Successful summer reading programs don't happen in June — they start in January, and the groundwork for a smooth June begins the October before that. This guide gives you a month-by-month planning timeline from CSLP theme announcement all the way through post-program wrap-up and re-booking. Use it as a planning checklist, a conversation starter with your director, or a framework for onboarding a new colleague.
The planning timeline
October – November (Year Before)
The CSLP theme for next summer is announced in the fall. This is your signal to start planning in earnest — not to act immediately, but to start thinking strategically.
- Note the new CSLP theme and begin brainstorming program concepts that connect to it
- Review last summer's programs: what worked, what didn't, what you'd repeat
- Start researching performers — particularly any you heard about from colleagues this past summer
- Brief your director or administration on the upcoming theme so budget conversations can start
- Check whether any performers you liked last year are still active and serving your area
December – January
This is the most critical window in your planning calendar. Budget gets finalized, and the best performers start filling their June and July calendars — often by February.
- Finalize your programming budget with administration
- Reach out to performers to request availability for the following summer — do this now, not in March
- Request W-9s and certificates of insurance from performers your business office will require them from
- Confirm whether your library system uses an approved vendor list — and whether your preferred performers are on it
- Begin building your summer calendar skeleton: how many programs, which weeks, which branches
February – March
Confirm your bookings. By March, quality performers in Oklahoma and surrounding states often have limited summer availability remaining. Don't wait.
- Sign contracts or exchange email confirmations for all performer bookings
- Initiate purchase orders if required by your business office
- Order supplies, craft materials, and reading logs
- Begin community promotion: social media announcements, library newsletter, school newsletters
- Schedule school visits or outreach events to promote the program to families
- Recruit and schedule summer volunteers
April – May
Your bookings are confirmed. Now the work shifts to logistics and promotion. The goal is to eliminate as many June surprises as possible.
- Finalize room setup plans for each program: seating, staging area, parking for performers
- Confirm all performer dates 2–3 weeks out — a brief email is fine
- Handle any scheduling conflicts now, while you still have options
- Coordinate with facilities or janitorial staff on room setup and takedown
- Train volunteers on their summer roles
- Ramp up promotion: flyers, school announcements, social media countdown
- Set up your registration system, if using one
June – July (Program Execution)
You've done the planning. Now focus on execution, documentation, and communication.
- Communicate performer arrival time clearly — most performers need 30–45 minutes before the show for setup
- Have a designated on-site point of contact available for every performance
- Ensure a clear parking spot or loading area is available for performers who bring equipment
- Document attendance at every program — you'll need these numbers for your end-of-year report
- Collect brief feedback from staff and attendees after each program while it's fresh
- Process invoices promptly — performers appreciate timely payment, and it sets the relationship up well for next year
August – September (Wrap-Up)
The programs are done. Don't skip the wrap-up phase — this is where next year's success gets built.
- Compile final attendance statistics: total attendance, number of programs, cost per participant
- Write your program evaluation report while the details are still clear
- Note what worked and what you'd change — specific notes, not just "good" or "needs improvement"
- Re-book performers who delivered while the relationship is warm — many will hold dates for returning clients
- Begin thinking about next summer's theme (it will be announced in October)
- Send thank-you notes to performers, donors, and volunteers who made the program possible
Quick reference checklist
Full year at a glance
Oct – Nov
- CSLP theme announced — begin concept brainstorming
- Review last summer's programs
- Research and identify potential performers
- Brief administration on upcoming theme
Dec – Jan
- Finalize budget with administration
- Request performer availability for summer
- Collect W-9s and COIs for business office
- Confirm vendor list status for preferred performers
Feb – Mar
- Confirm all bookings — contracts or email confirmations
- Initiate purchase orders
- Order supplies and materials
- Launch community promotion
Apr – May
- Finalize room setup and logistics
- Confirm all dates 2–3 weeks out
- Train volunteers
- Ramp up marketing and registration
Jun – Jul
- Communicate arrival times and setup needs to all performers
- Document attendance at every program
- Collect staff and attendee feedback
- Process invoices promptly
Aug – Sep
- Compile statistics and write evaluation report
- Re-book performers who delivered well
- Watch for next year's CSLP theme announcement
- Send thank-you notes