How to host a memorable virtual library open house
A virtual library open house can turn a casual visit into a confident first step toward membership. By bringing collection discovery, digital resources and friendly staff guidance into one online session, it helps people understand what their local library offers before deciding to join.
That matters in Australia, where many public libraries are operated through local councils, while membership rules, borrowing limits and digital collections can vary by state or territory. A generic invitation can leave visitors unsure whether they qualify. Show the relevant council or library network, explain the available membership options and identify the one action guests can take during the event.
An online open day also reaches people who cannot visit during branch hours, including shift workers, carers, regional residents and anyone who prefers to explore from home. The session should feel like a welcoming orientation rather than a sales presentation: demonstrate a real catalogue search, explain how borrowing works and give attendees time to ask questions.
Plan for a mixed audience and mixed connections. Some guests will join on a desktop with a webcam; others will listen by phone, use a slow mobile connection or need captions and keyboard-accessible controls. Offer an audio option, keep visual demonstrations clear and collect questions in writing so participation never depends on speaking publicly.
Choose the format and timing that suits your audience
A live session creates energy and allows visitors to meet staff, while recorded content gives busy people more flexibility. The strongest programme combines a short live welcome, practical demonstrations, a question period and a replay that remains available for several weeks. Keep the live event focused, with one host to guide the flow and another librarian or community partner ready to answer specialist questions.
| Format | Best suited to | Main advantage | Main limitation |
|---|---|---|---|
| Live hosted open house | People seeking immediate guidance | Personal interaction and instant answers | Requires promotion and scheduled staff time |
| Recorded library tour | Busy or remote visitors | Available whenever it suits | Less opportunity for relationship-building |
| Small-group webinar | First-time members | More personal support and fewer questions | Limits the number who can attend |
| On-demand open session | International or time-shifted audiences | Broad reach across the week | Requires strong follow-up and clear calls to action |
Timing needs careful attention across Australia. Label every session with the relevant AEST, AEDT, ACST or AWST time zone and check the date for daylight-saving changes. Early evening may suit workers in Sydney, Melbourne or Brisbane, while Perth residents may respond better to a different hour or to a replay. Publish the local time prominently, include the time zone in invitations and record the session so one time slot does not exclude much of the country.
Create a clear path from registration to joining
Build a simple registration page that answers the practical questions before guests arrive. Include the date, local start time, time zone, platform or dial-in details, access options and the libraries or council areas being represented. Explain whether visitors need an existing library card, proof of address or identification. Many public libraries offer free membership, but some still require verification before the first physical item can be borrowed, so describe that process without unnecessary jargon.
Promote the open house through the channels your community already checks. Share the registration link through council newsletters, branch social media accounts, local libraries, schools, TAFEs, community centres, senior groups and neighbourhood organisations. A short message tied to a current need works better than a generic invitation: mention online books for travel, study support for students, home delivery where available or a live demonstration of the catalogue. Ask partner organisations to feature the event in their own newsletters and member communications.
Keep registration lightweight and record consent clearly. A name, email address and preferred contact method are usually enough for a free online event. Send a confirmation with the joining details, a reminder shortly beforehand and a short survey asking what visitors would like to see. This creates useful information for future programmes while helping staff prepare relevant material.
Show the library through a practical online tour
Screen-share a real journey through the library rather than cycling through a prepared slide deck. Start with the homepage and catalogue, demonstrate a search and show how a visitor can filter by format, availability, language or subject. If the library offers eBooks, audiobooks, databases, makerspaces or specialist collections, give each a brief practical example. A quick demonstration of Trove can also introduce Australian books, newspapers, journals and cultural collections beyond the local shelves.
Focus on tasks that new members are likely to complete. Show how to place a hold, join a waiting list, borrow an eBook, request a meeting room or contact a librarian. Explain service conditions such as loan periods, borrowing limits and digital-device access, noting that these can differ between library systems. Use a sample account and sample records so no patron information appears on screen, and obtain permission before displaying photographs or identifying members.
Rehearsal makes the difference between a confident presentation and a sequence of awkward technical handoffs. Presenters can use virtual event training to practise explaining features clearly, managing questions and keeping demonstrations on schedule. Assign one person to control the screen and shared files, another to monitor chat and a third to handle technical issues if the event is large enough to justify it.
Make participation welcoming and genuinely local
Invite participation without forcing it. Use a poll to discover which services matter most, ask guests to type questions in chat and offer short breakout demonstrations for areas such as children’s programming, digital resources or research help. Begin with a five-minute settling period so people can find the sound, camera and controls. Captions should be enabled, and a telephone option should remain available for anyone whose video or internet connection is unreliable.
Give local staff and collections a visible role. Librarians can introduce themselves, share knowledge of the neighbourhood and explain how the library supports local learning, cultural participation and social connection. Book Week, school holidays and community festivals provide familiar Australian hooks for an invitation or a demonstration. Where possible, invite a partner from a local business network, community organisation or cultural group to discuss a shared need, such as digital access, job-seeking resources or language learning.
A local focus should shape the programme rather than appear as a brief promotional mention. For a Melbourne session, feature state-specific collections and nearby branch services; for Brisbane, highlight relevant eLibraries and state digital resources; for Sydney, show how local branches and delivery options support dispersed communities; for Perth, address access across a wide geographic area. Local relevance gives prospective members a reason to care about the organisation beyond a general offer of free books.
Turn attendance into active library membership
Define success through completed actions rather than viewer numbers alone. Track registrations, attendance, questions submitted, catalogue clicks and applications started during or shortly after the event. A useful target might be a proportion of attendees who join, request a card or save a library resource to their account. Compare those figures with the previous event and use them to decide which service deserves more demonstration next time.
Make joining possible while the interest is fresh. Display a direct registration button throughout the session and keep a staff member available for one-to-one help. If the event includes a special joining offer, explain the conditions and expiry date before presenting it. After the session, send a thank-you message with a clear membership link, the steps still required and contact information for assistance. Follow up once rather than sending repeated reminders, and comply with the Australian Spam Act and the preferences recorded during registration.
Choose a date, create the registration page and begin sharing it with the community groups your library already works with. Give staff a clear run-of-show, rehearse the demonstrations and make the route to membership as welcoming as the session itself. When people can see a useful service, meet a friendly librarian and join without confusion, a virtual open house can become a lasting community connection rather than a one-off online presentation.