Arranging for the Book Sale:
1. Choose the potential dates for the book sale at the beginning of each semester to reserve the Rotunda.
(Should consider CM staff and student availability. Check regarding vacations.)
Email the following staff with several possible dates to make sure there aren't any conflicts:
Collection Management Librarian
Library Director
Curator of Special Collections
Library Director's secretary
2. Set dates once the above have confirmed availability.
3. Send email to Library Staff through Kuhn list (Kuhn-Staff <kuhn-staff@listproc.umbc.edu>) notifying them of the dates.
4. Send email to Tom Beck regarding review of books for sale.
5. Ask Reference staff (Janet Hack) to place the notice on Library's web page as soon as you have a date.
6. Create a flyer for the book sale and post it on CMILL's door as well as front doors to library about 1 month in advance.
7. Mail a copy of flyer to each department on campus. (Fold flyer in half and address to department)
8. Remind Collection Management Librarian to send out notice about Faculty Preview, which takes place the full week before the booksale.
9. Three weeks prior to the books sale; email Insights as well as the Retriever regarding book sale notice.
10. Email Katy Sullivan and ask her to have the Leisure literature removed from the shelves in the Rotunda for the book sale. Give her date by which shelves need to be emptied and a date by which all books, including free books will be removed.
11. Two weeks prior to the book sale email Tom Beck to please remove the glass exhibit cases out of the Rotunda by dates you need.
12. Email Robin Moskal regarding cash to be used for change during the book sale.
quantity????
13. Send emails requesting loans of empty book trucks, boxes, and shopping bags as needed.
Supplies for book sale:
1. Make sure you have enough cash register receipt paper.
2. Make sure you have a spare ink ribbon.
3. Make sure you have backup batteries for register. (order some if you need them)
4. Price signs
5. "Please Do Not Enter" signs
6. Cash/Check only and No Refunds signs
7. Do Not Remove signs
8. Two tables from 154
9. Two chairs
10. Cash register, extension cords, manual
11. Void slips, money deposit forms (the first is different)
12. Scrap paper, pencils, scotch tape, stapler & staples, calculator, scissors, cell phone and/or walkie talkie, empty boxes, shopping bags, signs for bookshelves (type of books).
13. Desensitizer
14. Traffic control posts: need at least 8 of them (some are stored in photocopy room next to Circ and some are in 154)
Setting up for the book sale:
1. Allow a couple of days to set up. Put shelves in the Rotunda. Place books on shelves. Move benches to appropriate places in Rotunda. Mark off book sale area and place signs such as "Do Not Enter" where people can see them.
2. Move two tables from 154 to Rotunda for register and staff to use.
3. Move benches in the Rotunda to mark off two sides of the circle.
4. Review cash register procedures and create new key settings when necessary. Usually, you will need settings for Library Media, CM, and Special Collections material.
5. CM Librarian gives change money to AR the morning of the book sale. This "loan" will be replaced asap.
6. Give money with deposit forms to AR staff for deposit during the book sale.
Ending book sale:
1. At the end of each day before you disconnect the cash register, "Z" out the register to obtain the day's log of totals. Save this to balance register and money at the end of the book sale and to give the copy to AR.
2. At the end of each day, count money in the register, make a final deposit, and keep some for change for the next day.
3. Final end of book sale, "Z" the last transactions. Balance the register with cash and void slips. Give receipts and money to AR.
4. Notify CM librarian of book sale total, total of Media material sold, and total of SC material sold.
5. Weed through book sale left overs, clean up, and leave some for free give away for a short period of time.
6. Clean up on last day. Move benches, tables, bookshelves to their original locations.