Organising an event in the library

The Pori City Library offers facilities for events that are free of charge and open to all. The Pori City Library manages the main library, eight local libraries and one mobile library, which have various facilities for events and meetings. Pori also provides library services for Nakkila.  

If the event promotes the library’s basic tasks (promoting reading, supporting all-round literacy, sharing information and fostering social and cultural dialogue), the library may be involved as a partner in organising an event, for example in planning or promotion. Some of the library’s facilities are subject to charge, for example if the event is private or if the library is not a partner.  

A private event is for example an association meeting or a closed book club. In these cases the library is not a partner and thus does not promote them though its channels.  

We also welcome events that support civic engagement, inclusion and equality. The library’s open spaces are not intended for events organised by political or religious organisations/communities, nor for commercial events. All political election panel type events are always organised in cooperation with the library and must be attended by at least three parties. 

Event facilities in libraries 

You can organise small events in almost all libraries.  

You can also organise bigger events in the main library and Noormarkku library.  

If you need help choosing a facility or would like to have the library as a partner, please contact the library directly at least two months before the event is planned. This will also allow time for promotion.

As a general rule, the event should end in time for participants to leave the premises before the library closes. An exception to this is Kokoushuone in the main library, which has its own entrance. Please note that the organiser of the event must also ensure that the space is tidy and the furniture is put back in place after the event has ended.  

Some of the facilities can also be reserved to be used during the library’s self-service hours. You can find out about the facilities and how to reserve them on the library website.

As a general rule, the organiser of the event is responsible for the furniture. In case of a collaborative event, the use of furniture must be agreed with the library in advance. In the main library, the organiser of the event is responsible for the furniture, except for collaborative events in the sections, where the library is responsible for the furniture.

The event must not impact the day-to-day functions of the library, for example by obstructing any passageways.  

The main library cafeteria is run by private entrepreneurs, so the use of the cafeteria must be agreed directly with them. The cafeteria can be used to order catering for events held in the library. The cafeteria is currently looking for a new entrepreneur.  

Guidelines for organising and promoting an event 

General guidelines and an organiser’s checklist 

  1. Decide on the date, objective and theme of the event. Events should be open to all and free of charge.  
  2. Contact the library to reserve a space and make arrangements. This should be done at least one month before the event. 
  3. Prepare the event with the library contact person. 
  4. Remember to promote the event. You can also use the library’s channels for this.
  5. Organise a successful event as agreed. 
  6. Collect feedback on the event and plan new opportunities for cooperation with the library.  

ORGANISER’S CHECKLIST 

Preparations  

Assemble an event planning and implementation team from your organisation. Who should be involved in planning the event? 

Plan the event:  

  • Where and when will the event be organised?  
  • What are the objectives, theme and preliminary programme of the event? Will there be performers, debaters or such in the event?  
  • What is the target group of the event, or who is it meant for?  
  • What kind of facilities would be suitable?  
  • What kind of technical devices are needed for the event?  
  • How can you participate (face-to-face, remote or hybrid)?

Decide if you want to collect feedback from the event. If there is a need for it, how do you collect it?  

Also plan the promotion of the event:  

  • Please note that for the library promotion you will have to provide a description of the event, a publishable image (preferably horizontal, no text in the image) and the logo of the organisation, if applicable. The organisers are primarily responsible for the promotion of the event.
  • The promotion must feature the Pori City library as an event partner. You can obtain the logos from your contact person at the library for your event.

Discussion with the library  

Agreement on the details of the reservation, special needs and the division of responsibilities: 

  • What kind of furniture is needed in the space?  
  • What kind of technical devices are needed for the event (i.e. sound system, video projector, computer). Will you need assistance with the devices before and/or during the event?  
  • Event safety and rules: 
  • For example, is photographing allowed in the event? 
  • Special safety related issues that should be considered already when planning  
  • Consider copyright issues:  
  • Sanasto for literature use  
  • Teosto and Gramex for music use  
  • Kuvasto for visual art use  

See you at the library! 

Promoting a collaborative event

The library will help you promote events that are free of charge and open to all.

For promotional purposes you will need to provide: 

  • publishable horizontal image 
  • description of the event 

If you wish, you can also provide the following: 

  • the logo of the organisation, if applicable  
  • a vertical poster 
  • an advertisement for info screens. The screen aspect ratio is 16:9 (i.e. 1920x1080px). The screens support the common image file formats. The screens in Vähärauma and Pohjoisväylä libraries are vertical and the other library screens are horizontal.

Primary channels for promotion are the library website, Satakunta Events calender, posters and info screen images. When you create a Facebook event, please remember to add Porin kaupunginkirjasto (Pori City library) as a co-host.

The library publishes a printed event brochure for spring and autumn seasons. The events produced in collaboration with the library may be included in the brochure. This requires early planning and providing the library with the promotion material on 30 October (spring brochure) or 31 May (autumn brochure), at the latest.  

Send your files or a link to your file by email to your library contact person. Give your message a straightforward heading. The advertisements on display are selected according to date, topic, location etc.  

COPYRIGHT AND LICENSES 

Copyright 

Events must respect copyright. You will find more information on rights of use for audiovisual material on Kopiosto website, for literature on Sanasto website, for music on Teosto website and photographs and visual art on Kuvasto website.  

Sales

Books may be sold by the author at the event. The library is not involved in the sales or promotion of the sales.  

DO YOU WANT TO COME AND PRESENT YOUR BOOK AT THE LIBRARY? 

Kirjastojen tilat ovat maksutta varattavissa kirjallisuuden esittelyyn aukioloaikojen ja varaustilanteen mukaan. Pääkirjastossa käytettävissä ovat Seminaarihuone 1 ja Kokoustila varaustilanteen mukaan. Myös lähikirjastoissa voi tehdä kirjaesittelyitä. Library facilities can be reserved free of charge for book presentations, depending on the opening hours and availability. In the main library, Seminaarihuone 1 and Kokoustila are available subject to availability. Book presentations can also be organised at local libraries. 

If you wish to present your book, please contact the library of your choice at least two months before the event. Arrangements and time of the event will be agreed with the library.  

Promoting the book presentation event 

The library may be a partner in promoting the event. In this case the library must be provided with an image of the author or the book to presented that is high enough in resolution to be printed. In addition the library needs the name of the book and a short description of the author and the book (or a link to further information).  

The library promotion concerning book presentation events includes:  

  • Satakunta Events calendar, which will feed the information to the online library events and to Satakunnan Kansa event page (the newspaper is responsible for editing the page).  
  • a Facebook event 
  • printed posters at Pori City library branches
  • info screen advertisements depending on the location of the event

The author’s responsibilities 

The author is responsible for the opening and hosting of the event, as well as arranging a potential interview. The author will ensure that the furniture in the room is in its original order at the end of the event. The book presentation events are subject to the library terms of use.