the cardigan librarian

responses to seeking advice, 1

So, last week I asked the tumblarian community how they handle workshop enrollment, after I had a lot of no-shows. I got a lot of helpful responses, which I thought I’d share here.

mauramae:

So, I do adult programming. Most of our programs are open, but on occasion we’ve had to limit. I make that super clear- Registration required on all marketing. Our calendar system sends out an email to everyone, which helps, or I will do the same. No email addresses, we call. We ask people to confirm as there is a waitlist and we’d love to extend to other people if they can’t make it. I also let people know that sometimes there are no shows so they are welcome to come the day of and see what happens, no guarantees though. I haven’t experienced any repeat offenders… but this seems to work well. Good luck!

youtastelikenachos:

This really grinds my gears as well. Two things that have helped:

1. I send out an email reminder the day before any registered program. If there is a waitlist, I include in that email the fact that there is a waitlist. I hope this makes people feel guilty enough to cancel if they are not going to make it.

2. I haven’t had to do this yet, but look for patterns. If you have a repeat offender, I think it is totally fine to follow up with them and say something like. “Hey, I noticed you were not able to make it to the last two programs we had you registered for. If you’re not going to make this program could you just let me know so I can let someone off the waitlist.” 

nerdylikearockstar:

We’ve had this happen quite a bit especially with Children’s programs. Here are some things that have helped:

We only put out the signup sheets two weeks before the programs so not too much time passes in between. 

We emphasize to patrons that if they sign up but they can’t come, they should call so we can fill their spot. 

We don’t have waitlists. Instead, we tell the parents who are interested after the program is full that if they come to the library on the day of and there are spots, we’ll get them in. This doesn’t work for some people but for a lot of others even if they can’t get in to the program they can still enjoy a trip to the library.

It’s frustrating to turn patrons away only to find out that you would have had room for them; with kids there are going to be days where things don’t go according to plan. But these things have helped mitigate the problem at our library. Good luck!

notyourstereotypicallibrarian:

I always ask for e-mail addresses b/c it’s so much easier to send out a mass reminder instead of calling each person one at a time.  Plus, I hate talking on the phone…

schooledlibrarian:

From working at a school, especially for our Open House events, I’d think email addresses and follow-ups are key. The email we send out to those that signed up is usually just framed as “confirming” that that person is on the list; we add a few more details on the event that they might need, then ask for RSVPs if they don’t plan to come. Sometimes the people that sign-up simply forget about the event, and others will hopefully do the courteous thing and let you know if they aren’t coming. We also tend to overbook to make up for the no-shows.

sarahbethlibrarian:

we do have a signup sheet (online) for most of our programs, but it means basically nothing. we’ll have programs with 35 people registered and 10 show up, and we’ll have programs with 10 registered and 50 show up. So mostly, I just hope for the best and figure I know my community and what they like, and we get a good turnout. 

There are a few exceptions: For computer classes, we require registration, make reminder calls the day of the class, and call the waitlist for anyone who cancels during their reminder call. For classes with really limited supplies, like art or cooking workshops, we require registration, REALLY emphasize it, but DO allow walk ins. We just wait by the door with a sign-in sheet and just let people who haven’t registered know that we are technically full and may not be able to accomodate them. Luckily, we’ve never actually had to turn anyone away even then— it just always works out. But it still makes for lots of nail-biting situations when I don’t know if anyone will show to a program I’m super excited about!

deweyscloset:

If there were a lot of no-shows, and you had a wait list, definitely hold them accountable.  Talk to the parents and let them know what’s going on.  Say that there was a long wait list for the program and that when they didn’t show up it put you in a tight spot.  They may not have thought it was a big deal or not have known there was a waiting list so you need to let them know.  Let them know that if something comes up to please call in so that you can let other parents know that a spot is available.  If it is a new program or you have new parents it wouldn’t hurt to call the day before to make sure they can make it-but then again if you have 100 kids that’s a pain.  For my smaller art class I only have 5-8 kids and I call the day before when a few didn’t show up.

reasonsimsinglealsobutts:

I’d usually go with ritualized sacrifice of the no shows, but I’ve been told that’s no longer acceptable.

Instead, email addresses work as well, otherwise I’d do first come first serve in the future.  No sign ups, just a queue. Email reminders might work though.

This really helps with SRP planning. I think I’ll go with email addresses and a mass reminder with mild guilt trip when I create the sign-up for my summer reading Hunger Games Training Day. We’ll take it from there, depending on how things work out this time.

Thanks, youse guys!