How to Plan a How to Plan a ProgramProgram

Beth Bailey, Assistant Beth Bailey, Assistant Director/Programs and Megan Director/Programs and Megan

Canfield, Graduate Advisor – Union Canfield, Graduate Advisor – Union Program CouncilProgram Council

September 14, 2011September 14, 2011

Have Fun with Your Have Fun with Your Programs!Programs!

Establish program Establish program concept/ideaconcept/idea

What/who do you want to book?What/who do you want to book? What groups/departments on campus should What groups/departments on campus should

be involved? Co-sponsors?be involved? Co-sponsors? Does it fit in the budget? Does it fit in the budget? What are you expecting for attendance?What are you expecting for attendance? What venue should be used? If the event is What venue should be used? If the event is

outside, get a rain location or date.outside, get a rain location or date. What issues might be sensitive?What issues might be sensitive? How can you make this event an “event?”How can you make this event an “event?”

Setting goalsSetting goals

Keep goals Keep goals AchievableAchievable BelievableBelievable RealisticRealistic Measurable Measurable PrioritizedPrioritized AttainableAttainable DetailedDetailed

Establish a timelineEstablish a timeline

Determine date of event.Determine date of event. Do “backwards programming,” working from Do “backwards programming,” working from

the date of event backwards to know when to the date of event backwards to know when to start planning.start planning.

Set dates for:Set dates for: Reserve the locationReserve the location Request the contractRequest the contract PublicizePublicize Order suppliesOrder supplies Day of event detailsDay of event details Follow upFollow up

FundingFunding

Create a budget, considering contract fee, rider requirements, Create a budget, considering contract fee, rider requirements, room, food, hotel, transportation, etc…room, food, hotel, transportation, etc…

Contact SGA for possible funding sources, deadlines, and Contact SGA for possible funding sources, deadlines, and procedures.procedures.

Apply for grants, i.e. Convention and Visitors Bureau, NCAA Apply for grants, i.e. Convention and Visitors Bureau, NCAA athletics grant.athletics grant.

Cosponsor with organizations or departments, such as Union Cosponsor with organizations or departments, such as Union Program Council.Program Council. Submit request and budget to UPC four weeks in advance. Submit request and budget to UPC four weeks in advance.

Explore Diversity Programming Committee funds through Office of Explore Diversity Programming Committee funds through Office of Student Activities and Services (OSAS).Student Activities and Services (OSAS).

Process payment per contract.Process payment per contract.

Reserve a Reserve a location/equipment and location/equipment and foodfood

To reserve a room at the Union:To reserve a room at the Union: Director’s OfficeDirector’s Office 532-6591532-6591

To reserve food:To reserve food: Union Catering Union Catering 532-6068532-6068

To reserve a room/space on campus:To reserve a room/space on campus: Facilities Facilities 532-6373532-6373

Other important numbers:Other important numbers: OSASOSAS 532-6541532-6541

Request a contractRequest a contract

To research possible entertainment agents, check out To research possible entertainment agents, check out the UPC Entertainment Notebook or NACA magazines.the UPC Entertainment Notebook or NACA magazines.

If the event requires a contract, contact the agent and If the event requires a contract, contact the agent and acquire a contract or do a letter of agreement.acquire a contract or do a letter of agreement.

Review rider requirements. Can’t provide something? Review rider requirements. Can’t provide something? Cross it off.Cross it off.

Follow policy.Follow policy. Get appropriate signatures.Get appropriate signatures.

Contracts should be reviewed and signed by your advisor and Contracts should be reviewed and signed by your advisor and student organization president.student organization president.

Check with OSAS about contract procedures.Check with OSAS about contract procedures.

PublicityPublicity

Creatively promote the event.Creatively promote the event. Posters, handbills, chalking, Posters, handbills, chalking,

Facebook, Twitter, Facebook, Twitter, newspaper, radio, banners, newspaper, radio, banners, booth, word of mouth, etc… booth, word of mouth, etc… Get creative!Get creative!

Promote 2-3 weeks before Promote 2-3 weeks before the event.the event.

Union Copy CenterUnion Copy Center Utilize local media:Utilize local media:

Kansas State CollegianKansas State Collegian The Manhattan MercuryThe Manhattan Mercury Wildcat 91.9Wildcat 91.9 Go 24/7Go 24/7

Order suppliesOrder supplies

Determine what supplies you need.Determine what supplies you need. Handouts, giveaways, and prizes.Handouts, giveaways, and prizes. Look on-line at Oriental Trading, Stumps, Look on-line at Oriental Trading, Stumps,

4Imprint, or Forbes Marketing.4Imprint, or Forbes Marketing.

Week of EventWeek of Event

Confirm space.Confirm space. Confirm rider requirements/equipment.Confirm rider requirements/equipment. Confirm food service.Confirm food service. Schedule volunteers.Schedule volunteers.

Confirm times and tasks.Confirm times and tasks.

Have a Plan B readyHave a Plan B ready Write it down and share it!Write it down and share it!

Day of eventDay of event

Make sure rider requirements are ready.Make sure rider requirements are ready. Allow plenty of time for set up.Allow plenty of time for set up. Complete last-minute details.Complete last-minute details. START ON TIME!START ON TIME! Plug your group!Plug your group!

Get appropriate promotional information for your table, i.e., Get appropriate promotional information for your table, i.e., future meetings’ flyer.future meetings’ flyer.

Mention your group when introducing the performer.Mention your group when introducing the performer. Treat performers, volunteers, and staff with respect.Treat performers, volunteers, and staff with respect.

Thank appropriate personnel.Thank appropriate personnel.

After the EventAfter the Event

Thank performer and appropriate people.Thank performer and appropriate people. Collect audience evaluations.Collect audience evaluations. Be professional and accurate when Be professional and accurate when

working with media.working with media. Give appropriate credit.Give appropriate credit.

Represent yourself, your organization, Represent yourself, your organization, and K-State well.and K-State well.

Clean up the space.Clean up the space.

Follow upFollow up

Pay billsPay bills Analyze budgetAnalyze budget Send thank you notesSend thank you notes Complete evaluationComplete evaluation Organize filesOrganize files

Thank You!Thank You!

Beth Bailey and Megan CanfieldBeth Bailey and Megan Canfield

301 K-State Student Union301 K-State Student Union

Manhattan, KS 66506Manhattan, KS 66506

(785) 532-6571(785) 532-6571

lebailey@k-state.edulebailey@k-state.edu

megcan@k-state.edumegcan@k-state.edu

www.k-state.edu/upcwww.k-state.edu/upc