Program and Event Planning

Program and event planning help your organization achieve its goals, teach leadership skills, and foster camaraderie within your organization. However, it takes a great deal of planning and forethought prior to your event to ensure success. The following list will describe some basic programming tips that will help keep you on track.

Concept

• Determine the goals of the program.
• Examples: to bring a community together, to educate, to expose individuals to different points of view, to support other programs, to provide entertainment, to provide opportunities, to socialize, to recreate
• Brainstorm the type of event and possible themes that will match your organizational goals.
• Examples: speaker, film, dance, fundraiser, trip, food, festival, athletic event, recreational tournament
• Decide on a program within your budget.
• Discuss the options within your organization and make a group decision.

Planning

• Date
  • Find a convenient date for members in the group and for the entertainment/speaker.
  • Choose a date that does not conflict with other existing campus programs.
• Entertainment/Speaker
  • Determine the type of entertainment/speaker you would like to sponsor.
  • Research local, regional and national possibilities and negotiate a fee.
• Location
  • Project the attendance to make sure that you have reserved an adequate facility.
  • Determine the type of space that is needed for your event and any special needs you may have. Specific facility needs may include the need for: chairs, tables, lighting, sound, a stage, open space, a cooking area, an outdoor area, lecture hall, etc.
• Time
  • Determine a convenient time for your targeted audience. For example, if you want commuter students to attend your program, many are on campus during the day; so plan a time between day classes for a program. Do not plan a program when major organizations have standing meetings.
• Budget
  • Project all expenses and incomes such as fees, advertising, security, food, etc.
  • Stay on budget.
  • Brainstorm additional funding sources if you need more money.
• Publicity
  • Design publicity strategies for targeted audiences.
  • Design your promotion to fit the style and theme of the program. Be creative.
  • Make the publicity neat and accurate. Include the name of the program, date, time, place, and ticket information if necessary.
  • Distribute publicity in ample time. This allows people to plan ahead. Two weeks advance notice is ideal.
• Food
  • Determine food needs. Are you planning a dinner or a reception? Who will cater this activity? Consult with Environmental Health and Safety (471-3511) to ensure that you have the proper food permits for your event.

Implementation

• Develop a list of tasks that need to occur before, during, and after the event; then determine who will be responsible for each one. For example: ushers, clean-up crew, stage crew, publicity, and hospitality.
• On the day of the program
  • Arrive early to check on room arrangements and the set up.
  • Prepare a brief introduction statement. For example, "Welcome to tonight's performance sponsored by _________. If you are interested in having more events like this one, please talk to a representative of our organization."
• Do an evaluation of the program at the next meeting.
  • Determine if you have accomplished your program goal.
  • Record both positive and negative results for future planning.
  • Prepare financial statement of actual expenditures.
  • Send thank you notes to appropriate people.

Adapted from: Central Connecticut State University, The Success! Series, "ABC's of Programming"