PROGRAM PLANNING Checklist
P:\Programming\Program Planning Form
Information to include:
TITLE & TOPIC:
DATE OF EVENT:
TIME:
Audience age:
REGISTRATION REQUIRED? Y / N LIMIT:___________
Room Reserved? (date submitted, which room)
http://www.happyjacksoftware.com/calibrate/login.do
PR request submitted to Outreach Coordinator? (date submitted)
P:\Outreach\forms\ACPL Request for Publicity
FLYERS MADE & DISTRIBUTED? Who is making? Distributed where? (1 month ahead)
flyers need: ACPL logo; Library address & contact phone number; title, date, time. Always have someone proof read.
SPECIFIC INFORMATION
PRESENTER name and contact info (phone, email, address)
If they are being paid we need SSN or Tax ID #
Will the presenter bring supplies, equipment, etc.
Do they need a special set up? (for example: Raptor Refuge: Reserve both rooms, presentation in the Large Room, birds kept in Carroll Room until ready for them)
CONFIRMATION. Be sure to confirm at least a week in advance. (give date confirmation received)
COSTS/FEES/EXPENSES: (refreshments, voucher for performer, donation letter? Which account is paying). Check with appropriate budget manager (Childrens/YA/Adult)
P:\Administration\Bookkeepers\VOUCHERS
ACTIVITIES Brief description of what will happen.
SUPPLIES (paper, pencils, glue, glitter, tape, staplers, ingredients for food, etc.)
EQUIPMENT/MEDIA PA system, podium, LCD projector, etc. See Happy Jack list for what's available.
TO DO LIST: (buy supplies, pick up food, set up tables & chairs, reserve books/dvds, prep crafts, etc.)
NAMES OF CONFIRMED VOLUNTEERS OR STAFF HELPERS. Enter anything special on HJ calendar under "Staffing" calendar.
Evaluation form available for attendees?: Y / N
(at: P:\Outreach\forms\program eval)