(vipmen.net) - Be aware of possible obstacles and distractions. Do you anticipate anything sidetracking this event or your helpers? Step 1: Assessment
Determine the needs and desires of the people you want to plan and those you want to attend the program. There are several ways to do this:
- Brainstorm with the planning group.
- Take a survey.
- Do a random poll by phone or at dinner.
- Hang up an idea board.
There are several resources available to your group in the beginning stages of planning also. Be sure to check out what you may be missing:
- LSE: Resource Series, contracts, check lists, policy clarification
- E2K co-sponsorship or programming expertise
- Student Government Program Grants
- Space: Campus Center, Union, Campus Grounds
Step 2: Objectives
What type of things do you want to happen at the program or event? What is its purpose? Is it to educate or entertain or perhaps just to bring people together?
Step 3: Involve Others
People take interest in the programs they help to plan. Get as many people involved as is reasonable. What other campus organizations/departments can help? Seek out co-sponsorships. Be sure not to try to do this all yourself. Delegate the tasks that need to be done throughout your organization to make this event successful.
Step 4: Pre-planning
Find an appropriate date, time and location for the event. Consider the availability of your audience and space. Consult the College calendar from Communications and the Student Life Calendar so you do not compete with other events. Then check for space availability (call Event Services, x4000, or LSE for the Campus Center, x4023).
How will you fund this event? If you don’t already have organizational funds to support it, you will need to find other sources of funding. SGA program grants are an excellent resource, and you need to apply for one of these at this stage in your program development.
Step 5: Plan Program
Use a programming checklist to the plan the program. One is included on the planning website, or create one yourself. Be sure to determine who, what, when, where and why for all aspects of your plan.
Backwards planning is also extremely beneficial in this instance, and relatively easy:
- State what your finished result will be (i.e., over 200 students leaving the theater on November 15, glad they came).
- Make a list of the major steps to the finished result (i.e., arrange for facilitator/announcer, provide ushers, arrange for lodging and hospitality for speaker, publicize to organizations, contract speaker, reserve walter theater, seek grant funding, etc.).
- Using a calendar, create your timeline for accomplishing each step. Give yourself time limits and set deadlines while will give you appropriate time to complete the task without rushing.
- Be aware of possible obstacles and distractions. Do you anticipate anything sidetracking this event or your helpers? Write down all possible obstacles and distractions.
- State the substeps. Work out the fine details of each major step.
- Work the plan. Put your strategy into action.
- Revise and flex according to needs. Adapt and adjust your original plan to accommodate any emergencies or miscalculations.
- Complete your plan and accomplish your task.
By working backwards before you ever start to go forwards, you run less chance of overlooking important components, realizing that you have eight major tasks to complete by tomorrow, or not starting preliminary work in time to meet deadlines. Careful pre-planning gives you a better chance for a smooth process and a successful event.
Step 6: Publicize
To make your event successful, people have to know about it. Use multiple means of publicity for the most impact. Consider your potential audience, and the best ways to get the word to them. Refer to the publicity ideas and use some of them. Word of mouth is one of the most effective means of publicizing an event. Don’t forget you have the services of a very talented graphic artist in LSI if need it.
Step 7: Make It Happen!
Make the event happen! Follow your checklist. Don’t get panicked by the big picture. If you’ve done a good job in your pre-planning, the steps will help make things more manageable. Follow-up on the tasks delegated, and be sure to have all necessary items for your program.
Step 8: Evaluate
Take some time to evaluate your program, especially if you plan to do it again, or you received student activity fee money in the form of a grant or allocation. What was your attendance? What would you change? What can you learn for your next event?
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