[OPLINLIST] Total Solar Eclipse

Fri Oct 6 15:46:44 EDT 2023

Hello all,

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.

This may be too much detail, but perhaps our overthinking will help you develop your plan easier!

In deciding distribution methods, our primary goal was to maintain a fair opportunity for everyone in our community to potentially get glasses, but to know, in advance, who we are handing the glasses out to. No free-for-all chaos this time!

For the Oct Eclipse, we distributed (or will distribute) glasses via the following methods:

  1.  Pre-registration for glasses starting a month prior to the eclipse. - 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.
     *   PROS – 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.)
     *   CONS – 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.
     *   Other details – 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.

  1.  Eclipse-related programming – We are holding 3 programs in advance of the eclipse. Each attendee will get 2 pairs of glasses as part of attending each program.

  1.  Pre-registration for Eclipse Day viewing party: 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.

  1.  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.

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.

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.

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 on April 8 to pre-registrants of the viewing party only. 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.

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.

I hope at least some of this is useful. If there are any questions about out processes, I’m happy to share more.

--
CJ Lynce
Assistant Director
Westlake Porter Public Library
27333 Center Ridge Rd.
Westlake, Ohio 44145
cj.lynce at westlakelibrary.org<mailto:cj.lynce at westlakelibrary.org>
440-250-5446 (Office)

From: OPLINLIST <oplinlist-bounces at lists.oplin.org> On Behalf Of Penny Neubauer via OPLINLIST
Sent: Friday, October 6, 2023 2:52 PM
To: Liz Winhover <winhoverl at limalibrary.com>
Cc: oplinlist at lists.oplin.org
Subject: Re: [OPLINLIST] Total Solar Eclipse

I would be interested in this information as well.

[https://lh4.googleusercontent.com/Nrqp1KiU_Gvvwzthuzv2xz56iiLt38EZsDIZkWGuh9tWf6GbqZ2yt2nzHDZEbApoIRHe87ozu-wFDOIOO-Bfj4Q-kxjQjSTdgrB64AQ6HN5boqYXAcRb33Qe8ttWCCxQQZnYEWtc]

Penny Neubauer

Director

Ashtabula County District Library System | 440-990-2322

Gather | Read | Discover | Transform

 [https://lh4.googleusercontent.com/y41qei2tuOuV3vQArWqUEnjqWhqORzmeU9FKWGLp4uMnruA9dZN1WYxkTC5HRnJk8MmAeMIuhemZ203YjG5fzL8mAbfg0UTPyafZF-GdloFPoUpoD3r5eXow3rHBQTPOD1j9WqHr] <https://twitter.com/ACDLibraries> [https://lh6.googleusercontent.com/QP9252DHCNaXRFydqxGI498QGu_1EI461eqRGP2cJj5qgNLBlc9Q36ozcfrhYOkeOyuSIVhM_KpM9QwIqLnRLkbtqgPZ7gVDt-Cj12MxKNs9aDeT0b1-q2taw7_2fz2eyW9_nR75] <https://www.facebook.com/ACDLibraries/> [https://lh6.googleusercontent.com/tKbL7nzFBPdqTH4dpiYWyiJZDmF1kLcEMT3z1Ci4Eoei0pPdhFdk5PBUTI4dvsLTbef-JacQwL6wKCc59DyLBWhO8CDWCP28o6O2EuP38wUNJF60NohJsHd-bhyq6NrDTsfelrVE] <https://www.instagram.com/acdlibraries/> [https://lh3.googleusercontent.com/DsBCJUfBmh7nkjF5aJgZXv-4SqGMvkbMDuV73Ps1XOKNE4IEgN1ZBTJG1Fxv-Ll3emj7XW2D0zkNLoTgoQHkJdt2Vuy-Hi70z6DUlA_P4m9EZ4FWD4aJubs8jGXg57I5u-PFk9nJ] <http://www.acdl.info/> [https://lh4.googleusercontent.com/E7i1jHrEuIpry11fKHVkEOd8W99pshhyibbngiUQ5Qu4qhSH0khi2eL9qAoPMVN0I9SRztQnjIL-u2kQvjz0uQyVxrWDhChoiDl8gUwH-FQS7_1-hABS94x31EZzPj9My_UwXHv_] <https://goo.gl/maps/jujBcpKJMzyVjQhd9> [https://lh3.googleusercontent.com/AHmK3tQpDEgE_QHUmSbL7kYOc7gayLbjjRNWPkj4w-FtODVFDEtvZQNZlAkxrx-AaSxa2yM9wg5nzCok19WI76spPx1pc5srv-Mo-daJwwna-94MioiH3WwzIemqS82jH1Aea8Pq] <https://www.youtube.com/channel/UCtWDi71WXPnzXsagCKzeGYA>

On Fri, Oct 6, 2023 at 11:18 AM Liz Winhover via OPLINLIST <oplinlist at lists.oplin.org<mailto:oplinlist at lists.oplin.org>> wrote:
Hi All!

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:

  *   How many glasses per patron?
  *   Are you charging a nominal fee to discourage reselling/running out/general chaos?
  *   How far ahead of the eclipse will you start handing them out? (Currently thinking of starting a week before but unsure.)
Thanks in advance!

Liz Winhover

Head of Public Relations

Lima Public Library

650 West Market Street

Lima, Ohio 45801

567-712-5259<tel:567-712-5259>
winhoverl at limalibrary.com<mailto:winhoverl at limalibrary.com>
[cid:92313c6e-165e-40c6-bf7b-bd8cd43951b0]
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