# Presentation: 741834

## Planning An Anniversary Celebration 

- Lorna Newman
- Government Documents Librarian
- University of Cincinnati
- October 19, 2004
- Federal Depository Library Conference
- Washington, D.C.

## Prepare time line

- Include steps that need to be completed

**Notes:**
A time line helps to insure that all activities are covered and that you stay on track.  Many things are going on and you need to make certain that appropriate people are contacted such as: determining food selection, contacting caterer

## Determine Date, Location, and Time of Event

- Reserve room

**Notes:**
Plan well in advance of anticipated date to allow for negotiation of available space.  Reception space needed to be outside of the library and it presented a variety of options.  We decided to go with a particular location and then worked around the available dates for that location.

## Determine Speaker(s)	

- Keynote speaker and remarks from additional speakers
- Contact speaker(s) regarding availability
- Consider changing date if desired speaker is unavailable

**Notes:**
We decided that we wanted the Superintendent of Documents as our keynote speaker.  Fortunately, she was available for the date we had chosen.   Our dean felt she should initiate the invitation and an e-mail was sent.

## Determine Budget

- Invitations – printing and postage
- Programs
- Catering
- Flowers
- Supplies for preparation of display and signage

**Notes:**
Letterhead and post cards with the depository anniversary logo can be ordered from GPO – this would cut down on any printing charges related to invitations.
Estimate the number of guests that would attend and determine the amount of food needed.

## Consider Outside Funding

- Send letters/e-mails requesting sponsorship
- Indicate:   Purpose/importance   Speakers (s)   Number of invited guests   $ amount desired   Recognition of sponsors

**Notes:**
We found that the preferred method of contacting potential donors was via e-mail.  Our letter addressed the issues listed.  We are having our anniversary celebration in conjunction with the Ohio GODORT annual fall meeting and this information was also indicated in our letter.  We originally attempted to obtain the desired amount from one vendor.  But that didn’t happen so we contacted 4 additional vendors and received support from all four.

## Consider Who to Invite

- Library staff
- Friends of the Library
- Staff from other local libraries
- University administrators and faculty
- Congressman

**Notes:**
Since we were having the celebration in conjunction with our GODORT meeting we had a captive audience.  We are estimating 150 people will attend, based on other library functions we have had in the past.

## Publicity

- Press release for newspaper and/or local newsletter
- Create display in library – check Government Documents Display Clearinghouse
- (http://www.lib.mnsu.edu/lib/govdoc/proj/tutorials/finalfront2.html)
- Consider a smaller display in reception area

**Notes:**
GPO staff can help with press releases – we sent them a draft for input/revisions.  There is a section of the clearinghouse that is geared toward anniversaries.  We have chosen documents that represent what was going on during the various decades of the last 75 years and other documents of interest.  We also will include a selection to represent that documents come in all sizes, formats, and shapes.  We will also be having a small display at the celebration which will include documents dealing with Cincinnati and Ohio.  Also, some general information on Nicholas Longworth, our sponsor.

## Useful Information

- “Sale and distribution of government publications by the Superintendent of Documents” 1956 (Y 4.H 81/3:P 96).  Includes depository libraries by state with date designated.
- “Official list of depository libraries consisting of designated, geological, and official gazette depositories” 1909 (GP 3.3:12).  Includes depository libraries by state with date designated.

**Notes:**
The first document was especially useful in helping us determine the exact date of our designation.  We had it narrowed down to the month and year.  When we found out the exact date we had an informal celebration in our office with cake.

## Our Informal Celebration

## GPO Anniversary Logo

## Front of Invitation

## Back of Invitation

## Slide 14

**Notes:**
This is a banner that will hand outside the library, celebrating 2 major events in the month of November.

## Contact Information

- Lorna Newman
- E-mail:  _[lorna.newman@uc.edu](mailto:lorna.newman@uc.edu)_
- Phone:   513-556-1873