Registering an established book club
To register a book club with Ipswich Libraries, the Coordinator will need to:
- Join or already hold an Ipswich Libraries personal membership
- Complete an Ipswich Libraries book club application form
Once the application form has been assessed, Ipswich Libraries will contact the Coordinator to arrange collection of the book club membership card. Please allow up to 2 weeks for this process to occur.
To collect the book club membership card, book club Coordinators will need to provide verification of ID.
Book club Coordinator responsibilities
The Coordinator’s details will be used by Ipswich Libraries as the primary contact for the book club, including for the purposes of automated notifications regarding loans and reservations.
The Book club Coordinator is responsible for:
- Reserving the book club set, using the book club membership card
- Collecting reserved book club sets, using the book club membership card
- Distributing individual books to book club members, keeping a record of copies issued to each person
- Ensuring that complete book club sets are returned to Ipswich Libraries on time
- Ensuring the book club’s registration details are kept up to date
Reserving a book club set
Registered book clubs have access to book club sets. Each set includes ten copies of the title.
To reserve a book club set:
- View the list of available sets online
- Sign into the Ipswich Libraries catalogue with the book club membership card
- Click “place reservation” and select a library branch for collection
Coordinators will be notified when a set is ready for pickup. Up to two sets can be reserved at a time. It is recommended to reserve an available set at least two weeks before the club’s next meeting to allow time for processing and collection.
Borrowing a book club set
Once the notification to collect the book club set has been sent, Coordinators will have ten business days to collect the set. Ipswich Libraries will issue the bag containing ten copies of the title to the Coordinator on presentation of the book club’s physical or digital membership card.
At the book club meeting, Coordinators should distribute books to members and record who has which copy using the individual numbers on the item.
Please note:
- Each Book club set has an eight-week loan period
- Two book club sets can be on loan simultaneously to facilitate the handover between previous and new titles at meetings
Ipswich Libraries members are also able to use Overdrive & Libby to access a great range of simultaneous use eBooks and eAudiobooks, perfect for book clubs. To access these digital resources, book club members will need an internet connected device, an email address and an individual Ipswich Libraries membership.
Returning a book club set
Book club sets must be returned on time so the next group can enjoy the title without delay.
Book club Coordinators need to:
- Collect all copies from club members (best to do when distributing new titles)
- Return the complete book club set in the provided bag directly to a staff member at Ipswich Libraries
Please note:
- Book club sets cannot be returned via after hours return chutes
- Partial returns will not be accepted
- All copies must be returned at the same time. If a member has yet to finish the book, they may be able to borrow the same title from the library’s general lending collection.
Late, damaged or lost items
It is the responsibility of the Coordinator to ensure that book club sets are returned in good condition by the due date
If there is a possibility the book club set will be returned late or with item/s missing, the Coordinator should reach out to the member/s concerned for help in finding the item/s. The Coordinator should also contact Ipswich Libraries as staff will be happy to assist in finding a solution.
In cases where an item is returned damaged, Ipswich Libraries staff will work collaboratively with the book club Coordinator to determine an appropriate solution.
Membership changes
If the book club Coordinator is temporarily unable to fufill their duties, such as going away on holidays, another member may collect book club sets on their behalf provided they present the book club’s physical or digital membership card.
Over time, however, the book club Coordinator may permanently change or the book club may disband. If details of the book club change, please update here. This will ensure we are contacting the right person. When a permanent change in the book club Coordinator is requested, the new Coordinator will need to present with identification at an Ipswich Libraries branch.
