3.4 Program and event planning
Careful planning can help ensure the success of a program and event. In addition to ensuring the above factors are considered in making decisions on programs and events, the following areas must be considered in program and event planning.
3.4.1 Cost to participants
Most programs and events are provided for free. However, Libraries Tasmania may charge a small fee for selected programs and events to recover the cost of a presenter, materials or supplies, when it would otherwise not be feasible to offer the program or event. A participant who is charged a fee will be provided with a receipt upon payment.
3.4.2 Accessibility considerations
In planning a program or event, staff must follow the Tasmanian Government Accessible Event Guidelines and consider both physical and communication accessibility of the attendees, staff, speakers and performers. Planning for accessibility will require sufficient lead-in time to plan for and respond to identified access issues. Libraries Tasmania has a legal obligation to not discriminate against people when we hold public events.
Participant registration may be required for planning purposes or when space is limited.
3.4.3 Advertising and promotion
Programs and events may be advertised locally, including through social media and via event booking systems. Most programs and events are open to the public with some events targeting a particular age cohort. For example, young people for school holiday programs or digital inclusion programs for older Tasmanians. Accessibility information will be included in program and event marketing and communications.
External providers engaged to deliver a co-badged program or event must coordinate marketing efforts with Libraries Tasmania and secure approval before distributing any promotional materials relating to the program or event.
3.4.4 Aboriginal acknowledgement
Libraries Tasmania staff assigned to manage a program or event must ensure facilitators or presenters adhere to Acknowledgement of Aboriginal People and Country and Welcome to Country protocols.