 6.1.09 6.14.09
ELSA and Japan Prize for inclusion in the LRC website
viewing

46. T HE PROJECT PLAN
Major Activity Deliverable RESP Start End Remarks
OUTPUT 2: Improved and revitalized library services
(b) An Online Public Access Catalog (OPAC)
Editing / filtering of Checked and edited LRC collection in the JAA / 6.21.09 7.14.09
GREENLIGHT collection in library system PAD
the library system for
spelling and other
discrepancies
Purchase of needed Purchased and installed needed hardware RRUA / 7.14.09 7.30.09
hardware and their SAD
installation
Dry run A working OPAC RRUA / 8.7.09 8.21.09
SAD
Formal launching of the LRC collection searchable in the internet RRUA 8.30.09 8.30.09
library system search thru the GREENLIGHT website
engine in the GREENLIGHT
website

47. T HE PROJECT PLAN
Major Activity Deliverable RESP Start End Remarks
OUTPUT 2: Improved and revitalized library services
(c) Extended library benefits and privileges to employees’ immediate family members and the
library’s external members
Visit/research other special Consolidated inputs of what the RRUA /JAA 2.7.09 2.14.09
libraries for benchmarking and GREENLIGHT library can adopt
adoption of relevant services
for the LRC
Revise library fees and Implemented approved and RRUA 2.21.09 3.7.09
privileges revised library fees
GREENLIGHT employees’ Dependent IDs distributed to RRUA / 3.15.09 4.7.09
immediate family members, GREENLIGHT employees’ JAA / PAD
and GREENLIGHT alumni immediate family members
(training participants) can use (For the GREENLIGHT alumni, their
the library facilities and course IDs suffice)
equipment for free

48. T HE PROJECT PLAN
Major Activity Deliverable RESP Start End Remarks
OUTPUT 3: A renovated library
Design the “new look” of LRC layout / blue print RRUA / ID 5.1.09 5.30.09
/ ARCHI
the LRC
Actual re-designing/ A newly designed and RRUA/ 6.7.09 8.14.09
ID/ ARCHI
renovation and purchase of renovated library with /CONT
new furniture and refurbished/purchased
equipment furniture and other
purchased equipment

49. T HE PROJECT PLAN
Project Summary  Shows the people responsible
for the project
Project Background
Significance of the Project
Project Objectives
Project Outputs and Performance Indicators
Project Budget
Workplan
Project Organization
Accomplishments to Date
Annexes

50. T HE PROJECT PLAN
•Monitors progress of the project
•Ensures timely delivery of outputs
•Reviews project deliverables Project Manager
•Resolves project issues RRUA
•Prepare presentations, Project Team (INTERNAL) Project Team (EXTERNAL)
reports, flowcharts and JAA ID
procedures
•Perform project activities PAD ARCHI
required SAD CONT

51. T HE PROJECT PLAN
Project Summary  If some preliminary efforts
have already been
Project Background
undertaken in connection
Significance of the Project with the project, describe
Project Objectives them
Project Outputs and Performance Indicators
Project Budget
Workplan
Project Organization
Accomplishments to Date
Annexes

52. T HE PROJECT PLAN
Project Summary  Attach relevant supporting
documents
Project Background
Significance of the Project  Include the detailed project
Project Objectives
budget, the PERT diagram,
Gantt chart, and other
Project Outputs and Performance Indicators
pertinent materials
Project Budget
Workplan
Project Organization
Accomplishments to Date
Annexes

53. H OW ARE YOU AND YOUR
PARTNER ?
H OW IS YOUR PROJECT DOING ?
I NSIGHTS ?

54. P ROJECT M ANAGEMENT P ROCESS
Conceptualization, Implementation,
Commitment and Project Plan Monitoring and
Initialization Control
With the PROJECT
PLAN in place,
implementation and Termination /
Evaluation
managing of the Closing
activity will be more
efficient!

55. In MANAGING any library event or promo
PLANNING provides you the road from
where you are to where you want to be
The more time you invest in planning, the
better and less mistakes your activity will
be/have
So put on your best clothes, pull down the
shades, open the windows, and manage your
library events with SENSE and STYLE!
Because having SENSIBLE and STYLISH activities
comes with proper planning!

56. T HANK YOU

57. R EFERENCES
 A Guide to the Project Management Body of Knowledge. (2003). USA: PMI.
 Cronin, B. ed. (1981). The Marketing of Library and Information Services. London: ASLIB.
 Event Management.com. Available online: http://eventmanagement.com/events/
 Fisher, J.G. (2000). How to Run a Successful Conference, 2nd ed. London: Kogan Page.
 Flaten, T.K. (2006). Management, Marketing and Promotion of Library Services Based on
Statistics, Analyses and Evaluation. The Netherlands: IFLA.
 Kotler, P. & Keller, K.L. (2006). Marketing Management, 12th ed. Upper Saddle River, NJ:
Pearson Educational International.
 Leerburger, B.A. (1989). Promoting and Marketing the Library, rev. ed. Boston, MA: G.K.
Hall & Co.
 Lovelock, C. & Wirtz, J. (2004). Services Marketing: A Managerial Perspective. Upper
Saddle River, NJ: Pearson Prentice Hall.
 Mundry, S.,..[et al]. (2000). Designing Successful Professional Meetings and Conferences
in Education: Planning, Implementing, and Evaluation. Thousand Oaks, CA: Corwin
Press.
 Wallace, S.L. (1953). Promotion Ideas for Public Libraries. Chicago, Ill: American Library
Association.
 Walters, S. (1992). Marketing: A How-To-Do-It Manual for Librarians. New York: Neal-
Schuman Publishers, Inc.
 Walters, S. (2004). Library Marketing that Works! New York: Neal-Schuman Publishers,
Inc.