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<p class="MsoNormal">Hello all,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We are using the October eclipse to test some of our ideas for distribution given the expected demand for glasses, and lessons learned from the last eclipse (e.g., place limits and distribute early). For October, we are distributing 2000
glasses (out of 5200 total, we received some from the SEAL grant, and also purchased some). We are not charging patrons a fee.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">This may be too much detail, but perhaps our overthinking will help you develop your plan easier!<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">In deciding distribution methods, our primary goal was to maintain a fair opportunity for everyone in our community to potentially get glasses, but
<u>to know, in advance, who we are handing the glasses out to.</u> No free-for-all chaos this time!<b><o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">For the Oct Eclipse, we distributed (or will distribute) glasses via the following methods:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2"><b>Pre-registration for glasses starting a month prior to the eclipse. -
</b>Patrons pre-registered during a two-week window, and then picked up glasses after the close of that window. LIMIT of 2 glasses per person, and limit of 2 requests per household.
<o:p></o:p></li><ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2"><b>PROS –
</b>We knew exactly who the glasses were being handed out to, there was a clear expectation of limits, no ‘mad-rush’ due to FOMO, and once all the glasses were reserved, that was it (we did take a waiting list.) For the most part, people stuck by the limits
with their requests, and we did not have any obvious abusers of limits (for resale, etc.)<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2"><b>CONS –
</b>There was a bit of work doing double-checking of registrations to enforce limits, but again, it turned out that it was mostly not needed (we had about 10 requests exceeding the household limit, out of 650 requests). It was not fool-proof, but adequate to
help tamp down on any potential abuse. It also took some time to send out 650+ emails (in bulk groups of 50 BCC address to hopefully avoid spam filters) when the glasses were ready to pick up.<o:p></o:p></li><li class="MsoListParagraph" style="color:black;margin-left:0in;mso-list:l0 level2 lfo2">
<b><span style="color:windowtext">Other details –</span></b><span style="color:windowtext"> When we emailed the pickup notices, any bounces were removed from the list. We pre-packaged the glasses in envelopes (2 glasses per,) printed out labels with the name
of each registration, and filed them alphabetically to make it VERY easy for our circulation department hand them out (inside and via drive-up window). We gave registrants 9 days to pick up their glasses – any glasses not picked up by Oct 10 will be redistributed
to the waiting list.</span><o:p></o:p></li></ol>
</ol>
<p class="MsoListParagraph"><span style="color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="2" type="1">
<li class="MsoListParagraph" style="color:black;margin-left:0in;mso-list:l0 level1 lfo2">
<b>Eclipse-related programming</b> – We are holding 3 programs in advance of the eclipse. Each attendee will get 2 pairs of glasses as part of attending each program.<o:p></o:p></li></ol>
<p class="MsoListParagraph"><span style="color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="3" type="1">
<li class="MsoListParagraph" style="color:black;margin-left:0in;mso-list:l0 level1 lfo2">
<b>Pre-registration for Eclipse Day viewing party</b>: We are holding a viewing party at the library on October 14. People can pre-register for ONE pair of glasses which will be distributed at the event.<o:p></o:p></li></ol>
<p class="MsoListParagraph"><span style="color:black"><o:p> </o:p></span></p>
<ol style="margin-top:0in" start="4" type="1">
<li class="MsoListParagraph" style="color:black;margin-left:0in;mso-list:l0 level1 lfo2">
In the event we have any left-over glasses from our allocation for Oct, we will hand them out on the day-of the eclipse for attendees of the viewing party who did not register. This is NOT advertised anywhere, as we don’t know if we will have any left.<o:p></o:p></li></ol>
<p class="MsoListParagraph"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">We are not cross checking the various methods of distribution, so an enterprising person could get 5 pairs of glasses, but they have to attend at least one program, and the day-of event, so it is not without expending
some energy.<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">We are currently in the process of disributing the glasses that patrons pre-registered for, and thus far, it has been a very smooth process. We don’t anticipate much issue with attendees of the eclipse-related
programming, and the last piece that has yet to be determined is the day-of distribution.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:black">Since April is going to be significantly higher demand the Oct 14 eclipse, we are looking into using our Constant Contact subscription to take pre-registrations next year, which will make sending lot of emails
our very easy. We anticipate distributing most of the glasses via the advanced pre-registration process starting in mid-late February. We will hold back about 500 glasses (of 3200 plus any left-over from Oct) to distribute
<i>on</i> April 8 <i>to pre-registrants of the viewing party only.</i> Plans may change before then, but based on how it is going so far, we believe we have settled on a tentative plan for next year.
<o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="color:black"><o:p> </o:p></span></i></p>
<p class="MsoNormal"><span style="color:black">Last thought I had was that we activially messaged that you can keep your glasses from this Eclipse for the next one, and strongly advise it due to expected demand for them next year.<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I hope at least some of this is useful. If there are any questions about out processes, I’m happy to share more.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;color:black">--</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">CJ Lynce</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">Assistant Director</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">Westlake Porter Public Library</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">27333 Center Ridge Rd.</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">Westlake, Ohio 44145</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><a href="mailto:cj.lynce@westlakelibrary.org" target="_blank"><span style="font-size:12.0pt;color:#0563C1">cj.lynce@westlakelibrary.org</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;color:black">440-250-5446 (Office)</span><span style="color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> OPLINLIST <oplinlist-bounces@lists.oplin.org> <b>
On Behalf Of </b>Penny Neubauer via OPLINLIST<br>
<b>Sent:</b> Friday, October 6, 2023 2:52 PM<br>
<b>To:</b> Liz Winhover <winhoverl@limalibrary.com><br>
<b>Cc:</b> oplinlist@lists.oplin.org<br>
<b>Subject:</b> Re: [OPLINLIST] Total Solar Eclipse<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Verdana",sans-serif">I would be interested in this information as well.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Verdana",sans-serif"><o:p> </o:p></span></p>
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<p style="margin:0in"><b><span style="font-family:"Arial",sans-serif;color:#134F5C">Penny Neubauer</span></b><o:p></o:p></p>
<p style="margin:0in"><b><span style="font-family:"Arial",sans-serif;color:#134F5C">Director</span></b><o:p></o:p></p>
<p style="margin:0in"><span style="font-family:"Arial",sans-serif;color:#134F5C">Ashtabula County District Library System | 440-990-2322</span><o:p></o:p></p>
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<p class="MsoNormal">On Fri, Oct 6, 2023 at 11:18 AM Liz Winhover via OPLINLIST <<a href="mailto:oplinlist@lists.oplin.org">oplinlist@lists.oplin.org</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">Hi All!
<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">Lima is located smack dab in the middle of next year's total solar eclipse and we're working to put together a guide on handing out our solar eclipse glasses. We
were wondering what other libraries were planning on doing in terms of:<o:p></o:p></span></p>
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<span style="font-size:12.0pt;font-family:"Aptos",sans-serif">How many glasses per patron?<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Are you charging a nominal fee to discourage reselling/running out/general chaos?<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo1">
<span style="font-size:12.0pt;font-family:"Aptos",sans-serif">How far ahead of the eclipse will you start handing them out? (Currently thinking of starting a week before but unsure.)<o:p></o:p></span></li></ul>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">Thanks in advance!<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black">Liz Winhover<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:12.0pt;color:#002451">Head of Public Relations</span></b><span style="font-size:12.0pt;font-family:"Aptos",sans-serif;color:black"><o:p></o:p></span></p>
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<p style="margin:0in;background:white"><b><span style="font-size:12.0pt;color:#002451">Lima Public Library </span></b><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
<p style="margin:0in;background:white;text-align:start"><b><span style="font-size:12.0pt;color:#002451">650 West Market Street</span></b><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
<p style="margin:0in;background:white;text-align:start"><b><span style="font-size:12.0pt;color:#002451">Lima, Ohio 45801</span></b><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
<p style="margin:0in;background:white;text-align:start"><span style="font-size:12.0pt;font-family:"Lucida Handwriting";color:#0C64C0"><a href="tel:567-712-5259" target="_blank"><b><span style="font-family:"Calibri",sans-serif;color:#002451">567-712-5259</span></b></a></span><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:12.0pt"><a href="mailto:winhoverl@limalibrary.com" target="_blank">winhoverl@limalibrary.com</a></span></b><o:p></o:p></p>
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<p class="MsoNormal"><b><span style="font-size:12.0pt;color:black"><img border="0" width="32" height="32" style="width:.3333in;height:.3333in" id="_x0000_i1025" src="cid:92313c6e-165e-40c6-bf7b-bd8cd43951b0"></span></b><span style="font-size:12.0pt;color:black"><o:p></o:p></span></p>
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