10 STEPS TO SUCCESSFUL PROGRAM PLANNING

The following outline suggests helpful ideas to consider when developing and implementing programs. 
 
1.    Assess needs and interests 
            -Interest survey 
            -Questionnaire 
            -Informal group discussion 
            -Suggestion Box
  
2.    Develop a purpose 
            -Identify objects and formulate rationale for 
                programs         
            -Determine what you hope to accomplish 
            -Determine what needs you will be satisfying
  
3.    Initiate the program 
            -Brainstorm –where, what, when, and resources 
            -Sort and evaluate the ideas 
            -Solidify one idea  

4.    Determine a budget 
            -How much money do you have immediately available 
            -Types of fundraisers you could use 
            -What is the cost of the performer, lecturer, publicity, 
                hospitality, maintenance, etc? 
            -If recognized as a student organization by SGA, submit 
                a budget proposal prior to the event, with as much 
                advanced notice as possible.  

5.    Implement the program 
            -Identify possible dates, times, and places 
            -Contact Director of Facilities Scheduling early to 
                determine availability of venue 
            -Check for scheduling conflicts (exams, other events, 
                etc.) 
            -Arrange for specific time, date, and place 
            -Reserve room and how you want it arranged by 
                completing a facilities permit form.  Interoffice mail 
                form to Director of Facilities Scheduling or complete 
                online.                  

6.     Publicity 
            -Identify who is responsible 
            -Identify whom you are trying to reach 
            -Determine types of community and campus publication 
                available. 
            -Information Desk                    
            -Audio-Visual 
            -Pulse Newspaper 
            -WLFC Radio Station 
            -University Relations Press Release 
            -SAO – to advertise to campus   
            -Determine type of publication 
                1. Mailing list           9.  Newspaper 
                2. Costume runs      10. Grapevine 
                3. Banners               11. Invitations 
                4. Posters                12. Info desk 
                5. Buttons                13. Calendars 
                6. T-shirts                14. Voice Mail 
                7. Word of mouth    15. Faculty announcements 
                8. Radio                        

7.     Finalize plans 
        -Check with resource person 
        -Check to make sure of dates, place, etc. 
        -Make sure publicity goes out on time 
        -Make sure someone is available to greet speaker, 
            performer, and orient him/her to situation  (audience, 
            special circumstances) 
        -Finalize last minute details with Director of Facilities 
            Scheduling 
        -Finalize last minute details with Sodexo’s Catering 
            Manager    

8.     At the time of the program 
        -Give brief intro of speaker, performer-qualifications, note 
            who is sponsoring event and who is funding the event, 
            note location of restrooms, ask that cell phones be 
            turned off, etc…facilitate and direct discussion, if 
            needed 
        -Participate, relax and enjoy the program 
        -Have clean up and load out crew scheduled to help with 
            tear down.  (Yes, there are house keepers, but they 
            appreciate it when organizations do light clean up after 
            events)    

9.     Evaluate the program 
        -Attendance-compare anticipated with actual 
        -Efficiency-was the effort worthwhile 
        -Did presentation satisfy needs and goals of program 
        -Integrate and assess the feedback 
        -Additional comments    

10.     Thank you notes 
        -To all of the people that helped with the program (i.e.: 
            Director of Facilities Scheduling, Grounds Crew for set 
            up of venue, Food Services, Security, House Keeping, 
            etc…Remember, without all of their behind the scenes 
            support and assistance, student organization event’s 
            would not be successful.)