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Program Planning

So, you're going to plan a big event, but you don't know where to start. Don't panic. This handout is designed to help you through this process and smooth out the rough spots of planning and preparing for a successful and memorable event.

The first step is to determine why you are putting on the event. The following are some questions that may help clarify what you are doing and why:

  • What do you want to achieve by having this program?
  • What are your organizational goals and how will this event help you meet them?
  • What do you, as the planners, want to get out of this experience?
  • Is there a current need or an interest in this program area?
  • Are other similar programs being offered?
  • Has a similar event been held in the past? What was the response?
  • Are your members enthusiastic about organizing this event?
  • Is organizing this program worth your members' time?
  • Is there enough time to thoroughly organize, publicize and promote the program so that it will be successful?

Once you have satisfactorily answered these questions, planning the program is really quite easy if you follow these five simple steps:

  1. Identify Needs
  2. Develop Program Goals and Objectives
  3. Organize Program Plans
  4. Implement Plans
  5. Evaluate the Event

Identify Needs
Who is the audience and what does the audience want to see or experience with this kind of program? What are their needs? How big do you want this program to be? Does the type of event you're planning limit the audience size? If so, how will you determine who can attend?

Develop Program Goals and Objectives
After you have identified your program's audience and needs, which ones do you want to have your event address? Define specifically what you want the participants to learn or experience from the program. This will be the goal of your event. Be clear about the kind of program you are planning, i.e., social, cultural, educational, or fundraiser. Identify other resources to help you when and where necessary.

Organize Your Plans
What do you specifically need to do to accomplish your objectives? When do you want to hold this event? Be sure to consider whether or not you have enough time to make all the necessary arrangements and whether or not your members will be able to complete all of their tasks. Many program planners find it helpful to make a time line working in reverse; start at the day of the event and fill in publicity deadlines, facility agreements, etc. This can help you see if you are being realistic or if you are setting yourself up to be unable to meet your obligations.

Scheduling Facilities
Where you hold your program is very important. Facilities can determine audience size, date, and time. It can set the mood for formal, informal, workshop or auditorium style. See Room Reservations for more information.

Establish a Budget
How much money do you have to work with? Will revenues need to be generated? Will you charge admission? If so, will students be charged less than faculty, staff and community participants? Will tickets/registration be taken at the event or beforehand? See the Finance Committee for more information.

Methods and Resources
Another thing to consider is that often times speakers and entertainers will want you to sign a contract. All contracts must be reviewed by the Director of the Office of Student Activities and Community Services.

Publicity
There are many different ways to publicize an event - posters, fliers, banners, newspaper ads, etc. Consider what ways are most effective in reaching your intended audience. All fliers must be reviewed and stamped as approved prior to posting on campus and must have a contact phone number or email address. Be advised there may not be any references to alcohol. Please stop by the OSACS office to have your original reviewed.

Program Details, Follow-Up and Clean-Up
Be sure to make a list of what needs to be done before, during and after the event. What are your equipment needs? Do you need registration tables? Special power hookups for speakers, computers, telephones? Be sure to ask your speakers what materials or equipment they need in order to do their part.

Implement Plans
Be very clear in the beginning who will perform what tasks and what roles and expectations everyone has of each other. Be realistic when delegating tasks and responsibilities. Give people enough time to complete their work and assign to them things that are within their capabilities. Set people up to succeed.

Evaluate the Event
The evaluation process is three-fold: 1) the audience's feedback, 2) the presenter's experience and recommendations, and 3) the planner's thoughts and recommendations. Each group should be asked whether they feel the program accomplished what it was intended to. What went well? What could have been better?

There are several different methods of obtaining this information, but the one most often used is a written evaluation distributed after the program. This is when the program planners evaluate the event to find out whether there was sufficient time allowed for planning and implementation. Did the program reach the goals and objectives? What should be done next time that wasn't this time? Did the anticipated audience attend?

A well thought out and thorough evaluation is an educational aspect of programming. It allows you to learn from your successes and learn what needs to be improved. Evaluations can also provide an historical file for the organization and can be a useful reference for future programmers.

USED WITH PERMISSION: University of Michigan Office of Student Activities and Leadership Handouts