Straight Talk from a Librarian
Do you ever wonder how a book lands in your local library? Could it be that the all-knowing book fairy swoops in and drops it on the shelf? As nutty as that sounds, it’s not far from the truth. Susan Gibberman, RWA’s 2008 Librarian of the Year, is here to enlighten us on how books are acquired for the Schaumburg Township District Library.
Here’s Susan!
I attend many author conferences and, when I’m introduced to authors, their first question is often, “How can I get my book in your library?”
Granted, I’m a bit biased on this subject, but I firmly believe that many authors are missing one of the best marketing opportunities out there – libraries! Many publishing houses consider libraries small potatoes because a library may only buy one or two copies of a book (until you reach a certain level of popularity among their patrons).
But a book sold to a library is just that – a SOLD book. First thing a library does when they receive a book is stamp it. Unlike a bookstore, we don’t return it to the publisher. Until such time as we may need to take it out of the collection (which will be discussed a little further down), it’s there on our shelves for our patrons.
One caveat before I continue – there are approximately 9,208 public libraries in the US (16,750 if you also count libraries with more than one branch location). Not every library handles collection development, programs and weeding in the same manner. What I provide here is very general information to get you started.
Adrienne: What is the best way for an author to get his/her book in their public library?
There really isn’t a best way – but here’s a tip to get your book noticed. Get your book reviewed in some of the resources librarians peruse on a regular basis – e.g., Library Journal, BookList, Kirkus Reviews. Personally, I also read genre-specific publications (e.g., RT BookClub, Affaire de Coeur, Crimespree, Deadly Pleasures, etc.) as well as RWA’s Romance Sells. There are other publications for children’s or YA materials as well. Talk to your publisher and find out exactly which publications receive ARCs of your books for review.
Have you gone into your local library and made a personal appeal? Many libraries have a written (or sometimes unwritten) policy to purchase the books of their local authors.
Adrienne: Do you have any tips on getting to know the selector at the library?
One thing I like to make very clear to authors is that not everyone who works in a library has a library degree (a graduate degree, often called an MLS – a Masters of Library Science) and not everyone with an MLS has responsibilities in collection development (i.e., buying materials for the collection). But the good news is – information on who’s who in a library isn’t proprietary. So if you call (or go into) your local library and ask “Who is responsible for purchasing adult fiction materials for your library?” whoever you ask will actually give you that person’s name. I made the distinction here for “adult fiction” because, the larger the library, it’s more likely that collection development is split among several people. Worse case scenario – if you’re referred to the wrong person, you’ll eventually get to the correct individual.
Please also note that, when librarians are working at a public desk, it’s a little hard to give you their full attention. And, if we’re off the desk, we often have other meetings, responsibilities, etc. Once you have the name of someone to talk to, it’s best to call and make an appointment.
Can’t visit personally? Write a letter or an email. Think of how you wrote that first query letter to entice an agent or editor and follow the same basic rules. Here are my preferences: Tell me a little about yourself (have we met at a conference or another venue?), what the book is about, maybe a little of what made you write it. Don’t forget to include the basic information that I need to order your book: title, publisher, release date, cost, ISBN (preferably the newer 13-digit number), and either snippets of reviews or tell me where I can find reviews. Tell me if your book is available through Ingrams or Baker & Taylor (these are companies that libraries often use for purchasing because they give us fabulous discounts). If your book is not available through these sources, please provide the contact information to your publisher or where else I can purchase it.
Get your relatives and friends involved, too, by having them go into their local libraries and recommend your book for purchase. But, please, have them be honest about their request. I much prefer when someone tells me their daughter (friend, son, second cousin) has written a book rather than “pretend” they’ve read all about this “awesome” book that they’re absolutely, positively convinced will be the next Twilight, or another enormously popular book. We can tell the difference between these thinly disguised promotions and real patron requests.
The same basic method applies if you, as a reader, find a new author and discover the library doesn’t carry their books. Talk to the librarian and see if they will purchase the book(s) for their collection. You’ll have the advantage of being put automatically on the hold list for the book, too!
Adrienne: What kind of author programs does a library offer?
Another great way to get your book into the library is to offer a library program. After all, when the library puts out publicity about the program, patrons will expect to see your book on the shelf.
Again, how programming is handled will vary from library to library. Some smaller libraries may only have one programmer (not necessarily someone with an MLS) that arranges all programming for the library (music, children’s, authors, etc.). Larger libraries may have people who specialize in particular kinds of program.
At my library, for example, we have seven different programmers. As the person in charge of the library’s fiction collection, I also arrange author programs and any programs on writing. I have found, in my limited experience, that writing programs (especially those that might promise the “secret” to getting published, which WE all know is hard work and a little luck) tend to get a wider audience than a program with one author talking about their book. In the case of the latter, unless you are Nora Roberts or Stephen King, I wouldn’t expect a large crowd.
Consider joining up with other authors to create a panel program. It’s a great way to share the expense of traveling and it might be more appealing to audiences to have more than one author.
Libraries will also differ on their policies regarding whether merchandise (i.e., your book) can be sold at library programs. Some libraries may require a bookseller and others may let you sell your own. Some may even say you can’t sell at all.
If you can sell your books at the event, do not expect to sell a lot of copies. Your attendees are, after all, library users and most will expect to be able to obtain a copy in the library. One hopes that, after reading one, they will become a fan and want to read more.
Adrienne: How long does a book stay on the shelf? Please tell us about the decision process?
Books will stay on our shelves as long as there is a demand or, if the physical copy is falling apart, whether it can still be purchased. It is an unfortunate fact of life that, unless libraries want to constantly propose tax referendums to build new additions or new buildings, all libraries need to deal with space issues and the fact that we all run out of space if we don’t do something about it.
Most libraries will use a formula of a certain number of circulations per year over the lifetime of the book (i.e., when it was added to the collection) combined with the last time the book checked out. As noted many times, every library is different.
At my library, I want our fiction materials to circulate at least three times per year and have circulated within the last two years. Higher math has never been my forte, but let’s say we have a book that hasn’t circulated since 2007 (our two year mark), but it has a total of 100 circs since we initially got it in 1999 (so we’ve owned it for 10 years). This book has an average of 10 circs per year and, assuming it’s still in relatively good condition (because patrons don’t want to check out something that looks “yucky”), I’ll probably keep it on the shelf. If that same book is still available for purchase, I might even purchase a replacement copy.
Now, let’s say that same book hasn’t circulated since 2007 and has a total of 10 circs over its lifetime (10 years). With an average of one circ per year, the book will most likely be withdrawn (aka “weeded” or “deselected”). Withdrawn materials often go into the library’s book sales.
With every rule, there are also exceptions. Are you one of our local authors? I might keep your book despite a lack of circulations. Is your book part of a series? Maybe Book Three hasn’t circulated as much as the others, but I probably wouldn’t break up the series because there’s nothing more annoying to patrons than to start a series and not be able to continue.
Do you live in the area? Have you ever considered checking out your own book? I don’t look at who last checked out the book, just when it last went out. Get your friends and relatives involved in this part of the work, too.
I could continue ad infinitum on this topic (and have done so on various occasions). I am thrilled to have been asked to join you today and hope that I’ve given you a few more ideas to promote your work. And I expect to hear about your book very soon……
Thank you to Susan for being here today. Susan will be checking in throughout the day to answer questions so let’s put her to work!
I’m curious how many of you knew the book acquisition process. Let us know. We’d love to hear from you.
Bio: Susan Gibberman has been the Head of Reader Services at the Schaumburg Township District Library for the past thirteen years – a job she believes she got as cosmic karma for never having read any of her high school English assignments. Despite coming late to the fiction party, she is honored to be a two-time recipient of the Windy City RWA chapter’s Northern Illinois Librarian of the Year award, and RWA’s 2008 Librarian of the Year honoree. A television aficionado, she’s published a bibliography on Star Trek (McFarland, 1991) and is a contributing author to the Museum of Broadcast Communication’s Encyclopedia of Television (1999 and 2004 editions). Her first fiction short story was published in the anthology Missing (Echelon Press) in February 2009. New, fledgling, and established authors can contact her at sgibberman@stdl.org.
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Hi Susan -
We’re so pleased to have you with us today! I’ve long been a library lover, but had very little idea how all those delicious books make it to the shelves. Now, living overseas where we have no public English language libraries, I understand even more how fortunate Americans are to have public libraries.
Since I have no true local library, how would you suggest I go about promoting my books (I’m being optimistic today about my publishing future
) from afar? Write a number of “query” letters or emails as you suggested above? Is there any dedicated resource that might tell a writer about the people responsible for collection development in several libraries (perhaps by state)?
Thanks so much!
Kelsey
Hi, Kelsey!
I wish there were one (or even two) good sources that would list those responsible for collection development, but this is an area of library work that constantly changes, so it would probably be out of date before it got published.
Living overseas is definitely going to bring you a number of challenges, but it’s still very doable. The email “query” route is probably best for you. Most libraries will have, on their websites, an email link that will go to their Reference Desk (or, in some cases, a general Information Desk). Ask the same question: “Who in your library is responsible for collection development in [subject area]?” – make sure you indicate that you are an author who would like to recommend your book for the collection. Depending on the library’s privacy policies (and that’s a whole post unto itself), they will either give you the person’s name/email or forward it directly to him/her.
Do NOT use anything that indicates it’s a “live chat” with the librarian – most of the live chat sessions are cooperative among libraries all over the country, so they’re no guarantee you’re “talking” to a person at that specific library.
Hope that helps. Good luck with your publishing endeavors!
Susan
Hi Susan..
Thanks for the great information – I never would have thought of that! I’m great friends with our local librarians, and did get them talked into buying the janet evanovich series some years back. =)
What does it take to become RWA’s 2008 Librarian of the Year? Do you get nominated and voted in? I think that’s a huge honor!!!
thanks again!
carrie
Hi, Carrie!
RWA’s Librarian of the Year was, indeed, a HUGE honor. I sometimes feel a bit unworthy just because I’m still in “learning mode” – still finding ways to help promote the genre.
RWA members nominate someone they feel is worthy and the RWA Board chooses the honoree from all the nominations. It’s all hush-hush, but I sure wish I knew the person(s) who got the ball rolling, ‘cuz I owe them a ton and a half (or, at least, a few drinks at the bar at the next conference).
When I got the “call” about this, I was convinced I’d get another call a week later saying, “Ooops, sorry, got the wrong Susan.” But they didn’t, so they were stuck with me.
Thanks,
Susan
lol…..I’m sure they were quite happy to be “stuck” with you!
carrie
Hi Susan!
Great advice! I’ve done lots of work with our local librarians–one even hosted a Regency tea and had a panel of local Regency writers speak. The library was such a great part of my life growing up–it’s an honor to work with them now!
Hey, Deb! Thanks for visiting. Great idea for your library to host that Regency tea – I may have to steal that idea……
Susan
Hey Susan,
Thanks for the great post! Are there other ways local authors can promote their books in the library? Bookmarks? One page flyer? Excerpt booklets?
Thanks again,
Tracey
Hey, Tracey.
You have to be careful with sending promotional materials. Some libraries just don’t have a place to put such things. I have a small kiosk where I can put the bookmarks, excerpts booklets, and other promo items authors send me out for the public. Flyers, not so much. Because libraries are often inundated with requests to “post this,” they will often only give that privilege to non-profit organizations or organizations within their district (after all, you have to keep your tax payers happy).
Make sure you ask before you spend the postage or drive over. And, if they say “yes” to the bookmarks, make sure you sign them – those go faster than unsigned ones…..
Thanks,
Susan
Hi, Susan: I think in this day and age, libraries are particularly important to authors. They can keep our books accessible and keep attracting readership (free trial!) when money is tight. Hopefully, some of those readers will buy the next book. (Not that we want them to stop using the library!) One of the biggest thrills of being published was having my hometown library choose my book for their bookclub. I looked at the shelves I had memorized as a kid and saw how far that library had taken me! I still get teary thinking about it.
I’ve checked WorldCat.org and found my books in libraries across the world. Kind of amazing, since I know romance isn’t always cataloged. Do you know what percentage of libraries do catalog romance paperbacks?
Hi, Blythe!
It is an unfortuante fact that, in tough economic times, the library “business” increases – but that helps keep me employed, too, so I’m not complaining.
I’m glad you mention OCLC’s WorldCat to see where your books are – I didn’t originally get into this topic or my post would have been twice as long.
You pose an interesting question re: the percentage of libraries that catalog their paperbacks. I did some brief research and couldn’t find a definitive answer. Most of the statistics that are collected are relatively general – the number of people who come through the doors, the number of reference interactions, ILL requests, total circulation numbers, financial stuff, etc. I’ll have to do a bit more research and I’ll get back to you on that.
Some libraries still have a “thing” about paperbacks. Yes, they don’t wear as well as hardcovers, but it’s still cheaper to replace a paperback than a HC. I know in my library, it was a hard sell to create our paperback collection, but we did get it and it’s still the fastest moving collection within the fiction department.
Thanks,
Susan
Hi, Susan. Thank you for being with us today. How can “pre-published” authors get to know our local librarians? I’m thinking ahead and hoping one day I’ll be published and I’d like to have some sort of relationship already in the works.
I welcome all the soon-to-be-published authors out there to contact me (or their local libraries). And, when you get that million-dollar contract, I hope you’ll remember me and not charge outrageous fees to appear at my library.
I check romances out from the Seattle Public Library all the time, which saves me both money and shelf space. SPL has wonderful ebook downloads for free, although they expire after 21 days.
I have a question about library ebooks: sometimes when I want to check out something, it doesn’t have any copies left to download and I have to go on a hold/wait list for an ebook. Does a library only purchase a certain number of downloads at a time? If I don’t get around to reading an ebook and it expires, has my inattention wasted the library’s money and taken a book someone else might have read? Or does the library pay a flat fee for ebooks, like they do for a print book, and the limited number of downloads is merely to prevent some sort of nefarious counterfeiting or piracy?
And do authors really charge fees to appear at a library? Whaaaat?
Thanks!
Anna Richland
one of the Damned Scribbling Women
Hi, Anna (of the DSW – I love that!)
Seattle has a wonder library system, you should be proud of it. I’m glad you brought up the topic of e-books. I’m just speaking for my library here —
We belong to a consortium of libraries that pooled their money to purchase ebooks (and, for us, these are part of two different subscription services – MyMediaMall and NetLibrary). These ebooks are just like any other printed book we purchase. We bought it, it’s ours. Like printed books, libraries get a fairly good discount on purchases these titles – can’t tell you how much because I’m not the one buying those.
You, on the other hand, are the one checking it out for 3 weeks (and that’s the agreement we signed with these services, including the fact that it “expires”). Just like a printed book, when you have it checked out, other patrons need to be put on a hold list (unless, of course, you have more than one copy of the ebook – the number we buy, just like print books is going to be based on the demand for the title). And, like a regular print book, if you didn’t have a chance to read it after the 3 weeks, it’s not as if the library “loses” anything on it. And you save gas because you don’t have to come to the library to return it.
Nice thing about the ebooks – they don’t get damaged like regular books.
And, yes, authors do charge fees to appear at a library. It’s not unreasonable to charge a minimal amount (to help cover gas or other travel expenses). When I first started, I didn’t have very much of a program budget, so my philosophy was “if they don’t mention money, I won’t mention money.” In those days, I’d at least treat the author to dinner. Fortunately, that’s changed now, but I still can’t afford 4-figure amounts (which some big-name authors do charge).
Thanks,
Susan
Fascinating to discover how libraries get books! Thanks for sharing your experience with us — even those of us who don’t currently have a book to encourage you to put on your shelves. But I’m taking notes . . .
It never hurts to know about this before you’re published. I’m in the same boat myself……
Thank you Susan for sharing your very helpful advice and expertise. I live in New Zealand but have a book contracted with a US publisher, due for release next year, so I am very interested in exploring marketing ideas. I will bookmark your post for future reference!
Congrats on your book contract. Now is a good time to start making those library connections (as long as you’ve got your ISBN, we can order it). Don’t forget to email ME on your info, too!
Susan,
Interesting and informative lecture. I’ve always been a book-a-holic, and very frequent library patron. I joke that I have a Platinum Library card
I like to compliment the library staff on things like the displays they put up, my library branch changes these monthly. I also have used the reference staff when I needed to verify information in my wip, or to get ideas on how to use something specific.
I’ve found so many of the library staff to be very happy to help me, especially when I describe the scene or plot point I’m trying to write. I am such a frequent visitor that I know many of the staff by name. I’m very fortunate to belong to a super library, Naperville, IL.
I was even asked to help with staff training session on Romance, when they were taking one genre a month to teach the staff how to help a patron interested in that genre. We had great fun discussing all sorts of romance books, and I hope I convinced some of the literary snobs that romance has come a long way from the ‘bodice rippers’ of the 70′s and 80′s!
We had such a good time that they asked me to come back the next month when the genre studied was Romantic Suspense.
Sherry
Your library, I know, is extraordinarily romance-friendly (for the rest of you, I know Sherry, so it’s not like I’m spying on her) and it’s great that they’re using your expertise to help the rest of their staff along. If they come up with booklists, let me know.
Susan -
Wow – what a wonderful post! Thanks so much for joining us and don’t be surprised if we come knocking at your door again. It sounds like we have plenty of other library-related topics to explore.
Thanks again!
Kelsey
I hope you WILL come knocking. When I’m going through review sources or publisher catalogs, I don’t have much time to read them in great detail (I’m trying to finish it so I can pass it along to others on the routing list), so I really appreciate information directly from the author. Make sure you always add librarians with whom you made contact to your mailing lists so they always are up-to-date with your latest publications.
Great post, Susan.
The Arlington Heights Memorial Library has many book sales. I like to drop off my bookmarks at them for publicity and they don’t object.
That’s one way to get your brand out.
Morgan Mandel
Great idea. Just always make sure to ask FIRST. I’ve had a very bad experience where an author asked if they could [do something] and I politely gave them the reasons why I thought that was not appropriate to do, only to find out later that they went ahead and did it anyway. And, as you might guess, this is not an author I plan to invite back anytime soon…..