Sources for these ideas can come from:
Take care of the pertinent information. Check calendar conflicts, finances, location and confirm programming needs. The following are some questions that your group should consider when planning a program. Use it to decide if an idea for a program is feasible and to prepare a list of tasks that must completed to make the program “go”.
Visit the Student Activities Office for additional support and resources prior to planning your events. The office will help minimize possible obstacles that groups face with planning programs or activities.
Choosing a Program
- What is the purpose of the program and is there a need?
- Is another group already providing something very similar for students?
- Who are you trying to reach with this program? Who is your target audience?
- Does this program promote your group’s philosophy and goals?
- Have you already offered a similar program this year? If so, how could you make this one different?
- Is this a traditional program, one repeated every year? If so, are you sure you want to carry on this tradition and why?
- Could you make some changes in the program to bring it up to date?
- Does your group possess the skills and resources necessary to do the program?
- Is your group willing to co-sponsor the program with other campus organizations?
- Will this program idea offend any campus or community sensitivity of which you are aware? If so, what will you do about it?
- Is there general enthusiasm and support for this idea among group members?
Budget Considerations
- Does your group have the money to support this program?
- Is it a fund raising event?
- How much money will you have to make through ticket sales/admissions?
- Based on your attendance estimates, is this amount feasible?
- Can you afford to subsidize this program?
- Have you thought of costs for publicity, equipment rental, ticket printing, napkins, cups, etc.?
- How will bills get paid?
- Who must approve the expenditures? Will expenditure be approved?
- How will this person be notified, and when?
- Are there any strings attached to how money can be spent?
- How will receipts be counted and turned in?
- Who will make certain the bills are paid, checks are picked up, money is requisitioned, and an evaluation is conducted?
Date and Time
- Is there an adequate facility for this program?
- Is that facility available on the date that the performer, film, etc. is available?
- Does the date conflict with holidays, exams, other major events on campus, etc.?
- Do you have enough time to get all the program details worked out?
- What’s happening in the community, region or nation that you could tie into?
- Is there an alternative date to allow for unforeseen events?
- Will students come to campus for a program scheduled at this time?
- Does this program depend on daylight or on darkness?
- How long will the program last?
- Have you scheduled enough time in the facility for set-up and clean-up, plus the program?
- How much time is needed for rehearsal?
- Can you schedule this time in the facility?
- Do you need to prepare an itinerary for the performer, the participants, etc.?
Location
- Is the size right for the event – Not too small or too large?
- Can you adapt the facility to the event?
- Is the electrical supply adequate?
- Is the temperature controllable?
- Is the lighting adequate?
- Will the furniture adapt to the event?
- Is the entrance and exit control adequate?
- What are the acoustical aspects of the facility?
- If necessary, how much will it cost to rent the facility? How do you reserve the facility and what are the cancellation deadlines and penalties? Who will make the reservation?
- Is shape and environment conducive to your program?
- Is there a stage and dressing rooms? If not, can these areas be created?
- Is there a back-up facility reserved as a rain site for outdoor events?
- Can heavy equipment or bulky equipment be delivered to this facility easily?
Sound & Lights
- Do you need lights, sound system, microphones, extension cords, projectors, props, platforms, piano, etc.?
- Is Sound and Light able to support your event?
- What equipment will Sound and Lights provide and what equipment will you have to acquire or rent somewhere else?
- How is equipment reserved and how far in advance must equipment be reserved?
- Who will be in charge of reserving the equipment?
- Who will make certain that the equipment is WHERE it should be WHEN it should be?
- Are technicians or operators required?
- Are the electrical outlets available and in working order?
- Do you have to construct special equipment, booths, etc.?
- How much time will it take to set up prior to the event?
Publicity
- Who needs to know about your program?
- How can you get them interested in your program?
- What three or four methods (at least) will you use for publicity?
- What is the focus or approach of your total publicity package?
- When does each phase of publicity go out, get posted, etc.?
- Who will be in charge of publicity?
- Are there restrictions on publicity (hanging locations, poster size limitations, etc.)?
- How much time for publicity will you need before the event?
- How will publicity be distributed?
- How much will publicity cost?
- What are printer deadlines?
Food/Catering
- Will food/beverages enhance the program?
- What will you serve?
- How much food will you need?
- Does the program theme affect what is served?
- Where will food be served?
- How much will it cost you to provide food?
Clean-Up
- Who is responsible for clean-up – your group or someone else?
- When will clean-up be done?
- How many people will it take?
- Must the area be returned to the condition it was in before the program?
- What equipment or supplies will you need?
- Who will provide the supplies?
- Where will the supplies be kept?
- Can you control the litter/mess problem during the program?
Follow-Up Details
- How will you return all the equipment to storage or the place from which it was obtained?
- Who will be in charge of making sure equipment is returned?
- Is there a special time or place to return equipment?
- Who will pay bills, write thank-you notes, etc.
Program Evaluation
- Whose and what feedback do you want?
- When do you want to get feedback?
- What method will you use – audience survey, oral or written, program committee discussion, observations by outside evaluators, etc.?
- Was the date a good choice? Why or why not?
- Was publicity appropriated and timely? Why or why not?
- What improvements can be made in the process?
- How much will program evaluations cost?
- How will the information you get affect future program planning?
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