Distributing Information Via Public Libraries

The Society of Chief Librarians receives a large amount of requests to distribute posters, leaflets and other promotional materials or to engage the public through display, surgeries or referrals. This guidance aims to explain what you may expect when requesting to distribute information via public libraries.

PROVISION OF PROMOTIONAL MATERIAL AND INFORMATION VIA PUBLIC LIBRARIES
GUIDANCE FOR ORGANISATIONS

Library authorities may offer one or more of the following

• Provision of a single contact and centralised delivery point for each library authority.

• Distribution and display of materials appropriately across the authority.

• Promotion via in library screens, on intranet and/or website.

• Use of part of the library buildings for temporary displays, surgeries or advice sessions.

• Staff engagement – general awareness, individual referrals, linked displays, assistance in accessing a particular resource, gathering of comments/ responses and redirection to your organisation’s contact.
Please note: This will vary from authority to authority and is dependant on your materials being deemed suitable according to local guidelines/policies (the local contact should be able to discuss these or send you a copy) and, in the case of staff engagement, sufficient capacity being available.

Our requirements

• A named contact for any further information or technical queries. Briefing information, guidance or training documents as appropriate.

• Some authorities may make a charge to recover the cost occasioned by the extra load on their internal transport system or use of their premises (the latter usually in the case of commercial use).

• Amounts for distribution should be discussed with the local contact prior to anything being sent.

• We cannot guarantee the materials will be displayed in a particular way, area or set length of time. If you need your material on display by/on a particular date, ensure you provide sufficient notice and delivery is made according to local advice.

• Discuss whether materials need to be batched for ease of distribution.

• If making use of the library’s premises, the organisation will need to abide by the library authority’s rules in terms of health and safety, security, interactions with members of the public etc. This type of use will usually require some negotiation and an agreement may need to be signed stating both parties’ responsibilities.