[yscon] Successful Statewide YS Conference Format

[April Mazza]

Good morning from snow covered MA!

We hold an annual Teen Summit, 2018 will be our 10th anniversary! (This is in addition to 1-3 other full day events our organization runs. An annual meeting that is part business meeting, usually a spring meeting and sometimes something else if we have a great opportunity that pops up). The Teen Summit is co-sponsored with the Rhode Island Office of Library and Information Services (hi Danielle!).

The usual agenda is that we begin at 10am with a keynote, then offer a breakout session with 2 different presentations, lunch, another breakout session with 2 different presentations, and then some sort of wrap-up (another speaker, a panel, etc.) and we’re done by 4. We’ve tried some different things over the years but this format works well. We get a lot of great feedback on the speakers (most of whom are MA or RI librarians who present for free, or people from nonprofit orgs that work with teens). But most people seem to really love that there is a day just for teen librarians, they love the networking time too. Because we get between 150-200 attendees we cannot hold it in a library. The past few years it has been in a hotel and we only charge for the cost of food. It’s usually held in the fall but we’re thinking of moving it to the spring. Here is our page and you can see the info for the past few years http://guides.masslibsystem.org/youthservices/ts

We used to hold a summer program kickoff in the spring but it was a lot of work for not a lot of impact and so I moved to doing more comprehensive workshops in various areas around the state. I can reach more people this way and it saves money.

The only thing to add is that we realize just having a teen summit does not address other areas of youth services (in the same way). So we’re exploring other options and ideas. So this thread is great, thanks!

Happy to answer other questions, April


--
April Mazza
Consultant
april at masslibsystem.org<mailto:april at masslibsystem.org>
Massachusetts Library System
http://www.masslibsystem.org/
866-627-7228 (in Massachusetts only)
508-357-2121 x307




From: yscon <yscon-bounces at listsmart.osl.state.or.us> on behalf of Greta Bergquist <greta.bergquist at state.or.us>
Date: Monday, March 12, 2018 at 11:35 AM
To: "Petersen, Carolyn" <carolyn.petersen at sos.wa.gov>, Janet Dwyer <jdwyer at library.ohio.gov>, "King-Oaks, Krista (KDLA)" <Krista.King-Oaks at ky.gov>, YSCon <yscon at listsmart.osl.state.or.us>
Subject: Re: [yscon] Successful Statewide YS Conference Format

I love the focus of Washington’s summit, Carolyn! Oregon does a statewide conference every other year that I’m working on for the fall, but the focus is on approx. 25  library staff who do not have an MLIS and are in positions serving youth – targeted to our small, rural library folks. The description below is what I’m working with and I’ve attached 2016’s agenda in case it’s helpful – I don’t know if you’ll be working with folks who don’t have much professional development experience, it’s a bit more basic than the Washington agenda, but just in case, more food for thought! ☺ Our budget is $12,000. Previous evaluations all say the top three topics folks found most useful are: early literacy & brain development, everyone serves teens, and best practices in teen and or storytime programming.

The Oregon State Library has coordinated the Focus on Children and Young Adults Institute for 2½ days in September of even numbered years since 1996. The Focus Institute seeks to provide a foundation of professional knowledge about youth services necessary for the operation of small, rural public libraries.  Participants will attend several training sessions over the course of 2 ½  days.  The sessions concentrate on the principles of public library services to children and teens, and how to put those principles into practice.  Session topics may change from year to year based on research, library practices, and trends which change and improve continually.  Feedback from the previous Focus Institute participants is also considered when planning session topics.  Training sessions are presented by highly skilled, experienced Youth Services Librarians in Oregon.


Greta Bergquist
Youth Services Consultant
503-378-2528 | www.oregon.gov/osl<http://www.oregon.gov/osl>
Follow us: Facebook<http://fb.me/StateLibraryOR> | Twitter<https://twitter.com/StateLibraryOR> | Tumblr<http://www.statelibraryor.tumblr.com/> | Pinterest<https://pinterest.com/statelibraryor/>

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From: yscon [mailto:yscon-bounces at listsmart.osl.state.or.us] On Behalf Of Petersen, Carolyn
Sent: Monday, March 12, 2018 8:18 AM
To: jdwyer at library.ohio.gov; King-Oaks, Krista (KDLA) <Krista.King-Oaks at ky.gov>; yscon at listsmart.osl.state.or.us
Subject: Re: [yscon] Successful Statewide YS Conference Format

I have done two statewide summits since becoming the youth services consultant for Washington State.

The first was a single day and ran from 9 to 3.  That was too short and made life really hectic for individuals who flew in and out from Eastern Washington in the same day.

The second summit was a day and a half.  It began at 9 in the morning and went til 3 p.m. the following day. This is my preferred format.

I planned both summits by checking in with the influential youth services coordinators to see what topics they thought should be tackled.  Then I found in state speakers to address the issues. No one was paid to be on a panel or be a speaker.

Agendas are attached for the 2015 and 2017 summits.  I didn’t offer separate tracks at either summit.  I may offer a separate YA track at the next summit which may happen in 2019.

LSTA funds pay travel expenses for two representatives from each library system, one YA representative and one youth services representative to attend.

I offered the option for other library staff to attend if their library would cover their own meals and travel expenses. The limit to attendance was the amount of table and chair space the room would hold. Only one library took advantage of this offer and that was the library in the city where the training was held.

Fortunately for my budget the majority of  Washington State libraries are located west of the Cascades and within driving distance of the meeting location so their librarians drove to the meeting. Many used library cars and didn’t request travel reimbursement.

If libraries were further than a two hour commute and/or 50 miles away, two nights of lodging and per diem was offered.

A contingent of about 30 individuals over from Eastern Washington Libraries  flew over the day before. A bus brought everyone from the airport to the meeting space and back.

Some individuals chose to drive from Eastern Washington.  That was approved as the roundtrip mileage expenses were equivalent to the plane fares and parking expenses.

As planned activities ran until 9 the first evening we offered everyone the option of staying at the hotel so that they could continue to network with colleagues. The networking opportunity which was offered after a late dinner (7 p.m.) was VERY popular.

The cost of the last summit was approximately $30,000.

Youth services folk always learn and draw inspiration from each other when they get together.  I considered the expense money well spent—and judging from the program evaluations the attendees agreed.

CAROLYN PETERSEN, Assistant Program Manager, Library Development
Washington State Library | Office of the Secretary of State
6880 Capitol Blvd SE, Tumwater, Washington
w: 360-570-5560 | f: 360-586-7575
carolyn.petersen at sos.wa.gov<mailto:carolyn.petersen at sos.wa.gov>

~connecting Washington through the power of libraries~

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From: yscon [mailto:yscon-bounces at listsmart.osl.state.or.us] On Behalf Of jdwyer at library.ohio.gov<mailto:jdwyer at library.ohio.gov>
Sent: Monday, March 12, 2018 6:14 AM
To: King-Oaks, Krista (KDLA) <Krista.King-Oaks at ky.gov<mailto:Krista.King-Oaks at ky.gov>>; yscon at listsmart.osl.state.or.us<mailto:yscon at listsmart.osl.state.or.us>
Subject: Re: [yscon] Successful Statewide YS Conference Format

Hi Krista! That is awesome news! So Exciting.

State Library of Ohio does not host/coordinate library conferences, for the most part. We manage two leadership institutes (Library Leadership Ohio and ILEAD-USA). We lead or participate in occasional partnership CE events (e.g. upcoming opioid crisis workshops for library staff across Ohio). And we support Take 5 through my time as planning team convener and through LSTA $, though Take 5 is not marketed as a SLO event.

But speaking of Take 5, I do love the format of that event. ☺ I think the last time you were able to attend was the Cincinnati event that you co-planned? It keeps evolving. Here is the program booklet from the 2017 Take 5:
library.ohio.gov/documents/take-5-weve-going-program-booklet/<https://library.ohio.gov/documents/take-5-weve-going-program-booklet/>

For others on YSCON: Take 5 is a one-day event for teen/youth services librarians, school librarians, and their allies who support and care about young people. This annual, grassroots-organized, Ohio-based event grew out of practitioners’ interest in collaboration and dialogue. Take 5 offers experiential learning, hands-on activities, small-group conversations, engagement with high-level issues/trends/realities, and the opportunity to meet and learn from allies in other fields (arts/museum, advocacy, social welfare, writing, food, therapy dogs!, etc.). Details: library.ohio.gov/take5<https://library.ohio.gov/take5>. LSTA funds cover speaker expenses, host site honorarium (Take 5 takes place at libraries and museums that do not charge us to use their space), and supplies/materials. Attendee registration fees cover all food/refreshments. It’s an inexpensive event – our total budget has never been above $3200.


More along the lines of what Krista’s planning, I think: the Ohio Library Council (equivalent of KPLA) hosts a youth services conference, roughly biennially, in late summer/early fall. It is a traditional format, one-day conference, with a lunch keynote speaker and 4-5 sets of breakout sessions. There is not a vendor/trade show. Here is (very limited) info about the 2018 conference, coming up on August 10:
olc.org/blog/event/beyond-books-programs-changing-youth-services<http://olc.org/blog/event/beyond-books-programs-changing-youth-services/>

Attached is the agenda of the most recent OLC youth services conference, held in 2015 (I did say ROUGHLY biennially!).

Krista, when will the KDLA youth services conference take place? OLC rescheduled from Sept. to August to avoid proximity to the ALSC Institute.

Good luck & keep us posted!

Best,
Janet

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Janet Ingraham Dwyer
Library Consultant
jdwyer at library.ohio.gov<mailto:jdwyer at library.ohio.gov>
http://library.ohio.gov/youth-services
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Share Your Story<http://library.ohio.gov/state-librarian/share-your-story> by telling us how a State Library service or resource helped you or your library.


From: yscon [mailto:yscon-bounces at listsmart.osl.state.or.us] On Behalf Of King-Oaks, Krista (KDLA)
Sent: Friday, March 09, 2018 3:35 PM
To: Youth Services Consultants <yscon at listsmart.osl.state.or.us<mailto:yscon at listsmart.osl.state.or.us>>
Subject: [yscon] Successful Statewide YS Conference Format

Good Afternoon All,

I received some happy news to end the week – I will receive funding to host a statewide youth services conference this fall!

Due to impending circumstances ☺ I need to get a move on with planning. That being said, agency-sponsored statewide conferences in the past have been exclusively focused on summer reading. However, I would like for the next event to be broader, encompassing all aspects of youth services – with summer reading just being a piece of the pie.

I would greatly appreciate anyone willing to share formats of statewide conferences, including days/length of time (I’m leaning towards 2 days), as well as presentation tracks and breakdown of content/specializations by days. Also, if the event was supported by LSTA funds, what did you charge for or spend funds on (for example, part of funding would go to secure a venue, but we typically have to charge to recover meal costs).

Thank you for the inspiration, Hive Mind!

~Krista

Krista King-Oaks
Youth Services Consultant
Library Development Branch
Kentucky Department for Libraries and Archives<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fkdla.ky.gov%2FPages%2Fdefault.aspx&data=02%7C01%7Cjdwyer%40library.ohio.gov%7Ccb438ad50a2a479df7e808d585fd50d7%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C636562245386120425&sdata=Jzmcjn2jfJA3S3Ud%2Blapk%2Fg0kVBAFSGUEVQy3pirBLE%3D&reserved=0>
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