How to Plan a Program

1. How to Plan a Program Beth Bailey, Assistant Director/Programs and Megan Canfield, Graduate Advisor – Union Program Council September 14, 2011

2. Have Fun with Your Programs!

3. Establish program concept/idea • What/who do you want to book? • What groups/departments on campus should be involved? Co-sponsors? • Does it fit in the budget? • What are you expecting for attendance? • What venue should be used? If the event is outside, get a rain location or date. • What issues might be sensitive? • How can you make this event an “event?”

4. Setting goals • Keep goals • Achievable • Believable • Realistic • Measurable • Prioritized • Attainable • Detailed

5. Establish a timeline • Determine date of event. • Do “backwards programming,” working from the date of event backwards to know when to start planning. • Set dates for: • Reserve the location • Request the contract • Publicize • Order supplies • Day of event details • Follow up

6. Funding • Create a budget, considering contract fee, rider requirements, room, food, hotel, transportation, etc… • Contact SGA for possible funding sources, deadlines, and procedures. • Apply for grants, i.e. Convention and Visitors Bureau, NCAA athletics grant. • Cosponsor with organizations or departments, such as Union Program Council. • Submit request and budget to UPC four weeks in advance. • Explore Diversity Programming Committee funds through Office of Student Activities and Services (OSAS). • Process payment per contract.

7. Reserve a location/equipment and food • To reserve a room at the Union: • Director’s Office 532-6591 • To reserve food: • Union Catering 532-6068 • To reserve a room/space on campus: • Facilities 532-6373 • Other important numbers: • OSAS 532-6541

8. Request a contract • To research possible entertainment agents, check out the UPC Entertainment Notebook or NACA magazines. • If the event requires a contract, contact the agent and acquire a contract or do a letter of agreement. • Review rider requirements. Can’t provide something? Cross it off. • Follow policy. • Get appropriate signatures. • Contracts should be reviewed and signed by your advisor and student organization president. • Check with OSAS about contract procedures.

9. Publicity • Creatively promote the event. • Posters, handbills, chalking, Facebook, Twitter, newspaper, radio, banners, booth, word of mouth, etc… Get creative! • Promote 2-3 weeks before the event. • Union Copy Center • Utilize local media: • Kansas State Collegian • The Manhattan Mercury • Wildcat 91.9 • Go 24/7

10. Order supplies • Determine what supplies you need. • Handouts, giveaways, and prizes. • Look on-line at Oriental Trading, Stumps, 4Imprint, or Forbes Marketing.

11. Week of Event • Confirm space. • Confirm rider requirements/equipment. • Confirm food service. • Schedule volunteers. • Confirm times and tasks. • Have a Plan B ready • Write it down and share it!

12. Day of event • Make sure rider requirements are ready. • Allow plenty of time for set up. • Complete last-minute details. • START ON TIME! • Plug your group! • Get appropriate promotional information for your table, i.e., future meetings’ flyer. • Mention your group when introducing the performer. • Treat performers, volunteers, and staff with respect. • Thank appropriate personnel.

13. After the Event • Thank performer and appropriate people. • Collect audience evaluations. • Be professional and accurate when working with media. • Give appropriate credit. • Represent yourself, your organization, and K-State well. • Clean up the space.

14. Follow up • Pay bills • Analyze budget • Send thank you notes • Complete evaluation • Organize files

19. Thank You! Beth Bailey and Megan Canfield 301 K-State Student Union Manhattan, KS 66506 (785) 532-6571 lebailey@k-state.edu megcan@k-state.edu www.k-state.edu/upc