Working Toward aWorking Toward aSuccessful Book Fair!Successful Book Fair!

Working Toward aWorking Toward aSuccessful Book Fair!Successful Book Fair!

JulieJulieHallHall

Robyn Robyn CorumCorum

Paige DobbinsPaige Dobbins

Penny Penny HannersHanners

Martha Eaton-Martha Eaton-Library Aide (not shown)Library Aide (not shown)

A A TeamTeam Effort!

Effort!

Hartselle is middle-class community Hartselle is middle-class community Population – 13,000Population – 13,0005 schools: 3 elementary, 1 middle, 1 high5 schools: 3 elementary, 1 middle, 1 highHartselle is NOT a suburb of any large cityHartselle is NOT a suburb of any large city

Crestline Elementary is 50 years oldCrestline Elementary is 50 years oldEnrollment is 570 Enrollment is 570 5.82% minority 29% Free & Reduced lunch5.82% minority 29% Free & Reduced lunchNot a magnet school - just a GREAT Not a magnet school - just a GREAT average school average school

I.I. Considering Your MotivationConsidering Your MotivationII.II. Evaluating Your School SupportEvaluating Your School SupportIII.III. Choosing the Right Book Fair ProviderChoosing the Right Book Fair ProviderIV.IV. Choosing the Right DateChoosing the Right DateV.V. Finding the “Right” Chairperson(s)Finding the “Right” Chairperson(s)VI.VI. Building a TeamBuilding a TeamVII.VII. Starting From the Beginning Not the MiddleStarting From the Beginning Not the MiddleVIII.VIII. Having a Detailed Plan and Starting EarlyHaving a Detailed Plan and Starting EarlyIX.IX. Keeping It SimpleKeeping It SimpleX.X. What You’ve Always Wanted to Know About VolunteersWhat You’ve Always Wanted to Know About VolunteersXI.XI. Setting (Reasonable) GoalsSetting (Reasonable) GoalsXII.XII. Getting People Excited!Getting People Excited!XIII.XIII. Seeing “The Big Picture”Seeing “The Big Picture”XIV.XIV. It’s a Wrap for This Year…Now What?It’s a Wrap for This Year…Now What?

Working Toward aWorking Toward aSuccessful Book Fair!Successful Book Fair!

Working Toward aWorking Toward aSuccessful Book Fair!Successful Book Fair!

I. Considering Your MotivationI. Considering Your MotivationI. Considering Your MotivationI. Considering Your Motivation

Why do you hold a Book Fair?Why do you hold a Book Fair?(Or are considering one?)(Or are considering one?)

Is it:Is it:•Because it’s always been done, and as the media specialist, Because it’s always been done, and as the media specialist, you’ve just been handed the responsibility?you’ve just been handed the responsibility?•Because you love books?Because you love books?•Because SOMEBODY’S got to do it?Because SOMEBODY’S got to do it?•Because if it’s going to be done right, you’ll have to be the one Because if it’s going to be done right, you’ll have to be the one who does it?who does it?•Because you love to share the gift of reading with children?Because you love to share the gift of reading with children?•Because you’re interested in adding to your library’s resources Because you’re interested in adding to your library’s resources through the money raised through Book Fair profits, and it’s a through the money raised through Book Fair profits, and it’s a necessary evil?necessary evil?•Because a successful Book Fair makes you look good-it gives Because a successful Book Fair makes you look good-it gives you a chance to shine and shows off some of your talent and you a chance to shine and shows off some of your talent and your organizational abilities?your organizational abilities?•Because you’re a glutton for punishment?Because you’re a glutton for punishment?•Or is it a combination of some of those?Or is it a combination of some of those?

II. Evaluating Your School SupportII. Evaluating Your School SupportII. Evaluating Your School SupportII. Evaluating Your School Support

•Principal, office staffPrincipal, office staff

•TeachersTeachers

II. Evaluating Your School SupportII. Evaluating Your School SupportII. Evaluating Your School SupportII. Evaluating Your School Support

Our 2001 Fair Total = $9,000Our 2001 Fair Total = $9,000x 30% in cash profit = $2,789.62x 30% in cash profit = $2,789.62

= $2,700 total profit from a one = $2,700 total profit from a one week Book Fair!week Book Fair!

Our 2008 Fair Total = $21,000Our 2008 Fair Total = $21,000x 25% in cash profit = $5,000x 25% in cash profit = $5,000x 10% in books = $2,100x 10% in books = $2,100

= $7,100 total profit from a one = $7,100 total profit from a one week Book Fair!week Book Fair!

Let’s just see the impact a successful Book Let’s just see the impact a successful Book Fair can have:Fair can have:

III. Choosing the RightIII. Choosing the RightBook Fair ProviderBook Fair Provider

III. Choosing the RightIII. Choosing the RightBook Fair ProviderBook Fair Provider

•Case quantitiesCase quantities•Customizing book titles for our ages and reading rangesCustomizing book titles for our ages and reading ranges•Sending certain ‘specialized’ requests in odd situationsSending certain ‘specialized’ requests in odd situations•Helping us figure out inventory problems as our sales grewHelping us figure out inventory problems as our sales grew•Field Reps, willing to help put up, take down, and answer QsField Reps, willing to help put up, take down, and answer Qs•The online resources, especially the Coordinator’s Toolkit The online resources, especially the Coordinator’s Toolkit areaarea•The Planning Kit BoxThe Planning Kit Box•The Hands-On Idea BookThe Hands-On Idea Book•Author VideoAuthor Video•Themes with patterns, clipart, and matching signsThemes with patterns, clipart, and matching signs•The Scholastic Sales Consultant – one of our The Scholastic Sales Consultant – one of our favorite favorite resources!resources!

IV. Choosing the Right DateIV. Choosing the Right DateIV. Choosing the Right DateIV. Choosing the Right Date

The timing of your Book Fair has a lot The timing of your Book Fair has a lot to do with your success.to do with your success.

•Pick a date without other school conflictsPick a date without other school conflicts

•A date that coincides with payday, if possibleA date that coincides with payday, if possible

•Scholastic offers extra benefits during Scholastic offers extra benefits during certain slower periods of the year and if certain slower periods of the year and if you’re able to host a 2you’re able to host a 2ndnd fair. fair.

IV. Choosing the Right DateIV. Choosing the Right DateIV. Choosing the Right DateIV. Choosing the Right Date

•Consider your library’s capabilities - Can Consider your library’s capabilities - Can you suspend library classes for the fair?you suspend library classes for the fair?

•Remember any important testing Remember any important testing schedules.schedules.

•Decide on the length of your fair.Decide on the length of your fair.

•Extra events?Extra events?Family NightFamily NightGrandparents’ DayGrandparents’ DayExtended HoursExtended HoursFriends and Family InvitationsFriends and Family Invitations

V. Finding the “Right” Chairperson(s)V. Finding the “Right” Chairperson(s)V. Finding the “Right” Chairperson(s)V. Finding the “Right” Chairperson(s)

Be willing to share the load. Be willing to share the load. (Or even hand it off?)(Or even hand it off?)

Chairperson’s Chairperson’s Qualities:Qualities:•DependableDependable•TrustworthyTrustworthy•OrganizedOrganized•Enthusiastic Enthusiastic •Has the timeHas the time•Love of Love of children/reading children/reading

Finding a Finding a chairperson:chairperson:•Signs near library Signs near library asking for volunteersasking for volunteers•Announce at PTO Announce at PTO meetingsmeetings•Ask the PrincipalAsk the Principal•Talk to teachersTalk to teachers

VI. Building a TeamVI. Building a TeamVI. Building a TeamVI. Building a Team

““If I want my Book Fair to grow...I'm going to have to If I want my Book Fair to grow...I'm going to have to share the responsibilities, do some delegating, and share the responsibilities, do some delegating, and build a team.”build a team.”

•Regardless of the size of your Fair Regardless of the size of your Fair nownow, if you want to GROW, , if you want to GROW, you need to start you need to start building a foundationbuilding a foundation that will support that will support GROWTH. GROWTH. •New people with new ideas can shake things up. New people with new ideas can shake things up. •Be willing to OPEN YOUR EYES to the possibilitiesBe willing to OPEN YOUR EYES to the possibilities•Be willing to OPEN YOUR ARMS to Be willing to OPEN YOUR ARMS to let golet go of some of the of some of the responsibilities and responsibilities and let inlet insome help.some help.

•Remember “if you always do what you've Remember “if you always do what you've always done, you'll always get what you'vealways done, you'll always get what you've always got.” always got.”

Calling volunteers and scheduling work timesCalling volunteers and scheduling work times - remember to schedule extra for any special events planned- remember to schedule extra for any special events planned““Outside” PR duties -- radio, news, TV, etc -- any and allOutside” PR duties -- radio, news, TV, etc -- any and allDecorating for the theme --Decorating for the theme -- - the halls, the entrance, the interior of library, costumes, etc.- the halls, the entrance, the interior of library, costumes, etc.Creating signs for interior/exterior of school, laminating, etc.Creating signs for interior/exterior of school, laminating, etc.Set up/take down/ Getting Help/Deciding WhenSet up/take down/ Getting Help/Deciding When““Staging”/Making Book Displays look appealingStaging”/Making Book Displays look appealingGetting the word out – “Inside” PR -- students, teachers, parents Getting the word out – “Inside” PR -- students, teachers, parents - letters, signs, etc.- letters, signs, etc.Finances- setting up registers, being in charge of the money, Finances- setting up registers, being in charge of the money, DepositsDepositsOrdering – Looking ahead, What's going fast? What's out? Ordering – Looking ahead, What's going fast? What's out? Volunteers- On the job?– keeping them busy and on track (not just Volunteers- On the job?– keeping them busy and on track (not just warm bodies)warm bodies)Teachers- Keep them happy- snacks and treats?Teachers- Keep them happy- snacks and treats?Book Cases – Label them with case number and shelf ID?/ Book Cases – Label them with case number and shelf ID?/ “Favorites Labels?”“Favorites Labels?”Teachers Wish Lists – Accept State, Reading and PTO monies? Teachers Wish Lists – Accept State, Reading and PTO monies? What kind of Wish Lists?What kind of Wish Lists?Decide if you want to deal with backorders?Decide if you want to deal with backorders?

They can help by:They can help by:

VII. Starting From the Beginning Not VII. Starting From the Beginning Not the Middlethe Middle

VII. Starting From the Beginning Not VII. Starting From the Beginning Not the Middlethe Middle

From the moment we first began doing Book From the moment we first began doing Book Fairs, this was one of our biggest problems! Fairs, this was one of our biggest problems! And we didn't even realize it.And we didn't even realize it.

It's obvious that while we thought we were It's obvious that while we thought we were running our Fairs, in truth OUR FAIRS WERE running our Fairs, in truth OUR FAIRS WERE RUNNING US! RUNNING US!

Start Early!Start Early!

VIII. Having a Detailed PlanVIII. Having a Detailed Planand Starting Earlyand Starting Early

VIII. Having a Detailed PlanVIII. Having a Detailed Planand Starting Earlyand Starting Early

Decide where you are and where you Decide where you are and where you want to be.want to be.

What is your current level of sales? What is your current level of sales? Are you satisfied? Are you satisfied? Make a call to your sales rep. Make a call to your sales rep. What are neighboring schools your size What are neighboring schools your size doing? doing? How do you compare? How do you compare? Can you improve? Can you improve? Ask for ideas.Ask for ideas.Get Organized!Get Organized!Make use of Make use of allall your tools your tools

IX. Keeping It SimpleIX. Keeping It SimpleIX. Keeping It SimpleIX. Keeping It Simple

Suggestions to Help MaintainSuggestions to Help MaintainSanity During the Fair:Sanity During the Fair:

 Ordering - Ordering - Teacher's Wish Lists -Teacher's Wish Lists -Cash Registers - Cash Registers - Volunteer Instructions -Volunteer Instructions -Tags for Shelves -Tags for Shelves -Scholastic “BookList” Newsletter -Scholastic “BookList” Newsletter -

X. What You’ve Always Wanted X. What You’ve Always Wanted to Know about Volunteersto Know about Volunteers

X. What You’ve Always Wanted X. What You’ve Always Wanted to Know about Volunteersto Know about Volunteers

•Hang Volunteer Recruitment PostersHang Volunteer Recruitment Posters•Include Recruitment notice in school newsletter Include Recruitment notice in school newsletter and on websiteand on website•Call past Fair volunteersCall past Fair volunteers•Set up volunteer kiosk with sign-up sheet at your Set up volunteer kiosk with sign-up sheet at your next school eventnext school event•Ask school staff and teaching assistantsAsk school staff and teaching assistants•High school students who need community service High school students who need community service hourshours•Volunteer workers from local businessesVolunteer workers from local businesses•Parents and GrandparentsParents and Grandparents•PTA, PTO, and PAC membersPTA, PTO, and PAC members•Classroom VolunteersClassroom Volunteers•Library helpers and grade5-8 studentsLibrary helpers and grade5-8 students•Family and friendsFamily and friends•Retired teachers and librariansRetired teachers and librarians

XI. Setting (Reasonable) GoalsXI. Setting (Reasonable) GoalsXI. Setting (Reasonable) GoalsXI. Setting (Reasonable) Goals

There is no secret in setting goals.There is no secret in setting goals.

The secret is in being able to reach them. The secret is in being able to reach them.   Find your starting place.Find your starting place.  Add Excitement And MomentumAdd Excitement And Momentum

XII. Getting People Excited!XII. Getting People Excited!XII. Getting People Excited!XII. Getting People Excited!

An easy and effective way to get people An easy and effective way to get people excited and working for you...?excited and working for you...?

Offer them something great!Offer them something great!Rewards, go for the OUTRAGEOUS!Rewards, go for the OUTRAGEOUS!Rewards, get people to commit first!Rewards, get people to commit first!Consider helping others instead/also?Consider helping others instead/also?Reading contests Reading contests Challenges between classesChallenges between classesChallenges between individuals: principal vs. coach, Challenges between individuals: principal vs. coach, maybemaybeChallenges with multiple levelsChallenges with multiple levelsYou know your school and students best (and your You know your school and students best (and your parent volunteers)parent volunteers)

XIII. Seeing “The Big Picture”XIII. Seeing “The Big Picture”XIII. Seeing “The Big Picture”XIII. Seeing “The Big Picture”

Be original! Be creative! Try new things!Be original! Be creative! Try new things!

But most of all But most of all STAY FOCUSED! STAY FOCUSED!

Make sure you spend your time where it brings you Make sure you spend your time where it brings you the most return – and that always comes back to the most return – and that always comes back to the bottom line. the bottom line.

Add or implement your ideas a little at a time, and Add or implement your ideas a little at a time, and always try to use sound judgment. always try to use sound judgment.

XIV. That’s a Wrap for This Year’s XIV. That’s a Wrap for This Year’s Book Fair… Now What?Book Fair… Now What?

XIV. That’s a Wrap for This Year’s XIV. That’s a Wrap for This Year’s Book Fair… Now What?Book Fair… Now What?

Checklist:Checklist: 

Breakdown and Cleanup Book FairBreakdown and Cleanup Book Fair

Do Final CalculationsDo Final Calculations

Make DepositsMake Deposits

Send Money, Info to ScholasticSend Money, Info to Scholastic

Send Thank You's to Chairperson(from Librarian),Send Thank You's to Chairperson(from Librarian), Volunteers (through letter to editor in paper), Volunteers (through letter to editor in paper),

teachers (by email, or by school mailbox, etc)teachers (by email, or by school mailbox, etc)

Send final letter to parents thanking them and announcing results.Send final letter to parents thanking them and announcing results.

Did you make your goal? Did you make your goal?

Begin making notes immediately – while you have the team togetherBegin making notes immediately – while you have the team together

What worked? What didn't? Talk it out.What worked? What didn't? Talk it out.

What changed – what was the same? What changed – what was the same?

Pictures – develop, identify, save, and make notes now.Pictures – develop, identify, save, and make notes now.

Start thinking about the reward for next year.Start thinking about the reward for next year.

Plan the date for next fair. Talk with your Sales Consultant.Plan the date for next fair. Talk with your Sales Consultant.

Is there anything you can do now, while pressure is off that would Is there anything you can do now, while pressure is off that would help for next year?help for next year?

Organize files, create signs, laminate....?Organize files, create signs, laminate....?

What problems or glitches did you face?What problems or glitches did you face? Traffic flow improvement?Traffic flow improvement?

Improve: The sales appeal of displaysImprove: The sales appeal of displays

Improve the “selection” of titlesImprove the “selection” of titles

Improve ordering or DeliveriesImprove ordering or Deliveries

Getting/Directing volunteersGetting/Directing volunteers

Staying organized Staying organized

How will you “fix” them? How will you “fix” them?

Take copious notesTake copious notes

Trust nothing to memory Trust nothing to memory Start early -- from the BeginningStart early -- from the Beginning

Have a Detailed PlanHave a Detailed Plan Bring FriendsBring Friends

Make something happenMake something happen

Don't get lost in the detailsDon't get lost in the details

And last, but not least…And last, but not least…

Have fun along the way!Have fun along the way!  

These are our Secrets:These are our Secrets:These are our Secrets:These are our Secrets:

After you get back to school:After you get back to school:After you get back to school:After you get back to school:•And your head is spinning from all And your head is spinning from all that you tried to absorb through this that you tried to absorb through this presentation….presentation….•You might want to ask us a question:You might want to ask us a question: So here are our email addresses:So here are our email addresses:

julie.hall@hcs.k12.al.usrobo1224@aol.com

If you want to come see our Book If you want to come see our Book Fair “in action,” it is always the first Fair “in action,” it is always the first full week in February (after payday), full week in February (after payday), this year – Feb. 2this year – Feb. 2ndnd thru 6 thru 6thth! You are ! You are welcome to come – but we may put welcome to come – but we may put you to work, so watch out!you to work, so watch out!

Thanks!Thanks!