Program Planning Checklist
Over the course of time, your student organization will most likely plan a program of some kind. Programs can range from social to educational, for a cause or simply for fun. When planning a program, there are many factors to consider: The who, what, when, where, why, and how factors:
EVENT PLANNING CHECKLIST AND TIMELINE
It is important to stay organized when planning an event or program. There are usually many details to remember and tasks to complete. Use the checklist below to make your event extraordinary.
- Title of the Event:
- Brief Description of the Event:
- Date of the Event:
- Time of the Event:
- Reserved Location (Rain location if outdoors?):
- Contact Person with Email and Phone Number:
1. Brainstorm and Choose an Event Idea
With a committee or by yourself, brainstorm a list of ideas you would like to provide to the campus community. Remember that there are no bad or outrageous ideas when brainstorming. Review your brainstorm list and discuss the feasibility of each idea. Then choose the program you want to work on as a committee or organization.
2. Develop Program Goals
Why?
What is the purpose of our program? What are our goals? Why are we doing this? How does this program support the vision and scope of our group?
Who is involved with the program?
Who will be involved with planning and implementing the program (hall council members, RAs, students, etc.)? Are committees appropriate and who will be on them? Who needs to approve the program?
What--description of the program
What will the program accomplish? Is it necessary? What is your target population (immediate community, local community, city, etc.)? How many people do you estimate attending?
What are the costs involved with the program?
Consider food, supplies, advertising, tickets, prizes, transportation off campus, security, etc. Should the program be cosponsored with another group – RHA, Hall Councils, other clubs/student organizations, WEB, GRAC, etc.?
When will the program happen?
Does the date conflict with major exams, holidays, or other important events around campus?
Where will the program be held?
You need to reserve any space you use, even if it’s an outside area like Jackson Plaza or Brown Field. Locations include spaces inside and outside, such as classrooms, rooms in the University Center, residence hall common areas, etc.
How will people know about the program?
What needs to be done to advertise the program— posters, social media, digital signage, e-mail, personal contact? When does the advertising need to go out? Who will be in charge of coordinating ads?
Have you considered the following?
Gender bias and gender-neutral language; religious backgrounds, rituals and traditions; diverse racial and/or ethnic populations; needs of students with disabilities; economic limitations faced by some residents; heterosexual bias and diverse sexual orientations.
Who is your target audience?
- Undergraduate Students
- Graduate Students
- Faculty & Staff
- Community Members
What are the Goals of the Program?
A.
B.
C.
3. Communicate with the Performer/Presenter (if Applicable)
Take some time to contact the performer or their agent to discuss cost, availability, needs, and other important information. Do not confirm or offer anything at this point in the planning. Students, regardless of their position, cannot sign contracts.
4. Reserve a Location (as soon as possible)
Determine which space on campus would work best for the program and then reserve it through the Scheduling office sure to wait until you receive confirmation before you continue the process.
5. Create a Budget
Establishing a budget will assist you in using student funds appropriately and will help determine if you need to seek additional funding. Use the list below to help determine all of your expenses for the event. For fundraising information see the last page of this handout.
- Artist’s Fee
- Lodging
- Transportation
- Catering
- Decorations
- Equipment Rental
- Advertising
- Security
6. Design and Create/Order Publicity Materials
All publicity should be designed to include necessary information relevant to the event. Interesting forms of publicity are good ways to attract people to your event. SEAL has an assortment of supplies for your organization to use to make publicity. Remember to include all the sponsors’ names (ASWU, etc.) on the publicity. Always be sure to include contact information with your <email> so that your publicity is not taken down.
7. Contract Performers
All performers should be contracted, regardless of whether or not they are receiving payment. All contracts need to be reviewed and signed by the Vice President of Student Affairs to be official. Any performer that will be paid will also need to complete an IRS 1099 form from the Finance and Accounting Office.
8. Reserve Guest Lodging
Some performers need lodging (may be written in the contract). A list of typical lodging locations is available on the Willamette website. Remember to consider transportation to and from the hotel, airport, or train station when arranging lodging.
9. Order Catering
Food and beverages are often a nice addition to a program or event. If you would like to have any food or beverages at an event on campus, it must be obtained through Bon Appetit catering. No outside catering companies are allowed to service the campus without approval from Bon Appetit. To order catering, visit http://willamette.cafebonappetit.com/ . Remember to place your order at least 2 weeks in advance!
10. Purchase Supplies, Decorations, etc.
Use this form to request supplies and other purchases are made using a University credit card. Purchases are made by a university staff member so students do not have to use their personal funds.
11. Reconfirm that everything has been ordered/reserved and arrival time (2 weeks prior)
- Rooms
- Volunteers
- Catering
- Security
- Technical Support
- Insurance
- Set-up
12. Distribute Publicity Materials
Make sure that you follow the poster distribution route, available on the SEAL website.
13. Enjoy Your Program
14. Evaluate Your Program
It is important to evaluate your program’s successes and areas for improvement. Not only will this give you and your organization a time to debrief and reflect, but it is an opportunity to take notes for transitioning and the future of your student organization.
WILLAMETTE KEYS TO A GREAT PROGRAM
Scheduling Rooms
Where you hold your program is very important. The available facilities can determine audience size, date, and time. It can set the mood for formal, informal, workshop or auditorium style. Rooms get booked on campus quickly. You must reserve them early, through the Scheduling & Events Office. You must be a registered organization to reserve space on campus. This process will also start other processes such as requesting amplified sound, technology such as a projector, or other set-up considerations. Stop by the Office of Student Engagement & Leadership (SEAL) to learn how to become a registered organization if your group is not already one.
Establishing a Budget
You’ll want to consult the ASWU Finances website to learn how and when you can request money for your event or program. How much money do you have to work with? Will revenue need to be generated? What kind of resources do you have at your disposal to raise money and/or cover costs? If you plan on charging admission, it is important to consider what this fee will cover as well as how much participants will pay. Other funding sources include CAFES and RHA. Student organizations are also permitted to fundraise within the guidelines of the policy.
Timeline
Many program planners find it helpful to make a timeline working in reverse: start at the day of the event and fill in publicity deadlines, facility agreements, etc. This is called a backwards calendar and it can help you see if you have a realistic time frame or if you are setting yourself up to be unable to meet your obligations.
Contracts
Another thing to consider is that any time you are going to pay a performer or speaker, you will need to use a contract. Sometimes the performer will provide the contract, sometimes they want to use Willamette’s contract. Students are not permitted to sign contracts because then they can be held financially and legally responsible for the event. To initiate a contract, contact student-affairs-office@willamette.edu
Publicity
There are many different ways to publicize an event – posters, flyers, banners, etc. Refer to the publicity policy and poster distribution route for information about how and where to publicize. Don’t forget about the Toilet Paper and Today@Willamette. Willamette’s social media accounts will share your event information if you tag them in your post. The Collegian provides an events calendar and so does the Willamette website. You can also buy advertising in the Collegian.
Program Details
Be sure to make a list of what needs to be done before, during, and after the event and who will do them. What are your equipment needs, like a projector and screen? Do you need registration tables or table cloths? Special power hook-ups for speakers? Be sure to ask your guest speakers or performers what materials or equipment they need in order to provide a quality program; this is usually found on the contact rider.
Inclusive Programming
When programming, it is important to be mindful of the differences of the people in the community. Individuals striving to create, and maintain, inclusive communities must ask the following question: “Whose perspectives, experiences, viewpoints, and voices are included?” Check out the Accessible Education website for more information on creating inclusive spaces.
Little Extras
As event planners we usually get caught up in the major elements of the program; publicity, bills to be paid, room reservations, and presenter information. Adding some finishing touches to your event can turn a great event into a fantastic event. How wonderful would it be if the people who attend your event left feeling excited and looking forward to your next program? The little things count.
- Have someone greet participants when they come through the door.
- Print name tags if the event involves people meeting and interacting for the first time.
- Purchase an item from the Willamette Store as a gift for your guest performer(s) or speaker(s).
- Provide the audience with programs or event schedules.
- If handouts are to be used, make sure there are enough for everyone.
- Choose someone who enjoys public speaking to read a prepared announcement to introduce the program.
- Evaluate the program, and make suggestions for improvements next time.
- If appropriate, write thank you notes or find a way to show your appreciation for helpers.
- Create a shared drive with notes to pass on to the person who will work with the program in the future.
