How to Host Your Own PoemCity Event: A Guide to Planning, Advertising, and More

PoemCity is an exciting month-long celebration of poetry that brings our community together through a variety of creative programs. While the library can only sponsor a few events each year, we encourage everyone to host their own poetry events. Whether you’re an experienced event organizer or trying this for the first time, we’ve put together a comprehensive guide to help you plan and promote your own PoemCity event.

Step 1: Planning Your Event

The key to a successful poetry event is thoughtful planning. Start by considering the following:

1. Event Theme and Format: Decide what type of event you want to host. Options include poetry readings, open mic nights, workshops, poetry slams, or even collaborative poetry-writing sessions. Choosing a clear theme or format will help you attract the right audience.
2. Date and Time: Pick a date and time that doesn’t conflict with major community events or other PoemCity programs. Weekends or early evenings are often best for maximizing attendance.
3. Venue: Think about where you want to hold the event. Popular options include your home, a community center, a café, or even a local park. If you’d like to use a space at the Library, check out our website to see available rooms. You can either call the front desk or apply for a room online at kellogghubbard.org/reserve (see instructions below).
4. Budget: Determine if you’ll need a small budget for supplies, snacks, or decorations. Consider whether you’ll need any special equipment, like a microphone or projector.
5. Accessibility: Ensure the venue is accessible to all participants. Think about parking, public transportation, and any mobility needs.

Step 2: Reserving a Library Room

If you choose to hold your event at the library, follow these simple steps to reserve a room:

1. Check Availability: Visit our website at kellogghubbard.org/reserve to browse room options and see which ones are available for your preferred date and time.
2. Submit a Request: You can either fill out a room reservation form online or call the front desk for assistance. Make sure to provide details such as:
   1. Event name
   2. Event date and time
   3. Expected attendance
   4. Equipment needs
3. Confirmation: Once your request is processed, you’ll receive confirmation from the library staff. Be sure to review any guidelines for using the space.

Step 3: Advertising Your Event

Promotion is essential to attracting attendees. Here’s how to create an effective advertising plan:

1. Create an Advertisement: Platforms like Canva offer free, user-friendly tools to design eye-catching flyers and social media graphics. Include the following details:
   1. Event name
   2. Date, time, and location
   3. Brief description of the event
   4. RSVP details (if applicable)
   5. Contact information
2. Post on Front Porch Forum: Front Porch Forum is a fantastic local resource for promoting events. Create a post that’s clear and engaging, and include all relevant event details. Encourage friends and family to share it with their networks.
3. Social Media: Share your event on Facebook, Instagram, and other social media platforms. Consider creating an event page on Facebook and inviting your followers.
4. Community Boards: Print out flyers and post them on community bulletin boards at coffee shops, grocery stores, and other local businesses.
5. Email Invitations: If you have an email list, send out a personalized invitation to your contacts.

Step 4: Preparing for the Event

As the event date approaches, focus on the following:

1. Confirm Details: Double-check your reservation, any equipment needs, and the attendance list.
2. Materials and Supplies: Gather any materials you’ll need, such as poetry books, sign-in sheets, name tags, or refreshments.
3. Run a Rehearsal: If you have multiple speakers or performers, consider running a brief rehearsal to iron out any issues.

Step 5: Hosting the Event

On the day of the event, arrive early to set up and welcome your guests. Here are a few tips for a smooth experience:

1. Create a Welcoming Atmosphere: Greet guests warmly and offer a brief introduction to the event.
2. Stick to the Schedule: Keep the event running on time, but be flexible if something runs over or you encounter unexpected delays.
3. Engage the Audience: Encourage audience participation and feedback to make the event more interactive.

Final Thoughts

Hosting your own PoemCity event can be a rewarding way to connect with the community and celebrate the beauty of poetry. With thoughtful planning and effective promotion, your event is sure to be a success. We can’t wait to see what you create this PoemCity season—happy hosting!