Student Leadership Conference: Programming and Event Planning

1. Student Leadership Conference:Programming and Event Planning

2. Introduction to Programming & Event Planning OBEJECTIVES • To provide participants with the tools necessary to host successful on-campus events and programs for their members and the STJ Community. • To inform student leaders of the resources available to assist with the planning and execution of events. • To inform students of the policies and procedures necessary to avoid event cancellation, judicial issues, and organization suspensions.

3. Introduction to Programming & Event Planning When Planning Events Where Do I Start?

4. Introduction to Programming & Event Planning GREAT Programs start by answering

5. Introduction to Programming & Event Planning An essential part of running a student organization is planning programs and fundraisers geared towards the professional, personal, spiritual, and social development of your peers. When you begin the process of planning or fundraising, you want to consider the WHAT, WHO, WHEN, WHERE, WHY, and HOW factors. These questions will give you a foundation for your event outline.

6. Introduction to Programming & Event Planning The What • What is the program or what are you fundraising for? • What do you need to make or order for the event to be successful? (food, supplies, decorations, tickets, prizes, performers, speaker, equipment etc.) • What other events are going on at St. Johns or in general and do they add or take away from your event? (Holidays, Midterms, Homecoming, Spring Weekend, etc.)

7. Introduction to Programming & Event Planning The Who • Who will be involved? (Departments, organizations, outside vendors, committee members, etc.) • Who needs to give the approval? (Your advisor, Student Government, etc.) • Who is your target audience? (STJ students, local community members, friends and families, etc.)

8. Introduction to Programming & Event Planning The When The Where • When is the best time and day to have the event or raise the funds? • Day, night, weekend, common hour, etc. • Where is the best location to host the event? (Expected attendance will determine what venue you will have in addition to space availability). • Program Location: DAC, Marillac, Great Lawn, Montgoris Patio …etc

9. Introduction to Programming & Event Planning The Why • What is the purpose of the program or fundraiser? • What are the goals and objectives? • Does the event support the organization’s purpose and mission? • Is the event a fundraiser, community service, or signature program?

10. Introduction to Programming & Event Planning The How • How much will this event cost? Do you have enough money in your budget to cover expenses? • How will you execute the pre-planning of the event? • How will you execute the actual event? • How will you advertise? • How much are you charging participants?

11. Introduction to Programming & Event Planning Now that we know what we want to do … What's the next step … PAPERWORK!!!!!!!

12. Introduction to Programming & Event Planning The Paperwork Event Reservation Form – Space Form Audio/Visual Equipment Request - Projectors, Screens, Laptops for programs Group Community Service Form – Report Organization Service Contracts – 3rd Party Agreements

13. Introduction to Programming & Event Planning The Paperwork : Contracts • No Fee Presentation Agreement: This contract is used for a performer/speaker that will be providing a FREE service. • Providers Rider: Use this contract when a performer/speaker has submitted their own contract for approval. • Agreement: This contract is used for non-stj catering companies. • Rider: Use this contract when a caterer has submitted their own contract for approval. • Provider’s Agreement: This contract is used for a performer/speaker that will be providing a paid service.

14. Introduction to Programming & Event Planning Operations The Mission Operations is dedicated to a high quality, service-driven culture that enhances the experience of the Student Center and all student events. Operations Team Frank Jerome- Business Analyst Diana Lopez- Asst. Director of Ops & Event Support Services Nathanael Louis- Coordinator of Ops & Event Support Services Fran Goldberg- Room Reservationist Event Management Staff Little Theatre Staff

15. Introduction to Programming & Event Planning Operations How Does Operations Support Student Orgs? • Room Setups • Event Management Staff is responsible for any room setups in the D’Angelo Center. • Event Tracking • In an effort to track the success of your event this service is available upon the request of your advisor. • Audio/Visual Needs • In D’Angelo Center all reserved space is A/V ready and can be setup by Operations with the exception of room 416 (DAC Ballroom). Laptops, Projectors, a/v cables etc can be provided but have to be cleared by the org advisor first. • Night time Event Management • Event Management Staff is required when: • Event takes place after 4:30pm • Money is being collected • Minimum of 150 people • If event takes place in Marillac Terrace, Marillac Auditorium, Little Theatre, D’Angelo Center.

16. Introduction to Programming & Event Planning Operations How to get it done!!! • Room Setups • Fill out the Event Registration and Setup Form or the Little Theatre Reservation Form • Event Tracking • A formal request should come from your advisor 2 weeks in advance. • Audio/Visual Needs • If event is in the DAC Ballroom 416 a Classroom Support MUST be completed. Any other A/V request will be handled by Event Management Staff. • Night time Event Management • Complete a Student Event contract and return within 14 business days.

17. Introduction to Programming & Event Planning Operations How can we be reached Event Management Staff Office DAC Rm. 127 Phone:718-990-1423 Email: stuoperations@stjohns.edu Nathanael Louis DAC Rm. 130 Phone: 718-990-7987 Email: louisn@stjohns.edu Diana Lopez DAC Rm. 12 Phone: 718-990-2104 Email: lopezd1@stjohns.edu

18. Introduction to Programming & Event Planning DO’s DON’T • Submit your paperwork on time • Follow up with all all parties involved in the event • Delegate task • PROMOTE PROMOTE PROMOTE • NEVER SIGN A CONTRACT • Do not submit paperwork after the deadline • Do not cancel events without notifying your advisor

19. Introduction to Programming & Event Planning Tips and FAQs How do I find out which rooms are available to book for my organization’s event? You have to put two back up dates and locations on your requisition form and if they are not available Fran Goldberg (Ext. 1369) will give you some options to choose from. Do I come back to pick up my paperwork after I drop it off in Campus Activities? No, after your advisor signs the paperwork a student worker will distribute the forms to the appropriate location. If there are any discrepancies or mistakes, you are to receive your paperwork in your mailbox for correction. How do I get copies? You can get copies from the co-op, in the DAC Room 101. The fee for copies will come out of the organizations budget. How do I find out what organizations and/or events are on campus? Log into your OrgSync account on STJ Central and check out the event calendar. How do I make an appointment with an advisor/administrator? The best way to set up an appointment is by email.

20. Introduction to Programming & Event Planning Group Exercise You and your group belong to the Campus Activities Program Board. Your job will be to plan an event from A to Z. As a group you will need to create a title and purpose, gather all paperwork documents needed to successfully have the event, and present this event to the Campus Activities Funding Board who will approve or deny your request. For your event you will need a microphone, EMS to swipe, and DJ. Make sure to submit the proper paperwork. All incomplete submissions will be denied.

21. Q & A