How to Establish and Run a Friends' Group
These practical ideas help you to support your Friends' Group and make it an effective and vibrant organisation. Consider using these ideas for your Group to promote the benefits of your library to the community.
Additional information is provided through the Information Sheet FOLA Keys to Success (PDF - 782KB)
For further information and ideas regarding any of the following areas or any other FOLA topics please contact FOLA, Locked Bag 1315 Tullamarine Victoria 3043.
On this page:
Establishing a Friends' Group
- Talk to friends about the advantages of co-operation between library staff and users of the library, to promote and protect the library resources in your community.
- Arrange a meeting with library administrators, to identify mutual aims, and to establish a working (and workable) relationship.
- Prepare a draft constitution, statement of aims and objectives, and procedural guidelines.
- Arrange an inaugural meeting at which the constitution will be confirmed: send invitations for this meeting to local councillors, community leaders, business leaders, library patrons, educational representatives and the press.
- Arrange for an experienced member of a Friends of the Library group to give a short talk and allow time for questions. Friends of Libraries Australia can provide speakers if required.
- Distribute handbills inviting membership, and advising of meeting date and place, including in the library, advertising as widely as possible.
- Encourage people to offer suggestions for improving libraries. Acknowledge and consider every suggestion, even if not immediately practicable: feedback will encourage continuing contact.
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FOLA & Friends Moving into the Community
- Friends of Library groups have become visible players in the life of the community to have equal footing with other, perhaps, more socially involved groups.
- Make an inventory of notable organisations and associations in the community. Create a partnership of interest.
- Members of your group should participate in other. community organisations and be aware of the necessity of being ambassadors for the library.
- City or municipal celebrations should list the library as one of their sponsors.
- The Friends should set up a correspondence committee to write a periodic column in local newspapers and other local publications. Letters to the editor are important.
- Nurture media contacts to receive notices ahead of time when there is a special Friends' activity. Don't abuse this, as space is limited.
- Local elected officials should be on the Friends regular mailing list. They should receive invitations to library events. They should be invited to become members.
- Take advantage of any opportunity or venue to bring up the library.
- The Friends should provide a Speaker's List, with information from the library.
- Conduct regular meetings with the Library Manager.
- Join Friends of Libraries Australia (FOLA) and learn about other groups. Write to FOLA, Locked Bag 1315, Tullamarine Victoria 3043.
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FOLA Checklist for Planning Successful Programmes
- People lead busy lives; don't hold a programme just because there is space in the calendar. Have a clear idea of the programme purpose.
- The programme committee should be large enough to handle the necessary tasks so that no one person feels too overburdened.
- Publicity is a key ingredient. Have experienced people be responsible for publicity, and determine media contacts and deadlines.
- Set up a realistic timetable so that all concerned have a clear expectation of the time involved.
- Evaluate each event afterwards. If your audience evaluations are good, don't be discouraged if a programme doesn't draw the numbers you expect.
- Look for other community organisations to share the responsibility of the programme. Two invitation lists are better than one, and you can expose more people to Friends of Libraries.
- Some potential pitfalls: poor timing; inadequate notification; careless organisation; unclear delegation of responsibilities; not enough participation; inadequate or poorly-timed publicity.
- Possible sources of ideas and material: FOLA Resource Book, other Friends of Library groups, new books, local interest, political necessity, current trends.
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How to Organise an Academic Friends Group
- Obtain support from library administration, in particular, the university librarian.
- Establish a liaison position in the library with specific time designated for Friends' activities.
- Select a steering committee of concerned persons from the alumni, faculty, student body, university community and library administration. Include a liaison wit the development office. It is important to have access to the institution's legal office, PR and advertising talent, and high-profile leaders.
- Define your dues structure, membership categories.
- Clarify tax status of Friends groups or of the parent institution so that when you collect dues they will be deductible by the member.
- Define the mission to be fulfiled by the Friends, and develop a constitution
and bylaws reflecting this mission.
- Discuss with library administration, what assistance the institution will provide i.e. office space, printing, professional assistance.
- Decide on membership brochure, artwork, and how you will reproduce and
distribute brochure, and who will pay.
- Begin publicity campaign. Be sure to involve university public relations and development offices, the alumni office and local media.
- Decide on a tentative schedule for the first year, in order to involve new members on committees as soon as they join.
- Set date for opening meeting. Plan the programme carefully. Have a brief agenda for first annual meeting, perhaps with guest speaker.
- Develop a long-range plan for Friends. Re- evaluate it periodically.
- When fundraising becomes feasible; develop a campaign and set goals.
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