What follows here is a rather comprehensive but not exhaustive list of items to think about as you plan programs and events.
1. What makes a good program?
?a. Most attendees have a positive experience. They would come again.
?b. Needs were met throughout the duration (food, drinks, cups, etc. don?t run out).
?c. If there is a cost, attendees feel they got their money?s worth.
?d. Little to no glitches ? Every detail was addressed so that there were no distractions.
?e. Attendees felt welcome, especially newcomers.
?f. No negative surprises ? Finding out there is a cover charge when you get to the door sets a bad mood for the event. Make sure costs are advertised.
?g. Large attendance does not necessarily equate to a good program ? measure the quality of the experience rather than the quantity of those present.
2. Learn from Others. Is this an annual event? Read the program evaluation from last time!
?a. By reading about what was done last time, you can make decisions about what to keep/change/improve.? You can also avoid repeating mistakes by reading the feedback of the previous planner.? You may also get ideas for something to add to make the event better.
?b. If this is the first time the event has been held, you have the exciting opportunity to shape the entire event! You can still ask for advice from others who have worked on similar events, to make sure you aren?t overlooking anything.
3. Plan Ahead!? Think through the entire program and as many details as you can.??
?a. Who is the program for? Make sure you keep in mind your target demographic when planning the event.? How many are coming? What will make them want to come? How can I make this event the most enjoyable for them?
?b. What is the program? Why are we planning it? What is the goal? Is it fulfilling a requirement, is it promoting bonding, or something else? By knowing your goals/requirements, you can make plans to reach them.
?c. When is the program? It is important to decide on a date that doesn?t conflict with other things that are going on.? Make sure to be aware of what will be happening on campus, in housing, and with the CHP before choosing a date/time.? Make use of the CHP Leader?s Calendar to avoid conflicts.? Also keep in mind class schedules ? try to avoid midterms/finals if possible.
?d. Where is a good location for the program? Think about who will be coming, and where they will be coming from.? Is it within walking distance for most of the group? Will they have to pay for parking?? Will the venue be large enough for the expected number of people?? Do we have to pay to use the venue?
?e. How can we make the program a success? Think through each of these questions, and do a mental walkthrough of the event before you start making any plans.? Make a list of supplies/equipment you will need to borrow or purchase.? Will there be food? Music? Do we need a sound system? Do we have to reserve a room?? What is our budget? How do we plan to advertise? Will we charge for admission? What is reasonable to accomplish given the allotted time? Also make a list of questions for people you may be working with.
4. Assign Responsibilities. Who is the point person(s) for this event?
?a. Never assume that ?someone? will take care of this or that.? Always make sure to assign each task, and give yourselves deadlines to complete those tasks.? Identify which things need to be done before others so that you won?t be blocked from making progress.
?b. Anyone working on the event should always report back to the point person to keep them informed. That way he/she can make sure that everything gets taken care of.? It can be frustrating for the event coordinator if they don?t know what is going on.
?c. Volunteers can be a great asset, but they need direction.? Think about how many volunteers you may need, and what you will want each one to do.? Find volunteers early. Assign and explain roles before the actual event, if possible.
5. Logistics.? Don?t forget the little things!
?a. Figure out what will be a good way for you to keep track of things.? Do you need to make lists? Spreadsheets? What works well?
?b. There are some saved documents from past CHSC events.? Check with Christina for past work on annual events to potentially save time re-making forms, etc.
?c. Make a calendar/timeline of what to accomplish, and check things off as you go.
?d. Deadlines are key. Try to avoid last minute changes whenever possible.
?e. Who is paying for what? Do you plan to get reimbursed for something? Keep receipts and all information related to the event. Make sure you know reimbursement procedures beforehand so that everyone is able to get paid back. Make sure you have an approved budget before buying things.
?f. If it is an off-campus event, you will need to coordinate rides and have drivers sign waivers.? (Alternatively, if you do not arrange rides, and say that people are responsible for getting there on their own, drivers do not need to sign waivers)
?g. Think about what could go wrong, and be prepared.? Is it an outdoor event?? What will you do if it rains?
?h. In addition to the event itself, there is set up and clean up to worry about.
?i. Make sure there is someone assigned to take pictures! And have greeters when appropriate also.
?j. Are you serving food? Do you need a food permit? Do you have vegetarian options?
?k. Do we have amplified sound? Do we need a noise permit?
?l. Is the event especially physical/could someone get hurt?? Verify whether or not the event will require insurance.
?m. Did we take care of everything? Name tags, decorations, lighting, etc?
?n. Communication. Are you working with HAs, RAs, PAAs, CHSC or some other group? Make sure everyone is in the loop. Don?t make assumptions!
6. Advertising.? Spread the word!
?a. Think about the most effective way to reach people. Posters? Email? Flyers? Facebook? All of the above?
?b. Is this a large scale event? Do we want to put out an early ?Save the Date? promotion?
?c. When making flyers for honors housing, make sure you make enough copies. Check with the HAs and RAs to determine how many flyers are needed to put one in each suite and/or common area.
?d. Posters are great for catching people?s attention. Where are some good locations to put posters?
?e. CHP-News is a great way to advertise your program.? Write up a blurb with description and details, and make sure to get it to Christina before Friday at noon so she can include it in that week?s newsletter.
?f. What other creative ways are there to advertise?? Door hangers on people?s rooms? Google calendar? Table tents in commons? Text messages? Marquee? Radio announcements?
7. Evaluate. What went well? What went poorly? What can we learn from this?
?a. After the event has concluded, make sure to write up a thorough evaluation of the program. Include how you coordinated the various parts of the event.? Talk about positive and negative aspects of the planning, and of the actual event.? Give advice/recommendations for future iterations of the event on how to make things run smoothly or how to improve this or that. When you read the previous evaluation, was there some info you thought would have been helpful to have beforehand? Include that info in your evaluation!
?b. Where appropriate, ask for feedback from others who were involved. Include feedback in evaluation.
?c. Share any constructive criticism with your fellow event planners. Is there anything that needs to be done differently for the next event?
?d. Be sure to send a thank you to all helpers/volunteers!
What else would you add to this list?
Source: http://sites.uci.edu/chpleaders/2012/10/25/programming-overview-2/
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