7 Steps to Planning a Library Move
24 Apr

7 Steps to Planning a Library Move

William B. Meyer, Inc. is one of the leading providers of professional library relocation services in the country with more than 10,000,000 volumes on the move every year. We offer a wide variety of services that can be customized to your library’s specific requirements.

Below we breakdown the move process into 7 steps based on a monthly guide to help you start the relocation planning of your library materials. We welcome the opportunity to assist you during the planning stages of your project. At any time, if you have questions or just wish to discuss your thoughts or ideas, feel free to give us a call or click here for a no cost, no obligation consultation.

24 Months Prior

  • Set up a move committee of members with diverse backgrounds and expertise in areas such as collections, administration, technology, communications, etc.
  • Prepare a budget.
  • Research services, products & options available (ie: consulting services, professional movers, volunteers, rental equipment, etc.)
  • Meet with movers to develop a complete understanding of services available:
    • Collection mapping
    • Opening day collection services
    • Collection cleaning
    • Handling of fragile or rare material
    • Interfiling
    • Storage options
    • Technology options

18 Months Prior

  • Set goals of move and outline project scope  and identify special requirements.
  • Determine the re-use of existing furniture and shelving as well as needs for future growth of new or additional inventory.
  • Begin inventory of furniture, equipment and shelving.
    • Measure collection material by linear feet and inches.

12 Months Prior

  • Decide whether to use a professional library mover, local mover or staff.
  • Establish the scope of work to be done by staff or library mover.
  • Establish a preliminary project time-frame.
  • If using a professional library mover, develop a request for proposal or invitation to bid.
  • Pre-qualify your bidders list to assure competitive bids and quality of services and products.

6 Months Prior

  • Send RFP/ITB out to potential bidders two to three weeks prior to the scheduled bidders conference.
  • Specify that attendance at bidders conference is mandatory in order for bids to be considered. This will insure that all parties have exactly the same
    information with which to develop their proposal. Specifications must detail and clearly define responsibilities of all parties.
  • Conduct a bidders conference.
  • Plan to tour old and new facility.

4-5 Months Prior

  • Select your mover.
  • Set schedule for pre-move meetings.
  • Begin purging all unnecessary supplies, furniture and equipment.
  • Decide how much time you will need after the move is completed before you re-open.
  • Fine-tune the project time frame.
  • Post a timeline for staff.

6-8 Weeks Prior

  • Finalize project time frame.
  • Conduct pre-move meetings with mover.
  • Plan a staff orientation meeting presented by the mover to review the move plan and responsibilities.
  • Continue purging campaign.
  • Review collection placement and measurements with the mover.

1 Week Prior

  • Mover’s project management team verifies shelving installation, collection measurements and begin labeling of shelving and collections.
  • Boxes are delivered for staff packing and packing begins.
  • Begin the move

Download a PDF version of this informative guide by clicking here.

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