1. Coordinate Logistics

Your first implementation step involves coordinating logistics with the teaching artist and your library colleagues.

Whether or not you assume the management of all tasks or share them with others, the host librarian will be chief troubleshooter during the course of the series, working with the teaching artist and your colleagues to resolve any issues that may arise.

With the Teaching Artist

Together, you will determine:

  1. What is the program schedule and the date for the culminating event;
  2. Where will the programs take place;
  3. What supplies/equipment must be acquired/readied and where they will be stored;
  4. Where works-in-progress will be stored over the course of the workshop series; and
  5. Which library materials might be used to enrich the experience.

Internally

  1. Who will compile related materials and where might they be displayed;
  2. What forms need to be created for registering participants and documenting their responses to the program;
  3. Who will be responsible for:
    1. registering participants;
    2. welcoming them at the series kick-off;
    3. distributing, collecting and reviewing evaluation forms;
    4. for working with the instructor to integrate library materials in some or all of the classes;
    5. making on-the-fly or in-between meeting changes to furniture, lighting or other features of the program space; and
    6. attending the programs (periodically or usually, to observe and/or assist with technical matters).

A Note About Purchasing/Payment Protocols

Contracting and payment protocols differ from library to library. Whether the artist is hired by an individual branch, a municipality or a library system, the host librarian must be familiar with the protocol for paying artists and for supplies. Most host librarians will work with the system’s financial office to ensure timely payment of the artists’ fees and to purchase the supplies as listed in the original budget.  The contracting/payment process should be discussed with the artist at the very outset of the project. It is helpful to iron out these processes as far in advance as possible.

Tips:

  • The more that creative aging programs are integrated internally, both within your branch and across the system, the more likely that they will be acknowledged as a routine part of older adult services. Communications and fiscal procedures are some of the most important elements that should be handled consistently. 

Tool:

Implementation Checklist (PDF)

Jump to:

2.   Recruit & Promote
3.   Prepare
4.   Monitor, Document & Evaluate
5.   Organize a Culminating Event
6.   Think about Sustainability