One key element of a successful library program is registration for patrons. While collection methods may vary, the best registration processes can result in more successful programs with more engaged guests. In fact in an article from Science & Technology Libraries researchers found that, “customized communication is at the root of successful library programming”. Here are just a few points in the planning process that easy registration could improve programs & events at the library:

1. Visibility for Library Patrons

You’ve got lots of exciting library programs coming up at the library but you are concerned you may not reach as many as you could. Keeping events visible for patrons and offering registration ensures that everyone who wants to attend can register. While having registration available at the library or over the phone is great it could bog down staff for larger programs and preclude some patrons from registering. Offering registration online is one way to ensure visibility for patrons even when they are not at the library and save staff time filling out forms.

2. Limited Seating & Space

The next program at your library could be an art class requiring plenty of natural light and space for easels. Concurrently, you may need to find space and seating for a larger group gathering to hear a guest speaker. Not all programs are made the same or require the same amount of space.  Placing smaller groups in smaller rooms while reserving larger spaces for larger groups is critical for their success. Only have space for 10 people in the smaller room? Set the Registration limit to 10, and any extra guests can go on the waitlist in the meantime! Registration makes this process simple by giving program coordinators options to reserve the right space.

3. Program Materials Preparation

Keeping every program supplied with the right materials is another way that registration can keep events running smoothly. Running out of prizes for Summer reading programs or ingredients for cooking class could hurt a program’s success. Overspending on materials that go unused can be limited by knowing how many people will be in attendance up front. 

4. Registered Patron Reminders

Life happens and sometimes patrons forget about an upcoming library event that they’d like to attend.  One way to help prevent library programs from falling through the calendar cracks is by reminding patrons about them. It would be a tedious process to give everyone a call or email personally. A simple automatic reminder email can help boost attendance without adding additional work to program coordinators’ plates.  For libraries using WhoFi, when patrons register for events, they always receive a reminder e-mail 24 hours before the event starts.

5. Standardized Record Keeping

Libraries have one step left after a program has run its course, reporting! Without registration library staff would have to rely on visual counts during the events recorded on either paper, spreadsheets, or some combination of the two. Libraries are great at storing records safely, but they still have to review them later to get totals for state questions. By collecting registration in advance, reporting processes are sped up and simplified by getting the right fields completed in advance. 

 

Partner libraries brought up registration as a key issue on the subject of programs and community events. In an effort to reduce the burden felt by library staff and enhance patron experience, registration has been added to WhoFi’s existing Community Calendar tool. If you would like to learn more about Community Calendar and how WhoFi can help improve your library program registration processes, please get in touch!

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