Librarian Guide to Guest Lectures and Panel Discussions

Guest lectures and panel discussions allow libraries to foster intellectual curiosity, engage patrons, and promote learning. 

This guide provides an overview of organizing and hosting successful guest lectures and panel discussions at your library.

If you cannot afford an honorarium for guest speakers or panelists, there are several alternative ways to show your appreciation and make their experience worthwhile:

Publicity: Offer to promote the speaker's work, research, or upcoming projects through your library's website, social media channels, and newsletters.

Networking opportunities: Provide opportunities for the speaker to connect with other experts, community leaders, or professionals who may be attending the event or related activities.

Letters of recommendation: Offer to write a letter of recommendation or testimonial for the speaker, acknowledging their expertise and contribution to the event.

Professional development: If your library offers workshops or training sessions, extend an invitation for the speaker to attend for free or at a discounted rate.

Event recording: Record the speaker's presentation and provide them with a high-quality copy for their portfolio or personal use. Ensure you have the speaker's permission before recording and sharing their presentation.

In-kind support: Offer to help the speaker with their projects or initiatives, such as providing research assistance, proofreading, or access to library resources.

Tokens of appreciation: Present the speaker with a personalized certificate, plaque, or small gift as a token of gratitude. Consider gifts that are unique to your library or community, such as a local artist's work or a signed book by a local author.

Membership: Offer a complimentary library membership or access to library resources, such as databases or digital collections, if applicable.

Acknowledgment: Recognize the speaker's contribution by including their name and bio in event materials and thanking them publicly during the event.

Personal touch: Send a handwritten thank-you note after the event, expressing your gratitude and outlining the positive impact of their presentation on the audience.

Identifying Topics and Themes

• Choose relevant topics that cater to your community's interests, current events, or local issues.
• Align the subject matter with your library's ongoing programs, exhibits, or special observances.
• Consider a mix of themes, including literature, history, science, technology, art, and culture.

Relevant Topics Catering to Community Interests, Current Events, or Local Issues

• Environmental conservation and sustainability
• Mental health and well-being
• Racial and social justice
• Local history and heritage
• Women's empowerment and gender equality
• Science and technology in everyday life
• Personal finance and economic literacy
• Immigration and cultural diversity
• Parenting and early childhood education
• Public health and wellness initiatives

Topics Aligned with Library Programs, Exhibits, or Special Observances

Banned Books Week:The importance of intellectual freedom and the fight against censorship

National Poetry Month: Exploring diverse poetic forms and the power of language

Women's History Month: Celebrating the achievements and contributions of women throughout history

Earth Day: Discussing the impact of climate change and the role of individuals in preserving the environment

Black History Month: Honoring the contributions of Black individuals to society and culture

Science Literacy Week: Examining breakthroughs in scientific research and their implications for society

LGBTQ+ Pride Month: Fostering understanding and support for LGBTQ+ rights and experiences

Indigenous Peoples' Day: Recognizing the history and culture of Indigenous peoples and their contributions to society

National Novel Writing Month: Encouraging creative writing and the exploration of diverse narratives

World Mental Health Day: Raising awareness about mental health issues and promoting emotional well-being

Themes Incorporating Literature, History, Science, Technology, Art, and Culture

• The impact of digital technology on literature and reading habits
• Exploring the historical context of popular literary works
• The intersection of art and science
• How creativity drives innovation
• The role of artificial intelligence in society and its ethical implications
• The influence of cultural movements on the evolution of artistic expression
• The history of scientific discovery and its impact on human progress
• The changing landscape of journalism and the future of news media
• The role of public art in community engagement and urban development
• The relationship between technology, privacy, and security in the digital age
• Examining the cultural impact of influential authors, artists, or historical figures

Finding Speakers and Panelists

• Contact local universities, colleges, and research institutions to identify experts and academics who can speak on your chosen topics.
• Connect with local organizations, community leaders, or activists who can provide valuable insights and perspectives.
• Consider partnering with other libraries or organizations to share resources and expertise.
• Utilize social media, professional networks, or personal connections to identify potential speakers.

Preparing for the Event

• Develop a clear event format and agenda, specifying the lecture duration, panel discussion structure, and Q&A session.
• Coordinate with speakers or panelists to confirm availability, provide logistical information, and discuss presentation content.
• Test audiovisual equipment (microphones, projectors, etc.) and ensure the event space is appropriately set up and accessible.
• Create a backup plan in case of speaker cancellations or technical issues.

Event Promotion

• Design eye-catching posters, flyers, and handouts to promote the event at the library and within the community.
• Use social media platforms, email newsletters, and your library's website to share event details and generate interest.
• Contact local newspapers, radio stations, or community websites to publicize the event.
• Collaborate with local organizations or educational institutions to co-promote the event.

Hosting the Event

• Provide a warm welcome and introduction for each speaker or panelist.
• Ensure that the event runs on schedule and smoothly transitions between segments.
• Facilitate audience participation during Q&A sessions, encouraging diverse viewpoints and respectful dialogue.
• Thank speakers or panelists for their participation and give them a token of appreciation, such as a small gift or certificate.

Post-Event Follow-up

• Solicit feedback from attendees to evaluate the event's success and identify areas for improvement.
• Share event highlights, photos, or recordings on social media and your library's website.
• Maintain relationships with speakers or panelists for potential future collaborations.

Conclusion

By carefully planning, promoting, and hosting guest lectures and panel discussions, your library can become a hub for intellectual engagement and community enrichment. These events offer an excellent platform to learn, debate, and connect with experts, academics, and patrons alike.

Librarian Guide to Film Screenings and Discussions

Film screenings and discussions offer an excellent opportunity to engage and educate library patrons. This guide will help you select suitable films, set up the room, find free movies, facilitate discussions, and promote your events.

Film Selection

• Select films suitable for your target audience, considering age, interests, and cultural backgrounds.
• Choose documentaries or educational films relevant to your community, cover a range of subjects, or tie in with special events, observances, or exhibits.
• Screen adaptations of popular books or selections from book clubs to encourage reading and discussion.

Sourcing Films

Public Performance Rights (PPR) are required to screen copyrighted films publicly. Many film distributors offer PPR at a reasonable cost.

Here is a list of companies that provide Public Performance Rights (PPR) for copyrighted films. Some of these companies offer educational films and documentaries with PPR included or available for purchase at a reasonable cost:

Swank Motion Pictures: https://www.swank.com/

Criterion Pictures: http://www.criterionpic.com/

Kino Lorber Edu: https://www.kinolorberedu.com/

Educational Media Distributors: https://www.films.com/

Bullfrog Films: http://www.bullfrogfilms.com/

New Day Films: https://www.newday.com/

First Run Features: http://firstrunfeatures.com/

California Newsreel: http://www.newsreel.org/

PBS Educational Media: https://www.pbs.org/education/

The Video Project: https://www.videoproject.com/

Kanopy: https://www.kanopy.com/ (Note: Kanopy is a streaming service that partners with libraries, offering PPR for films in their catalog)

Keep in mind that the availability of films and PPR licensing terms may vary between distributors, so it's important to review their policies and contact them directly for more information.

Collaborate with local filmmakers, film festivals, or educational institutions to screen their films for free or at a reduced cost.

Here are some general tips to help you find local collaborators for film screenings:

• You can find a list of film festivals worldwide at websites like FilmFreeway (https://filmfreeway.com/festivals)
• Contact local universities or colleges with film programs. Visit their websites or reach out to the film department directly to inquire about partnering opportunities.
• Connect with local filmmakers by searching for film collectives or clubs in your area. Websites like Meetup (https://www.meetup.com/) can help you find local groups dedicated to filmmaking.
• Attend networking events or conferences related to film and media in your area. These events are excellent opportunities to meet local filmmakers, film festival organizers, and representatives from educational institutions.
• Use social media platforms like Facebook, Twitter, or LinkedIn to search for local filmmakers, film clubs, or film festivals. Reach out to them with a proposal for collaboration.

Remember that building relationships and partnerships with local film professionals may take time and effort, but collaborating with these individuals and organizations can greatly benefit your film screening events.

Search for films in the public domain or with a Creative Commons license, which can be screened without acquiring PPR. Websites like the Internet Archive (archive.org) and Vimeo offer such content.

Here's a list of websites where you can find public domain films or films with a Creative Commons license that can be screened without acquiring PPR:

Internet Archive (https://archive.org/details/movies)

Vimeo Creative Commons (https://vimeo.com/creativecommons)

Public Domain Movies (https://publicdomainmovies.net/)

Open Culture (http://www.openculture.com/freemoviesonline)

YouTube (https://www.youtube.com/) - Search for public domain films or Creative Commons-licensed content using the filters in the search results.

The Public Domain Review (https://publicdomainreview.org/collections/?medium=film)

FedFlix (https://archive.org/details/FedFlix) - A collection of U.S. government-produced films on various topics.

National Film Board of Canada (https://www.nfb.ca/) - A collection of Canadian films, including some in the public domain or with Creative Commons licenses.

Prelinger Archives (https://archive.org/details/prelinger) - A collection of ephemeral films, including advertising, educational, and industrial movies.

DPLA - Digital Public Library of America (https://dp.la/) - Search for films and videos in the public domain or with Creative Commons licenses from various American libraries and archives.

Wikimedia Commons (https://commons.wikimedia.org/wiki/Category:Videos) - A media file repository with public domain and Creative Commons-licensed videos.

Please note that the availability and licensing of films on these websites may vary. It is essential to verify the copyright status and licensing terms for each film before screening it publicly.

Setting up the Screening Room

• Choose a room with minimal ambient light and enough space for seating.
• Set up a projector or large-screen TV with appropriate audio equipment (speakers and microphones).
• Arrange chairs or cushions for comfortable seating, with good sightlines to the screen.
• Provide refreshments, if allowed, to create a welcoming atmosphere.

Facilitating Discussions

• To be well-prepared, research the film's background, director, and subject matter beforehand.
• Develop open-ended questions to encourage conversation and debate.
• Be prepared to moderate the discussion, ensuring that everyone has a chance to speak and that the conversation remains respectful.

Event Checklist

• Obtain PPR or verify the film's license.
• Test audiovisual equipment in advance.
• Print promotional materials (posters, handouts) and discussion guides.
• Set up chairs, refreshments, and any additional materials needed for the event.
• Designate a staff member or volunteer to assist with logistics and troubleshooting.

Promoting Your Event

• Create eye-catching posters and handouts to display in the library and distribute to local community centers, schools, or businesses.
• Use social media platforms to share event details and generate interest.
• Send press releases to local newspapers, radio stations, or community websites.
• Partner with local organizations, book clubs, or educational institutions to co-host or promote the event.

Conclusion

You can create engaging film screenings and discussions at your library by following these steps. Selecting appropriate films, setting up a welcoming environment, and facilitating meaningful conversations will help you educate and uniquely connect with your patrons.

Librarian Guide to Book Clubs and Reading Groups

Book clubs and groups are an excellent way to encourage reading, foster a sense of community, and engage readers of all ages and interests. 

This guide will provide librarians with helpful tips for organizing and facilitating regular book discussions for different age groups and interests.

Identifying your target audience

• Begin by determining the age groups and interests you want to cater to. 
• You can create book clubs for children, teenagers, adults, or seniors. 

Some popular themes

• Fiction or non-fiction lovers
• Genre-specific clubs (e.g., mystery, romance, sci-fi)
• Cultural or diverse literature clubs
• Classics or contemporary literature clubs
• Historical fiction or non-fiction clubs
• Biographies and memoirs clubs
• Travel literature clubs
• Graphic novels and comics clubs
• Poetry and short stories clubs
• Young adult literature clubs
• Environmental or nature-themed book clubs
• Self-help and personal development clubs
• Local authors or regional literature clubs
• Women's literature clubs
• LGBTQ+ themed book clubs
• Philosophy and ideas discussion clubs
• True crime book clubs
• Bestsellers and popular books clubs
• World literature clubs (exploring books from different countries and cultures)
• Food and cooking literature clubs
• Science and technology book clubs
• Spirituality and religion discussion groups
• Parenting and family-themed book clubs
• Business and entrepreneurship book clubs
• Art and architecture literature clubs
• Humor and satire book clubs
• Film adaptations discussion groups
• Multicultural fiction clubs
• Political and social issues book clubs
• Military history and war literature clubs
• Sports-themed book clubs
• Music and musician biographies clubs
• Science fiction and fantasy book clubs
• Inspirational and uplifting stories clubs
• Award-winning books clubs (Pulitzer, Booker, etc.)
• Banned or controversial books discussion groups
• Seasonal or holiday-themed book clubs
• Mindfulness and meditation literature clubs
• Writing and writers' lives book clubs
• Children's literature for adults clubs
• Mystery and thriller book clubs
• Horror and supernatural literature clubs
• Time travel and alternate history book clubs
• Steampunk and cyberpunk literature clubs
• Mythology and folklore literature clubs
• Magical realism book clubs
• Epistolary novels discussion groups
• Celebrity memoirs and biographies clubs
• Ancient civilizations and history book clubs
• Colonial and post-colonial literature clubs
• Books-to-screen adaptations clubs
• Health and wellness book clubs
• Social justice and activism literature clubs
• Urban fantasy book clubs
• Speculative fiction discussion groups
• Gothic and Victorian literature clubs
• Modernist literature book clubs
• Experimental fiction and avant-garde literature clubs
• Apocalyptic and post-apocalyptic book clubs
• International bestsellers discussion groups
• Language and linguistics literature clubs
• Classic and modern drama clubs
• Nautical and maritime literature clubs
• Westerns and frontier literature clubs
• Detective fiction and crime novels clubs
• Fairytale retellings and adaptations clubs
• Space opera and galactic adventures book clubs
• Immigrant and refugee stories discussion groups
• Books set in a specific time period or historical era clubs

Planning the logistics

• Choose a meeting time and location convenient for your target audience.
• Determine the frequency of meetings (e.g., monthly, bi-monthly).
• Create a communication system to inform participants about upcoming meetings, book selections, and other relevant information. This can be done through email, social media, or flyers in the library.

Curating a diverse book list

• Select a range of books that cater to different interests and reading levels.
• Consider using reader's advisory tools, book reviews, or award-winning titles to help make selections.
• Allow club members to suggest and vote on book selections.

Book Recommendation Sites

Goodreads Recommendations: Goodreads, a popular book review and recommendation platform, uses an algorithm to analyze your reading history, preferences, and favorite genres to suggest new books for you to explore. (https://www.goodreads.com/recommendations)

BookSloth: BookSloth is a mobile app that uses AI to provide personalized book recommendations based on your preferences, favorite authors, and the ratings you give to books you've read. (https://booksloth.com/)

Glose: Glose is an e-reading platform that uses AI algorithms to provide personalized book recommendations based on your reading habits, preferences, and the books you've marked as favorites. (https://glose.com/)

Whichbook: Whichbook allows you to choose specific factors such as mood, character, plot, and setting, and then uses an AI algorithm to generate a list of books that match your criteria. (https://www.whichbook.net/)

Facilitating discussions

Designate a facilitator for each meeting.

This can be the librarian, a volunteer, or a rotating club member.

Prepare discussion questions in advance to guide the conversation.
Encourage open and respectful discussions, allowing all members to share their thoughts and opinions.

Facilitating book discussions can be challenging, but here are some tips and tricks to help make your book club meetings more engaging and productive:

• Set the tone: Establish a welcoming and open environment where everyone feels comfortable sharing their thoughts and ideas. Encourage respectful discussions and listen actively to everyone's viewpoints.
• Prepare discussion questions: Prepare a list of open-ended questions to guide the conversation. Good discussion questions should be thought-provoking, relevant to the book, and encourage deeper analysis and interpretation.
• Encourage participation: Encourage all members to participate in the discussion. One way to do this is by going around the room and asking everyone to share their thoughts on a particular topic or question. You can also ask follow-up questions to help clarify or expand on someone's response.
• Allow for silence: Don't be afraid of moments of silence during the discussion. This gives people time to process their thoughts and formulate their ideas. However, if the silence becomes uncomfortable, ask another open-ended question to get the conversation flowing again.
• Manage time: Be mindful of the time and try to keep the discussion on track. If the conversation veers off-topic, gently steer it back to the book or the question.
• Be flexible: Be prepared to adjust the discussion based on the flow of the conversation. For example, if a particular topic or question generates much interest, be willing to explore it further, even if it deviates from your original plan.
• Use visual aids: Visual aids like images, maps, or diagrams can help illustrate key points and stimulate discussion. You can supplement the conversation with multimedia resources like author interviews, movie adaptations, or related articles.
• Celebrate differences: Recognize and celebrate your group's diversity of perspectives and experiences. Encourage members to share their unique viewpoints and experiences, even if they differ from the majority opinion.

Engaging younger readers

• Organize age-appropriate activities and crafts related to the book's theme.
• Consider supplementing the discussion with multimedia resources like film adaptations or author interviews.
• Invite local authors or experts to speak to the group when appropriate.

Adapting to special needs

• Ensure that the meeting location is accessible to people with disabilities.
• Provide large-print or audio versions of the books when possible.
• Consider hosting online meetings for those who cannot attend in person.

Promoting your book club

• Advertise your book club through library newsletters, social media, local newspapers, or community bulletin boards.
• Encourage members to invite friends or family to join.
• Host special events, such as author visits or themed parties, to generate interest.

Evaluating and evolving

• Regularly seek feedback from club members to ensure the group meets their needs and interests.
• Be open to changing the club's format, book selection, or other aspects based on member feedback.
• Celebrate your book club's successes and learn from any challenges to improve the experience for members continuously.

Librarian Guide to Planning Successful Author Visits and Book Signings

This guide will help you plan and execute successful author events.

Author visits and book signings are excellent ways to promote literacy, engage with readers, and build community connections. Inviting local or well-known authors for talks, readings, and book signings will attract patrons to your library and support writers and their work. 

Determine the scope and goals of the event

• Consider your target audience and their interests.
• Choose a theme or genre that would resonate with your community.
• Set clear objectives for the event, such as promoting literacy, increasing library membership, or building partnerships.

Research and select authors

• Compile a list of potential authors based on the chosen theme or genre.
• Consider local, regional, and national authors and a mix of established and emerging writers.
• Contact authors' agents, publishers, or authors to inquire about availability, fees, and requirements.

Budget and funding

• Create a budget including author fees, travel expenses, refreshments, promotional materials, and other related costs.
• Seek funding from library budgets, grants, or community sponsors.
• Schedule and venue
• Select a date and time that works for the author and your target audience.

Choose a suitable venue within the library, such as a meeting room, auditorium, or outdoor space.

• Ensure the venue has the necessary equipment and seating capacity.

Promote the event

• Create engaging promotional materials, such as flyers, posters, and digital graphics.
• Utilize social media platforms, library websites, and newsletters to spread the word.
• Reach out to local media outlets, such as newspapers and radio stations, to announce the event.
• Collaborate with local bookstores, schools, and community organizations to broaden the audience reach.

Prepare for the event.

• Develop a detailed event agenda, including author introductions, readings, Q&A sessions, and book signings.
• Coordinate with the author and their team to ensure they have everything they need, such as a lectern, microphone, or water.
• Prepare staff and volunteers to assist with event logistics, such as crowd management and book sales.

Day-of-event logistics

• Set up the venue with appropriate seating, signage, and equipment.
• Have a designated staff member or volunteer greet the author upon arrival and provide any necessary assistance.
• Offer refreshments for attendees, if applicable.

Post-event follow-up

• Thank the author and their team for their participation.
• Collect feedback from attendees through surveys or informal conversations.
• Evaluate the event's success by comparing it to the initial goals and objectives.
• Use the collected feedback to improve future author events.

Conclusion:

Author visits and book signings are valuable opportunities for libraries to engage with their communities and promote literacy. Following this guide can create memorable and successful events that benefit both authors and readers.

Here is a list of free websites that can help you plan and promote author visits and book signings:

Canva (https://www.canva.com/): A user-friendly graphic design platform that can be used to create promotional materials, such as flyers, posters, and digital graphics.

Eventbrite (https://www.eventbrite.com/): A popular event management and ticketing platform that can help you organize and promote your event and manage registrations.

SurveyMonkey (https://www.surveymonkey.com/): A powerful online survey tool that can be used to collect feedback from attendees after the event.

Google Forms (https://www.google.com/forms/about/): A free and easy-to-use tool to create forms and surveys for event registration, feedback collection, or volunteer sign-up.

Google Calendar (https://www.google.com/calendar/): A helpful tool for scheduling and sharing event details with your team, volunteers, and the author.