So, you are going to plan a big event,
but you don’t know where to start? This section is designed to take
you through the basics of planning and preparing for a successful
event.
A program can be planned in five simple steps:
Identifying Needs
In order to identify needs, you need to ask yourself several
questions:
• Who is my audience?
• What does this audience want to experience with this kind of
program?
• What are the audience’s needs?
• What methods of assessment will be used to determine those needs?
(i.e. word-of-mouth, surveys, suggestion box)
• How big do you want the program to be?
• Does the type of event you’re planning limit the audience size? If
so, how will you determine who can attend?
Once your group has discussed these questions, you are ready to
develop the program’s goals and objectives.
Developing program goals and objectives
By answering the following questions, you will be able to determine
the goal of your program and begin to organize plans to meet your
goal.
• What are your desired outcomes (goals)?
• What do you specifically need to do to accomplish these outcomes?
• What is the purpose your event/program? How does the answer to
that question impact when, where, and how you would like it to take
place?
• Define specifically what you want the participants to learn or
experience from your event.
Organize your plans
• What do you need to accomplish your goals?
• When do you want to hold the event?
• Consider whether or not you have enough time to make all of the
necessary arrangements and whether your members can complete all of
the tasks.
• Determine a timeline working in reverse: Start at the day of the
event and fill in publicity deadlines, facility arrangements, etc.
This can help you see if your objectives are realistic.
• It is also recommended that you meet with the members of the
Student Activities Board or Director of Student Activities to review
your plans and receive feedback.
The following are areas to focus on when organizing your plans –
• Scheduling facilities is vital to the success of your program.
Facilities can determine audience size, date and time. Facilities
can also set the mood for formal, informal or auditorium style
programs. Please refer to the Room Reservation Guidelines for rules
and regulations on reserving facilities. Contact Tammi Clanton-Elmore at
792-7456 to reserve facilities.
• Establishing a budget is necessary because it helps shape the
program. Budgets help to establish guidelines for spending,
admission fees, and the amount of fundraising or resource finding
work you will need to accomplish.
• Contracts are often required for facilities, catering, or
entertainers. Read them carefully and have the Director of Student
Activities review them. If you have questions, don’t be afraid to
ask. No student group-except social Greek’s may enter into
contracts.
• Publicity is the key to high attendance numbers. If you plan a
good program but nobody knows about it, you are setting yourself up
for disappointment. Publicity can include posters, flyers, banners,
newspaper ads, etc.
• Determine the program details. Make a list of what needs to be
done before, during and after the event. Sample details are
equipment needs, registration tables, special power hookups, etc.
Even the smallest details should be written down on a checklist.
Implement the Plans
Evaluating the Event
The evaluation process is threefold:
• Audience feedback
• Presenter/entertainer’s experience
• Planner’s thoughts and recommendations
Each of these groups should be asked whether they felt the program’s
goals and objectives were accomplished. What went well? What could
have gone better? Suggestions? There are several methods of
obtaining this information, but the most often used method is a
written evaluation distributed following the program.
Additional Tips and Suggestions –
• In the ideal program, everything runs so smoothly that the
participants may see little evidence of pre-planning or behind the
scenes work.
• Don’t compromise on details.
• Don’t assume anything or allow situations to continue that make
you nervous or uncertain.
• Meet all problems head-on.
Things rarely go as planned, but if you are prepared and avoid
panicking, problems can be avoided.
