This is part of a three part series about the LibraryCon program we hosted at my library. Be sure to check out:
Many cool people who helped make LibraryCon awesome!
(photo credit: E.M. Ervin
So there were many, many things that went wonderfully at LibraryCon and we pulled off an amazingly fantastic event. I'm so proud of all the work that everyone did and what a fun program it turned out to be.
Here's what worked well:
-Involve the local geek community. We reached out to so many organizations, cosplay groups, gaming groups, authors, illustrators, and other area cons to create our booths. In turn, those groups gave us names of others to include. This worked well because it helped us find people who really wanted to be part of this event.
-Provide water! And food if possible. We provided lots (over 100!) bottles of water for the people staffing tables and speaking on panels. They told us over and over again how thankful they were for this and it was such an easy thing to do! We also got a donation for lunch for our panelists and provided snacks for those staffing the booths, which was another nice treat. We also made sure we had staff available to sit at their booths while they took a break to eat.
-Have something for all ages. We had a huge mix of ages from kids to adults and lots of families attend LibraryCon because we really wanted it to be a family friendly event. Our booths all had something fun to offer for all ages and having various Cosplay groups was a huge treat for the kids. We also had a Geeky Storytime, which was a huge hit with kids and parents. We could have added even more kid events and plan to do so for next year.
-Have assigned tables clearly marked for vendors. Also be sure to have lots of extension cords and power strips on hand. We had every table assigned and the list was left with the greeters at the front door. This made set up very easy and run smoothly.
Most of the feedback we had was positive, and the comments about what to change were actually very minor. But no event is absolutely perfect, so here's what I'd change for next year:
-More Signage-We had a whiteboard outside the panel room and had a flier with a schedule of events and room locations. Everything was kept in our main concourse of the library and the rooms are all located right off the concourse, so it was pretty well contained to the front. But people still requested more signage about what was happening where and where rooms were located.
-Bring people into the library. Since most of the event happened in the main concourse, there was very little traffic into the library. This was good (it kept noisy things up front) and bad (people didn't explore the library as much as they could have). We had a scavenger hunt happening in the stacks and not many people knew about it because they didn't make it back to the Children's Department. We also had some kids crafts there as well that got ignored after storytime. I would like to find a way to bring people into the library more and show off lots of library resources and geeky book displays next year. Also, bring over a lot of your Science Fiction/Fantasy/Horror/Graphic Novel collections to highlight at your event. We created a last minute geeky kids book display and the books flew off the display!
-Have a booth for the library. This might seem like a no brainer, but we didn't think about it. We thought oh, hey, people are coming to the library so they'll find out about what we offer. But that wasn't the case. Next year, I want to have a booth for library card sign ups and have information about upcoming programs.
-Create a hashtag. Neither Valerie or I are very active on Twitter, so it didn't occur to either of us to create a hashtag for the event until the day of! This is a great way to collect pictures and feedback from attendees on social media and spread the word about your event.
-Make sure you have enough trash cans. Another silly one, but we noticed that by the end of the evening, the trash cans located in the concourse were overflowing! Something else we really hadn't thought about! But for the most part, there wasn't much trash to pick up and the event itself was very clean.
-Offer even more things to do! We only hosted three panels because this was our first LibraryCon. We spread them out throughout the afternoon because we were trying to think of when people would arrive, want to take breaks, eat, etc. As my husband pointed out to me, "people will eat when they want to eat-you just have events and let them figure it out." Next year, I think we don't have to worry about spacing things out and having breaks, but instead offer more panels, fandom meetups, and gaming demos.
Overall we had a fantastic event it was lots of fun. You don't need to have a huge budget to put on an amazing event. Our entire LibraryCon was put together on about $80, and most of that could have even been taken out and not really needed. Include your community and you will get a great response. I can't wait to do it all again-bigger and better-next year!