programmers & facilities

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how to find a common successful ground between event programmers and facilities staff

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  • 1. Programs & Facilities- Fostering Synergy for Positive Outcomes Jan Bilgen & Jay Craggs UW-Whitewater
  • 2. Our Background
    • Jan Started as a Union Programmer/Tech Coordinator in 1989
    • Jay- Started as a tour performing artist
    • Currently:
    • Jan Supervises programming staff outside of union
    • Jay Technical Services Coordinator for UC and campus wide events and systems
  • 3. Ground Rules Today
    • Open Mind
    • Speak plainly and honestly
    • Look for the best possible outcome not an individual win
    • Lets Check in; Who is here?
  • 4. Stereotypes
    • Programs
      • Want it all
      • Last Minute
      • Not Enough Detail
      • Trash the Place
    • Facilities-
      • Not Flexible
      • Put Up Road Blocks
      • Quick to say no
      • Programs are a burden
  • 5. Cultures & Perspectives
    • Programs
    • > Single Event Focus
    • > Reputation of group with local and with artists
    • > Multiple priorities inside 1 event
    • > Road Blocks: Temperamental Artists
    • Budgets Advertising Limits Staying Current
    • Audience Satisfaction
    • Reservations Policies
    • Facilities
      • > Multiple Event Focus
      • Programmers not always viewed customers
      • Standards
      • Reservations
      • Event Support
      • Road Blocks : Unions/Staffing
        • 3 rd Party Contracts
        • Fixed Revenue Stream
        • Lack of User Data
  • 6. In Order to Have Positive Synergy
    • Proactive and not Reactive
    • Communication
      • In Person
      • Use of Technology
    • Need to see things from multiple perspectives to collaborate
  • 7. Key Traits
    • Meeting of the Minds
    • Common Language
    • Agreed Expectation in regards to performance and communication
    • Accountability
    • Systemic/Enabling Mechanism
  • 8. Meeting of the Minds
    • Understand each others needs.
    • Realize neither stakeholder can do it as well alone.
    • Stakeholders are both professionals in what they do.
    • There is always room for improvement.
    • Students are at the heart of what we all do.
  • 9. Common Language
    • World of Acronyms and Abbreviations
    • Use of Technology
    • Hot Buttons
    • Values
    • Benchmarks
    • History
  • 10. Agreed Expectations
    • Broken down by expertise and mission
    • Create roadway for flexibility and exceptions
    • Realistic
    • Take into consideration institutions values/mission
  • 11. Accountability/Evaluation
    • Clear specific expectations
    • Mechanism to address lack of performance
    • Periodic reviews by stakeholders to address change or new parameters
    • Inclusion of front line workers
  • 12. UW-Whitewater History
    • Facilities and Programmers inside Union Supervisory and Staffing Structure
    • Facilities and Programmers in separate Supervisory and Staffing Structure
  • 13. Systemic Enabling Mechanism
    • Not solely based on word or history
    • Stakeholder Involvement
    • Frontline Worker Involvement
    • Common Goals
      • Volume in Union
      • Facilities Upkeep
      • Happy Students
  • 14. UW-W Programming Agreement
    • Created environment to examine relationship
    • Formalized existing relationships
    • Created Expectations for all stakeholders
    • Created Mechanism for check in and course adjustments
  • 15. Key to the Agreement Success
    • Admin Buy In needed
    • Front Line development and feedback
    • Dissemination/Posting of Agreement
    • Commitment to Flexibility
    • Non-Emotional, Collaborative, no turf Problem Solving
  • 16. Why Wont It Work on Your Campus
    • So and So is a jerk
    • Resistance to change
    • Programmers are 2 nd class citizens
    • Weve always done it that way
  • 17. Make It Work
    • Lead -"Leadership is an influence relationship among leaders and followers who intend real changes that reflect their mutual purposes." - Joseph C. Rost
    • Relinquish Power Create Allies - Enable Others to Act
    • Invest Time for a better more effective future
  • 18. Questions/Thoughts
    • Please be sure to sign in if youd like the presentation emailed to you
    • ACU-I asks that you complete an evaluation.
    • We look forward to your feedback &
    • thank you for doing so.