Enchanted Library: A Fairy Ball

This event was pulled together with a lot of collaboration. Most of the decor and supplies used were repurposed or borrowed. Borrowing or DIYing more could cut the cost way down. One such cost cutter and time saver was using wintry holiday decorations from December. Rather than put those items away after the holiday season, we left them up to create a woodsy whimsical space.

Planning began about eight weeks in advance, but could be done on a much shorter timeframe. I coordinated with the marketing team to make interesting graphics and social media posts. They used the graphics to make posters to advertise ahead. I shared a list of ISO (in search of) items to share with all staff—things like string lights, fabric tablecloths, LED candles. I also measured interest and created an email list of staff wanting to help prepare or help at the event itself. Our graphic designer began working on a set of free standing fairy wings for a photo op.

At the four-week mark, we used our laser cutting machine to cut out fairy doors. These were then painted by staff. Printed fairy doors could also work well for the Fairy Door Scavenger Hunt. At this point, I made sure the staff were on schedule to help if they wanted to help during the event. Our book display team collaborated on displays that would fit the theme from romantasy to kitchen witchery to woodland animals, so all of the end cap displays were already decorated and ready for the event.

At the two-week mark, I had the station layout set. I also made signs for each station. These could just be printed on regular paper; we have freestanding sign holders that worked well. I installed games on our VR Headset. I gathered supplies for crafting stations. I created a Bookish Tarot card set. I curated fantasy book lists from our shelves. A fantasy-themed trivia game was made ahead of time and then not used.

To make the setup day easy, I put up some decorations ahead of time. The fair doors could be put up the week of, so long as they were out of reach from littles. Some decorations, like borrowed swags and sashes, were put up as well. The party lights were set up the night before and 3m stripped into place, so that we could check the lighting at dark. The crafts and station supplies were gathered and separated by station, so they could just be placed directly on the tables. Live greenery collected by a staff member from their property was placed on top of bookshelves. Star projectors were also put up early and out of reach, tested after dark, ahead of time.