• Make sure the purpose for the special event is important enough to merit the time and expense needed to properly stage, publicize and evaluate the event.
• Carefully match the type of event that is selected to the purpose that it serves. Do you want to reach out to new users or thank your supporters?
• Ensure that the library staff fully supports the special event. Select a working committee with broad representation.
• Target groups that have a special stake in the event such as library users, funders, and politicians. Business leaders, senior citizens or parents.
• Develop ways to evaluate the event's success. Measurable event objectives may include attendance, the amount of money raised, the number of library cards issued or increases in circulation.
• Talk to other librarians who have successfully staged similar events.

A checklist provides a step-by-step guide to organizing and executing a special event. See sample checklist on next page.

The objective is to provide event planners with a financial blueprint. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations. concession sales) as well as expenses printing, permits, insurance, speakers, food, supplies, security).

• With many activities going on simultaneously, there are many details to be checked. Major areas to consider and plan for include:
• Size of space or building used;
• Utility support needed
• Setup (tables and chairs. tents, portable toilets, parking, signage) coordination, cleanup, emergency plans;
• Transportation and public services such as police and fire departments.

• Promoting a special event takes creative thinking balanced with practicality. The primary objective is to publicize the event, but secondary objectives should be considered.
• Are you trying to inform, educate or entertain?
• Increase awareness or attendance of the event?
• Build a base support from a specific audience?
• Facilitate good community relations?
• Brainstorm all the available media in including marquees, school newsletters, church announcements, and cable and commercial stations. Make a detailed list with names of whom to contact and when.

• Take time to evaluate right after the event while the details are fresh. You may want to consider having a questionnaire for participants to fill out. Some general evaluative criteria include:
• Did the event fulfill its goals and objectives? Why or why not?
• Identify what worked and what needs fine-tuning. Which vendors should be used again?
• What items were missing on the checklist?
• Was the event well attended?
• Was informal and formal feedback about the event positive?
• Given all that went into staging, was it worth doing?

Finally, it is important to remember to celebrate your successes and to thank all those who contributed.

• The following checklist provides a step-by-step guide to organizing and executing an open house.
• Include projected deadlines for each step.
• Select chair and members of your planning committee.
• Develop a master plan and set the event date
• Select chairs for subcommittees such as refreshments, setup and cleanup, tour guides, traffic and safety, volunteer speakers, and invitations.
• Organize volunteers for each committee.
• Formulate a publicity plan. Decide when/how media should be contacted.
• Be sure to alert the media of photo and interview opportunities.
• Prepare copy for program and printed materials.
• Hold a "tie down" meeting the day before the event Distribute a schedule of events to each committee member. Discuss assignments. Distribute identification badges. Answer any questions.
• Set up several registration tables and stagger tour schedules to avoid bottlenecks.
• Distribute a program as guests arrive, so they know what to expect.
• After the event, mail the printed program with an appropriate letter to "significant others" who were unable to attend.
• Remember to thank everyone who participated. Send photos if possible. Conduct an evaluation