2024 Evy Nordley Finalist Spotlight #2: Pelican Rapids

We've all dreamed of stepping into rich worlds from children's literature: timeless environments like those found in Where the Wild Things Are, Harry Potter, and classic European fairy tales. Last August, library lovers in Otter Tail County enjoyed a rare chance to do exactly that – courtesy of the Friends of the Pelican Rapids Library and their aptly named ‘Once Upon a Time’ Tablescapes Luncheon & Silent Auction.

For their point of departure, organizers built from a tried-and-true fundraiser model: a ticketed, seated meal for donors. The Friends aimed to raise $2,040 for their library by selling 136 tickets at $15/each. Proceeds would benefit their library’s ongoing efforts to reinvest in its children’s materials.

But how to draw people in? As one means to that end, the Friends tapped a popular local illustrator, Anna Lassonde of Joybird Studio, to keynote the special event. A caterer stepped forward to volunteer her time and lead a workforce to prepare a tantalizing meal (with costs offset from a grant secured through Thrivent Financial).

Next, hoping to secure financial support from "hosts" for each of the 17 tables at the venue, FPRL doubled down even further on what was already emerging as a de facto theme. As a benefit for sponsoring a table, hosts secured the right to name a children’s book of their choice for that table’s centerpieces and general theming.

This had the desired effect. Sponsors stepped up and contributed themes as diverse as is children’s literature. Featured titles included perennial favorites like Charlotte's Web and Amelia Bedelia, as well as more modern favorites like Fancy Nancy and Dragons Love Tacos.

Hosts doubled as strong recruiters. In addition to this word-of-mouth support, the Friends also experimented with numerous other promotional channels. These included a paid ad in Lakes and Lifestyles magazine, features in the local newspaper (profiling both the Tablescapes Luncheon and special guest Anna Lassonde), and a strong Friends showing at the town’s three-day “Pelican Fest” community festival.

These efforts had the desired effect. "We actually discovered much more interest in potential hosts wanting tables than originally anticipated," explained Friends leader Joyce Burnham. Careful measurements of the venue – a local church with a spacious basement – allowed the Tablescapes Luncheon to expand to its final number.

For the silent auction supplement to this fundraiser, the Friends turned to two different sources: area businesses, who supplied new merchandise and gift certificates, and local thrift and rummage sale enthusiasts, who sourced unique offerings unlikely to be found at just any silent auction.

Like every auction, however, orchestrating this side activity required considerable extra work on the part of the organizers. However, they simplified the administrative work somewhat by tapping Venmo to manage transactions. In total, this bidding (and a tie-in raffle) raised more than $2,000 more in revenue.

Partnerships, grants and bulk discounts allowed the Friends to pull off their ‘Once Upon a Time’ Tablescapes Luncheon & Silent Auction for less than $1,000. The program netted $2,833 in profit – all for use by the library to purchase nonfiction books for its circulating collection.