Penn State University Libraries - Organizing Open House

The Libraries’ Open House serves to introduce new and first-year students to the physical structure of the libraries, as well as its collections and services.  Our goal is for each student to leave the Open House feeling positive about, and comfortable with, the library and its faculty and staff.  Students will feel welcomed at the library and will know that they have a place to turn to in the future for help with all of their information needs.

• To convey important information regarding subject matter, colleges/majors supported, and types of materials offered by the libraries within a fun, friendly, and unintimidating atmosphere;
• To assist students with a basic understanding of the collections and services provided by the University Libraries;
• To assist students with a basic understanding of the facilities at Pattee/Paterno Libraries as well as the branch libraries;
• To foster future contact between the University Libraries and student population of Penn State, specifically targeting incoming freshmen;
• To alleviate the anxiety associated with the utilization of services provided within a large research library community.

• Attend and participate in all meetings of Area Representatives, or designate someone else from your area to be present if you are unable to attend;
• Relay all communications about the Open House to everyone in your designated area; i.e., scheduling of the Open House, the upcoming theme, decorations and activities
• Work with the Steering Team to order the decorations for your stop (deadlines to be announced via email;
• Send out reminders about the upcoming Open House to your area;
• Encourage people in your area to sign up to volunteer in the general areas of the Open House, as appropriate;
• Generate enthusiasm for the Open House among all employees in your area.

Contact Emily Rimland for current list.

• Develop, implement, and evaluate the activities, games and other educational offerings provided in their respective libraries.
• To work with the Area Representative as needed.

Contact Emily Rimland for a list of this year's representatives.

Six Months Or More Before Open House

• Decide upon date(s) of event; theme of event (Committee)
• Reserve Mann Assembly Room and other needed areas (including break room for volunteers) (LLS)
• Contact English 15 / CAS 100 Coordinator to ensure course participation in event (Committee)
• Select vendors to use for ordering decorations and giveaways. (PR/Development)

Five Months Before Open House

• Begin publicizing upcoming event on library web site, flyers (Publicity)
• Begin booking entertainment for the event. (Committee)
• Communicate with Lion Ambassadors / other student groups re: volunteering at event (Committee)

Three Months Before Open House

• Discuss / decide upon featured activities / games / entertainment (Subj. Lib. Reps / Committee/ Activities Sub-Committee)
• Discuss / decide upon themed decorations for event (Area Reps / Committee)
• Order event decorations, and paper for event materials in bulk (Committee)
• Meet with Area Reps to discuss activities, staffing, theme, decorations and ordering procedures (Area Reps / Committee)
• Draft proposed volunteer schedule (Volunteers)
• Ask Subject Library Reps to submit a report of their area's activities/offerings. (Subj. Lib. Reps / Area Reps)
• Place orders for decorations and other necessary materials (Area Reps)
• Continue to work on booking entertainment (Committee)
• Contact Graham Spanier re: appearing at event (Committee)
• Create posters for Subject Libraries / special areas (Publicity / Committee)
• Decide upon banner(s) for event; order banner(s) (Decorations)
• Re-notify library community of upcoming event, with additional details (Committee)
• Schedule orientation session(s) for volunteers (book training room---Paterno 203 or 403)
• Format volunteer sign-up sheet (Volunteers)
• Revise all volunteer training materials (Volunteers)
• Confirm student volunteer sources (Volunteers)
• Continue soliciting prizes and giveaways (PR/Decorations)
• Create/Approve T-shirt design (Committee/ Public Information)

Two Months Before Open House

• Finalize area activities with Subject Library representatives; discuss event staffing and concerns (Committee)
• Gain estimate of volunteers needed to assist at overall event and specific Open House stops (Committee / Area Reps)
• Create posters for Subject Libraries / special areas (Activities)
• Finalize Area decorations orders; purchase additional General Areas decorations if necessary (Decorations)
• Arrange for Best Event helium delivery (three tanks; 2 nozzles and tents) (Local Arrangements)
• Revise event flyers, certificate and other materials as needed; Begin printing all materials, including maps and certificates (Publicity / Committee)
• Begin publicizing event on flyers posted throughout libraries and across campus (Publicity)
• Send information on featured entertainers to the Libraries' Public Information Office (Committee)
• Create all event signage, including directional signage for throughout the library, signage for Prizes Room (Publicity / IP/ Public Information)
• With Public Services, develop signs for throughout the library warning of increased noise on day(s) of Open House (Publicity)
• Meet with Facilities to discuss event needs (Local Arrangements)
• Finalize all prizes and giveaways; collect prizes from donors (Donations/Committee)

Six Weeks Before Open House

• Begin recruiting volunteers from throughout Libraries (Volunteers)
• Organize and plan for subject libraries / special areas' student volunteer needs (Volunteers)
• Schedule volunteers – including students (Volunteers)
• Distribute volunteer sign-up sheets to subject libraries/special areas (Volunteers)

One Month Before Open House

• Finalize scheduled entertainers for the event. (Committee)
• Finalize activities for each subject library and special area (Committee / Subj. Lib. Reps / Area Reps)

Two Weeks Before Open House

• Confirm area activities and staffing with subject library representatives (Activities)
• Publicize event heavily throughout library and via other campus venues (Publicity)
• Send volunteer training materials to LLS Staff Assistant for photocopying; gather other materials for orientations---leis, beads, etc... (Volunteers/Local Arrangements)
• Send out periodic reminders for faculty/staff to sign up for volunteer shifts (Volunteers)
• Confirm area activities and additional staffing with Subj. Lib. Reps / Area Reps (Committee)
• Hold volunteer orientations (Committee)
• Send schedule to all students volunteering at event (Committee)

One Week Before Open House

• Distribute Open House materials, giveaways and decorations to Area Reps (Committee/Decorations)
• Distribute T-shirts to staff (Decorations)
• Confirm all refreshments for Event (Local Arrangements)
• Organize all event decorations (Decorations)
• Contact entertainers to confirm their participation. (Local Arrangements)
• Continue to publicize event heavily through all appropriate venues (Publicity)
• Prep supplies / head count sheets for Registration Tables (Local Arrangements)
• Finalize volunteer schedule and distribute to volunteers (Volunteers/Local Arrangements)
• Begin posting increased noise signs throughout library (Publicity)
• Confirm volunteer schedule---reassign any vacant time slots (Volunteers)
• Organize all Prizes and Giveaways (Committee)
• Confirm set-up with Facilities (Local Arrangements)
• Distribute individualized posters to subject libraries/special areas (Publicity)

Day Before Event

• Check with all Subject Libraries / Special areas to make sure that they have all that they need (Local Arrangements)
• Decorate Prize Room and General Areas (Decorations)
• Distribute Open House maps and certificates to appropriate areas (Local Arrangements)
• Decorate Subject Libraries, Registration Areas and Common Areas (Decorations/Subject Libraries)

Day(s) of Event

• Check with Subject Libraries / Special Areas to see if anything is needed (Local Arrangements)
• Put up all promotional / directional materials for event (Publicity)
• Assist entertainers as needed. (Committee)
• Help give breaks to volunteers (Committee)
• Help troubleshoot any volunteer scheduling issues (Volunteers)
• Help circulate throughout the Libraries to assist volunteers (Committee)

Three Months Before Open House

• Meeting between Area Reps and Activities Team to discuss activities, staffing, theme, decorations and ordering procedures.  Meeting includes information regarding contacting donors/having donors approved. Meeting between Subject Library Reps to discuss educational offerings for their areas and Activities Team.
• Steering Team will apprise Area Reps of the decorations that they will receive and communicate information and instructions for placing orders.
• Submit a report of area's activities/offerings to the Open House Steering Committee.

One Month Before Open House

• Finalize activities for stops.
• Finalize area facilities needs with Local Arrangements coordinator.

Two Weeks Before Open House

• Confirm area activities and additional staffing with Subj. Lib. Reps/Area Reps (Activities Team)

One Week Before Open House

• Open House materials, giveaways and decorations distributed to areas.

• Anne Behler – Donations
• Ellysa Cahoy – PR
• Megan Gilpin – Local Arrangements
• Emily Rimland – Activities
• Heather Ross – Decorations
• Sandy Hoffmaster – Volunteers
• Amanda Clossen - Research JumpStart stop

To request your area to be added as a new stop for the Fall Open House, please complete the form and return it to any member of the Open House Steering Committee: