Planning a Program
Below is a tentative schedule of tasks to plan a program. Your program may not require all steps, but the preparation timeline is recommended for most programs planned by student clubs and organizations. Pay attention to bolded items - they include links to valuable information to guide you in your planning. If you are a club and need help planning your program, contact the Student Activities Office to set up a meeting. Halls should email Casey St. Aubin. Click here for more information regarding program planning.
Before you start, though, consider the purpose and mission of your organization. With any event, look to your group’s mission (which can be found in your group’s constitution) to make sure it fits within the scope of the group.
Just a note when choosing your event dates:
- Avoid programming on Study/Reading Days and Finals Days. These days are reserved for academics.The last day to hold an event is the last day of classes each semester.
- All dinners/banquets, trips, performances, study break events, etc should happen on or before this date.
- Reimbursements will not be processed for events that take place after this date.
10 Weeks Prior to Event
- Budget Breakdown
- Set Goals
- Target Audience
- Complete SAO360 Request
- Waivers must be signed for many group activities, such as physically active activities or travel. These will be provided to you prior to your event.
- If you plan to include children in your event, please speak with the Mia James(clubs) or Casey St. Aubin (halls) ahead of time. A waiver will be necessary, and it must be signed by the child’s guardian, so allow ample time for this.
- Reserve Rooms and Rain Location (for information on LaFortune, click here. For ideas for other locations and how to reserve them, click here)
- Assess Equipment / Technical Requirements
- Work with SAO to Request Contract
8 Weeks Prior
- Meet Deadlines on Tasks
- Brainstrorm Publicity Ideas
6 Weeks Prior
- Advisor / Student Activities Office Process Contract
- Reserve Vehicle
- Reserve Housing / Hotel
- Process Check Request through Student Union Bookkeeper
- Confirm Equipment / Technical Requirements
- Re-read Contracts and Contract Riders
4 Weeks Prior
- Confirm SAO360 Approval
- Begin Advertising: Newspaper, Radio, Buttons, Posters, Fliers, Table Tents, Brochures
- Begin Ticket Sales
- Arrange Food Service and Hospitality Needs
- Arrange Committees
- Make Contact with Agent
- Confirm Housing / Hotel
2 Weeks Prior
- Prepare Details for Press Conference
- Re-read Contracts and Contract Riders
- Confirm Payment Readiness
- Confirm Volunteer Crew
- Push Full Force Advertising
- Confirm Supplementary SAO360 request Approvals
Day Before
- Dry Run of Event
- Prepare Introduction
- Receive Check for Performer
- Confirm Hospitality Arrangements
Day of Event
- Confirm Hospitality Arrangements
- Check on Set-Up(s)
- Check on Volunteer Management
- Welcome Performer
After Event
- Pay Performer Immediately
- Clean Up
- Conduct Immediate Evaluation
- Write and Send Thank You's
