PROGRAMMING POLICY
Philosophy:
An important component of the library’s service to the public is programming. Programs will be informational, educational, or for entertainment and encourage library usage, provide information, and extend library service to all members of the community.
Definition:
Library initiated programming utilizes library staff, the library facility, and library resources. It can include library and community resource people, displays, and media presentations. The program may occur inside or outside of the library building and may be presented by a staff member or other presenter. A program may be sponsored by the library, the Friends of the Library, the Board of Trustees, an outside agency, or combination of all these groups. As much as is possible, programming should be an extension of the information found in the library’s collection.
Programming Issues:
Programming will be non-commercial in nature. bBusiness or professional people may be asked to speak at a program but their information must be generic in nature rather than a commercial promotion of their business or profession. However, authors, artists, and musicians will be allowed to discuss and present their specific work.
- Library programs must meet the information needs and interests of the public. They may respond to current topics and/or issues. They may, for a time, follow certain themes. Public input on programming ideas is always welcome.
- Local talent and support, in the form of assistance, is often utilized at the discretion of the programming coordinators and the Director of the Library.
- Programs are generally held inside the library or on the grounds outside either during library hours or after hours if special arrangements are made. Special arrangements include permission from the Director as well as a check on space availability. Programs may also be held out of the library building as in outreach to schools or other facilities.
- Programs are of various durations: one time, weekly, or monthly.
- Every effort is made to schedule programs at times convenient to the target audience.
- All programs offered by the library will be free of registration charge. In some instances, materials fees may be charged or registrants may be required to provide their own materials.
- To the best of our ability the library will comply with any requirements speakers/presenters may request. These may include but are not limited to overhead projectors, water, flip charts, blackboards, books, videos, special seating arrangements, etc. All filled requests must be approved by the Director.
- Under no circumstances may a speaker/presenter solicit personal information from program attendees.
- Aa speaker may include a business card in any informational material they distribute, however, the material may contain only information that is generic in nature.
- All informational material distributed at a program must be approved, in advance, by program coordinator and/or Director.
Registration:
Due to the nature of some programs, advance registration might be required. When advance registration is required the following rules and regulations must be adhered to unless special permission has been granted by the Director.
- Programs may require certain proofs of age or residency. In the case of a minor, a parent or legal guardian must present identification. If it is required, program participation will be denied to anyone Unable to produce the required proof.
- In cases where program registration is limited, program registration rules and procedures will be followed (for example, lottery system, first come first served etc.). How those choices are made will be depend on the nature of the program. Any process for registration priorities will be planned by library staff and approved by the Director.
- Residency requirements may differ between programs. In cases where program registration is open to anyone, Town of Monroe residents will be given first consideration with out of district residents accommodated on a first come, first served basis.
- Children must be a specified age by date of registration for a particular program.
- Registration may be made by phone, internet, or in person depending on the requirements of each program.
- Grant funded programs will be subject to the regulations of the grantor.
- Any restrictions imposed by registration requirements are solely due to limitations in space, resources, etc. A person’s right to attend a library initiated program “should not be denied or abridged because of origin, age, background, or view” (Article 5 of the Library Bill of Rights.)
- Every effort will be made to fulfill any reasonable accommodations for attendance at programs by persons with disabilities.
Responsibility for Programming:
Department heads are responsible for decisions with regard to registration procedures for library initiated programming. The Department Head may assign some programs or responsibility for some part of a program to staff under their direction. Ultimate responsibility will rest with the Director.
- Implementation of programs may interfere with other library services. Schedule and budget considerations will limit the amount of programming available throughout the year. Ultimate responsibility will rest with the director.
- Some programming may involve food or refreshments. Depending on the programs, either refreshments will be provided or participants will be requested to bring a certain type of food. Program directors may solicit donations from outside sources for refreshments, in which case, some type of recognition will be made ( for example display of business card and/or public mention during program.) It is the responsibility of program attendees to inform library staff of any food allergies or sensitivities.
- In order to best facilitate positive programming results, the following considerations should be implemented:
1. Consider when it would be best to hold the program. Check for conflicts with other activities in the area.
2. Plan as far in advance as possible to insure speaker availability and adequate publicity time.
3. Programmers will need to fill out the Programmer’s Agreement form outlining the specifics of the program including the date of the program, rules of attendance, cancellation criteria, and the performer’s agreed cost. The Agreement will be signed by the performer and returned to the Program Director, prior to approval (See Attached).
- Unless otherwise specified, the Monroe Free Library will handle all publicity for programs.
Funding:
Library initiated programs are funded in part by the operating budget with occasional additional support from grants, contributions from the Friends, and/or other gifts and donations. Any speaker fee or honorarium must be approved by the. Reading incentives shall be funded through gifts and donation.
Evaluation and Follow-Up:
Programs will be evaluated based on the needs of the public, the effectiveness of the presenter, and feedback provided by attendees.
Miscellaneous:
- The library does not endorse the statements or philosophies expressed in any program.
The library reserves the right to cancel any registered program that does not meet minimum registration requirements.
- All programs must be approved by the Library Director.
- Concerns, questions, or complaints about programs are handled according to the same policies and procedures governing reconsideration of other library resources.
The library is committed to being a sustainable community center. As such, we consider environmental stewardship, economic feasibility, and social equity in all our programming decisions.
Approved 1/11/99
Updated 4/8/19
Updated 6/30/25