[Genealib] Genealogy Slumber Parties at Public Libraries

[Susan Scouras]

We have a "friends of the library" type group called Mining Your History Foundation (MYHF) that has sponsored a very successful "Hoot Owl" night in the West Virginia State Archives and History Library for several years.  See:  http://www.rootsweb.com/~myhf/hootowl.html .    The agency's contribution is absorbed in general costs:  whatever extra power it takes to keep the heat turned up all night (over-riding the automatic thermostat) and the lights on, plus a security guard, otherwise no paid staff hours.  Two staff members are active in the organization (long before their employment) previously volunteered their time, but under current personnel rules must now take off an equivalent amount of time in the same pay week in order to work the extra hours.  Our director also participates.  Other members of MYHF know our library well and are knowledgeable about genealogy in general and their regions of West Virginia in particular, and assist other researchers while doing their own.  The majority of the "Hoot Owls" are familiar with the library and with WV history and genealogy, but we always have a few from out of state (including some who fly in just for the night!) who come to take advantage of all the help available in a concentrated time period.
 
MYHF gives first registration opportunity to its members, then opens to the public.  They currently charge $30 donation, $35 if late registration.  Current limit is set according to the facilities available, this year at 50 people, probably the maximum we can handle comfortably, although the organizer herself thinks 35 is a better number. To determine number, allow one person per two chairs at table to allow enough elbow room to spread individual materials, and consider how many microfilm readers/printers you have, if that is a factor.  The program begins at closing time on a Friday evening (currently 6:00 p.m.) and ends at 7:00 a.m. on Saturday morning.  It is hard to believe sometimes, but about half the people will come in for at least part of the day on Friday to research.  We usually plan to have extra staff available to assist with the Reading Room of the library in case it becomes too busy that afternoon.  Due to our building security setup, everyone has to leave at closing time.  Registered guests are re-admitted through a non-public secure entrance by the security guard and a staff member.  
 
Food and drink, including water, are not allowed in any of the library rooms, but we make our employee conference room available for eating.  MYHF members and even some of the guests donate snacks and beverages to share.  MYHF orders pizza around midnight and provides beverages as part of the donation for admission.  We have a small refrigerator, small oven, coffee machine and microwave which they can use, as well as an ice machine in the building.  The staffers always joke that some people seem to come just for the food and socializing, and never really do any research!
 
We only have one couch, but our chairs are padded and pretty comfortable (we do not get many walk-ins from the street, very rarely any of the homeless, since we are located on the grounds of the state Capitol and out of the main pedestrian traffic area of the city), and guests are invited to bring sleeping bags and pillows.  We have found though that most stay up all night.  
 
We maintain our policy that only staff may reshelve books and microfilm, or retrieve items from the closed stacks.  The Saturday staff always tells the overnight staff that they are willing to shelve anything they leave behind the next morning, but so far everything always has been put away when the regular staff comes in on Saturday morning.  
 
MYHF has never attempted an organized program in conjunction with Hoot Owl.  They do give a "behind the scenes" tour of the Archives, taking the guests through the closed stacks and processing areas.  (Be careful not to overload elevators--last year we had 15 people stuck in our cranky elevator for about half an hour.)  Most people come with their own research plans and with "brick walls" or new areas of research they plan to ask the "experts" to help them with.  We get very few beginners, perhaps since this is an archives research library, and not a public library.  If you intend to target beginners, I would recommend having a high proportion of staff/knowledgeable volunteers to participants.  
 
Any fees collected for photocopying, computer printouts and microfilm copying go into the regular library funds.  MYHF donates generously to the Archives and History Library, so most, if not all, of the donations collected for registration end up assisting the library in one way or another eventually.
 
 
Susan Scouras
Librarian 
Archives and History Library 
WV Division of Culture and History 
The Cultural Center 
1900 Kanawha Blvd. East 
Charleston, WV  25305-0300 
(304) 558-0230, Ext. 742 
  
 
 
 

-----Original Message-----
From: KSHtrains at aol.com [mailto:KSHtrains at aol.com]
Sent: Sunday, January 25, 2004 11:50 AM
To: genealib at mailman.acomp.usf.edu
Subject: [Genealib] Genealogy Slumber Parties at Public Libraries


Dear ListServe:

I know I had seen information on genealogical societies hosting sleep overs at their favorite libraries.  Could those libraries that hosted the event let me know the pros and cons about the experience?  The Farmington Genealogical Society is planning a sleep over at the Farmington Community Library.  We are in the planning stages and would like to create an education event for genealogy members without creating a nightmare for our beloved librarians.  

Some of the things we would like to know - cost to the library?  Did the library set a fee or accepted a donation?  We are only planning on charging enough to cover expenses including the libraries (you know the scoop-tight budgets).  We love our library and librarians and so far they welcome us with open arms - we do not want this event to change that?  

Was there a size limitation?  Food limitation?  The libraries that hosted the event - would they do so again?  Did the event help with PR for the library reaching out to the community?  

Again, any suggestions would be helpful and appreciated.  Have a great day!

Respectfully,
Kim S. Harrison
Otherdays.com
kshtrains at aol.com




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