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Leadership Library - Program Development
Much
of the content of the following pages is based on the University
of Michigan Student Organizational Development Center's "Resources
for Leadership and Organizational Development", copyright 1988.
Many thanks to our colleagues for sharing their publication
materials.
So you're going to plan a big event,
but you don't know where to start. Don't panic. This section is designed to help
you through this process and smooth out the rough spots of planning and preparing
for a successful and memorable event.
The first thing to do is to determine why you are putting on the event. What do
you want to achieve by having this program? What are your organizational goals
and how does this event help you meet them? What do you, as the planners, want
to get out of this experience? Is there a current need or an interest in this
program area? Are other similiar programs being offered? Does this matter? Has
a similiar event been held in the past? What was the response? Are your members
enthusiastic about organizing this event? Is organizing this program worth your
member's time? Is there enough time to thoroughly organize the event and for publicitry
to be created and distributed so that it will be effective? These questions need
to be answered in order to clarify what you are doing and why.
- Once you have satisfactorily answered
these questions, the actual program planning is really quite easy if you follow
these five simple steps:
- Identify the group's needs
- Develop program goals and objectives
- Organize program plans
- Implement plans
- Evaluate the Event
IDENTIFY THE GROUP'S NEEDS
Who is the audience and what is thier previous experience with and knowledge of
this kind of program? What are the audience's needs? What method of assessment
will you use to determine and/or confirm this, (e.g. word of mouth, surveys, or
a suggestion box)? How big do you want this event to be? Does the type of event
you're planning limit the audience size? If so, how will you determine who can
attend and who can't?
DEVELOP PROGRAM GOALS AND OBJECTIVES
Which of the needs you've identified are most important to your audience? Of these
needs, which ones do you want to have your event address? How does this affect
what you want the audience to get out of the program?
Be clear about the kind ofprogram you are planning. Will it be social, cultural,
educational, or a fundraiser? Will it be a combination? Do you have the people
to successfully organize this event? Can you identify other resources to help
you when and where necessary?
ORGANIZE YOUR PLANS
What do you specifically need to do to accomplish your objectives? When do you
want to hold this event? Be sure to consider wether or not your members will be
able to complete all their tasks. Many program planners find it helpful to make
a time line working in reverse; start at the day of the event and fill in publicity
deadlines, facility agreements, etc. This can help you see if you are being realistic
or if you are setting yourself up to be unable to meet your obligations. Getting
everything down on paper is an arduous process, but it can be very rewarding and
a great learning experience. It will give you a tremendous sense of accomplishment.
For many, this process is as rewarding as the program itself.
- Scheduling Facilities:
Where you hold your program is very important. Facilities can determine audience
size, date, and time. It can set the mood, formal, informal, workshop or auditorium
style.
- Setting a budget:
How much money do you have to work with? Do you have to generate revenues
or can this program spend? What kind of resources do you have at your disposal
to raise money and/or cover costs? If you plan on charging admission it is
important to consider what costs you anticipate this fee will cover as well
as how much you can reasonably expect participants to spend.
Other questions to address are: Will there be a reduced rate for early registration?
Will students be charged less than faculty, staff, and community participants?
Will tickets/registration be taken at the even or only beforehand?
- Methods and Resources:
The format of your event is very important. As stated earlier, the facilities
can affect the format and audience. Be sure to consider that the style that
might work best for your program may not be as appealing to the audience.
Is there a way to compromise?
Another thing to consider is that often times speakers and entertainers will
want you to sign a contract. Be sure to read it thoroughly. If you have questions,
make a notation and ask for clarification. There may be clauses that are "illegal"
and you have the right to cross them out. (Check with a staff member at Residence
Life if you have any questions or concerns about a contract. If they cannot
help you resolve it they will refer you to the appropriate person).
- Publicity
There are many different ways to publicize an event - posters, flyers, banners,
diag boards, bus signs, newspaper display ads, direct mailings, public service
announcements, etc. Further, SU has many "free" publicity resources as well;
Calendar, WQSU 88.9 FM, and the Crusader.
- Program Details, Cleanup, and
Follow Up:
Be sure to make a list of what needs to be done before, during and after the
event. What are your equipment needs? Do you need registration tables? Special
power hook-ups for speakers, computers, telephones? Be sure to ask your speakers
what they need in order to do their part.
IMPLEMENT PLANS
Be very clear about who will do what tasks and what roles and expectations everyone
has of each other. Working this out in the begining is very important; it will
save a lot of greif, miscommunication, and anxiety at the end. Be realistic when
delegating tasks and responsibilities. Give people enough time to complete their
work and assign to them things that are within their capabilities - set people
up to succeed.
EVALUATE THE EVENT
The evaluation process is three fold: 1) the audiences feedback, 2) the planners'
thoughts and recommendations, and 3) the presenter's experience and recommendations.
Each group should be asked wether they feel the program accomplished what it was
intended to do. What went well? What could have been better?
There are several different methods of obtaining this information but the most
often used one is a written evaluation distributed throughout the program. When
the program planners evaluate the event, be sure to find out wether there was
sufficient time allowed for planning and implementation. Did the program reach
the goals and objectives? What should be do next time that wasn't this time? Did
the anticipated audience come?
A well thought out and thorough evaluation is an educational aspect of programming.
It allows you to learn from your successes and failures, and helps you learn about
yourself and your capabilities and limits. Evaluations can also serve in a historical
file for the organization and can be a useful reference for future programmers.
SOME GENERAL TIPS ON PROGRAM PLANNING
- 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 or
settle for second best.
- Don't assume anything or allow
situations to continue that make you uncertain or nervous. Meet all problems
head-on, sensitively and firmly.
- People support what they help
create - so involve as many people as meaningfully as possible in the planning
process.
- Usually something goes wrong
- but seldom horribly - if you're properly prepared and avoid panicking, most
any problem can be solved.
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RESIDENCE LIFE
Degenstein Campus Center, 372-4133
The residence life staff provides consultation services that are tailored to your
specific leadership and organizational needs, from recruiting new members through
planning an all campus event. Our services can take on forms such as individual
sessions, group workshops, and retreat planning. Several handouts are also available
on such topics as Retreat and Conference Sites, Team Building, and Service Projects.
Staff is available Monday - Friday, 8:00 a.m. - 5:00 p.m.
CAMPUS INFORMATION DESK
Degenstein Campus Center, 372-4395
The information desk provides information regarding programs and services available
at the University. (NOTE: They are not the Operator or Directory Assistance).
If you need information about what is happening on campus, or how to locate a
specific department or resource, the Information Desk is the place. Notify us
about your organizational meetings and events so they can be listed in their comprehensive
events listing.
STUDENT GOVERNMENT ASSOCIATION (SGA)
Degenstein Campus Center, Lower Level, 372-4400
SGA is the central student government at SU. They provide a myriad of services
for student organizations which are registered with them. To obtain registration
information, just stop by the SGA office to pick-up the necessary paperwork. SGA
also provides financial support for many student organization programs. SGA is
the voice for the University students-- get to know your government.
DEGENSTEIN CAMPUS CENTER OFFICE (DCC)
Degenstein Campus Center, 372-4169
The DCC has many large and small rooms available for student organizations to
use for meetings and programs. Reservations should be made as far in advance as
possible and, depending on the type of event you plan on holding, many rooms are
available free of charge. The DCC Office Staff will go over all restrictions and
fees upon reservation confirmation. They will also help with food and drink orders;
all refreshments must be provided by the ARA (University Food Service).
NON-UNIVERSITY RESOURCES
OTHER BRANCHES OF YOUR ORGANIZATION
If your group has chapters in other cities or at other schools you might consider
contacting them to co-plan programs or just to get new ideas. Not onlt will this
be a nice way to meet other students witht the same interests, but it can be a
pleasant change of pace and a chance to get away or get out of the routine. If
you have a national or regional affiliation, contact them for program advice and/or
funding.
ENTERTAINMENT SPONSORS
An easy, often overlooked, program idea is a group trip to a play, movie, or concert.
Check with Selinsgrove area sponsors for group rates. Be sure to check with the
Campus Information Desk about programs happening right here on campus. Finally,
many local establishments are willing to provide group rates for the use of their
services of facilities. Check the yellow pages.
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Many student organizations are formed with specific projects and activities in
mind, yet others are looking for exciting, meaningful service projects to tackle.
Picking such a project is a very important task. It should be handled as you might
a personal decision; it needs to be well thought through, discussed, and agreed
upon by all members involved. It is very important that as many members as possible
be involved in this decision. Brainstorming possible service projects and benefactors
is one way to stimulate involvement.
Be creative, yet practical, when discussing what type of service project your
organization wants to undertake and to whom you will offer this service. Keep
in mind that projects can be on-going or one-time-only and either group or individual
efforts and that donations need not be monetary. They can be in the form of volunteer
hours; use of a vehicle or building; collections; bucket drives; etc. All it takes
is a friendly phone call notifying the establishment that you are interested in
volunteering your services and/or donation. It is hard to refuse a friendly voice
offering something free.
POSSIBLE BENEFACTORS
Nursing homes, retirement homes, senior citizens programs and adult day care facilities
welcome regular or periodic visitors. It is always a pleasure to receive visitors
and an even bigger suprise when they come on "regular" days; visiting need not
be limited to holidays. Help with outings, visits to doctors and shopping expeditions
may be appreciated too. Be sure to check out liability.
Many day care centers and nursery schools are in need of volunteer assistance.
These establishments may be able to help in the form of labor, (i.e. painting,
moving, spring cleaning, holiday decorating, entertainment); depending on licensing
and liability risks they may appreciate help with outings or field trips; tickets
and passes to sporting events are also welcome by others. They can also use scrap
paper, wood, and fabric scraps and other materials for craft projects.
City and county parks often need clean-up crews in the spring. Local churches,
synagogues, religious organizations, SU alumni clubs and schools are always holding
fundraisers of one type or another. And don't forget to check with other organizations
right here on campus - perhaps they could use help on a phone-a- thon, bucket
drive, blood drive, or some other service project. If you help them, perhaps they
will help you sometime in the future. Many of the above mentioned projects can
be done either in a group or as an individual. They can all be made into a fun
event where everyone involved will gain lots of personal satisfaction.
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Finding the appropriate facility to hold your meeting or event is important. It
is also necessary to procure the facility and any equipment necessary for your
event before the event is publicized. This can save your organization a lot of
embarassment, not to mention last minute headaches and hassles.
Susquehanna University offers a wide range of possibilities. However, before actually
selecting the facility for your program there are several things to take into
consideration:
- What type of space arrangements
does your program or meeting require, i.e.: stage, lighting, microphone, podium,
auditorium style seating, screen, etc.?
- How large an audience can you
realistically expect?
- What type of audio/visual equipment
do you need? Will you need help running it? Have the necessary arrangements
been made?
- Allow at least two weeks so paperwork
can be processed.
- What date is your event for?
It is usually best to have other dates in mind incase facilities are booked
up. Will it conflict with other major programs on campus?
- What time of day will your event
be held? Will this interfere with the normal class day?
- Will your event be particularily
noisy?
- Do you expect participants to
come and stay, or will there be a constant
- flow in and out of the program?
- Can you organization handle all
aspects of holding this event, i.e. publicity, ticket sales, the collection
of money, ushering?
- Can your budget handle this type
of event? Will the ticket price cover operating costs?
- Will admission be charged? Donations
collected?
- Do you plan to sell pamphlets,
books, buttons, bumper stickers, t-shirts, etc.?
- Is this program open to the public
or for members and guests only?
- Will you need chairs or tables?
- Do you need to bring food?
- Do you have a Business Office
account for billing? Are you an authorized signer? (If not, bring an authorized
signer with you to your scheduling meeting.)
- Your contact person should be
prepared to answer questions about the event.
As you begin to answer these questions
you will begin to define the type of facility your program requires. Below is
a list of the most frequently used facilities on campus: Keep in mind, these are
not the only places on campus to hold your events or meetings. Again, be creative!
If your group is mainly from a certain academic department or residence hall,
ask for help there. For example, rehersal space can sometimes be found in a hall
lounge or the caf. after eating hours. Review this list, paying close attention
to any restrictions described. After you have read through it completely, make
a note of the room(s) best suited for your group's program. Once you have completed
all these step, contact the Campus Scheduler in the Degenstein Campus Center Office
(372-4169), or use the electronic reservation form through Netscape. Please note
that many of these rooms are scheduled for classes as well as conferences, symposia,
and movies.
SU offers other facilities that are restricted to specific school and/or department
useage. If your group is affiliated with a particular department, please check
with that group to see if other facilities might be available for your use.
Student organizations have also used local churches and fraternity/sorority meeting
rooms. Poll your members for suggestions and contacts they may have.
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Planning a conference is really not as complicated as it would appear. If you
are going to host a conference, then just approach this task as you would any
large program - with careful planning and proper organization. This handout is
designed to help you with this process - from determining who your audience is,
to picking a theme, making all arrangements, and finally, evaluating the success
of the conference from both the participants' and presenters' points of view.
DETERMINING AN AUDIENCE
- Is this a campus-wide conference?
Is it open to members only? Members and guests? The entire student body?
- Is this a regional conference?
What officers will be invited? What types of programs will interest them?
Will advisors come?
- Be clear why you are including
the people you are. Why have others been excluded?
- Come up with an estimate of conference
size.
CHOOSING AN APPROPRIATE TIME
- Avoid sporting events such as
away SU rival games, and the first "away" football Saturday; many students
leave campus that weekend.
- Be sure to check with other student
organizations and University Departments regarding traditional events that
are planned. i.e. Fraternity/Sorority Rush, major SAC productions, etc.
- Campus wide conferences can be
sucessfully scheduled for the first two weeks of October. This allows adequate
time for publicity, gives students enough time to get readjusted to SU, and
allows for any last minute planning that might come up.
- Regional conferences can be planned
for the first two weeks of November. Be sure to consider the above activities,
the invited schools' class schedules, their rival football games etc.
- There is a great deal more flexibility
Winter term but be aware of Winter Break, Mid-terms and finals.
CHOOSING A THEME
It is nice, but not necessary to have a conference theme. Is there a common thread
running throughout the conference? Can you come up with a catchy title/logo to
go with it? When applicable, consider past themes; do you want to use one of them
for continuity and recognition?
If you can't decide on a theme right away then don't waste your time trying to
come up with one. Save your creative energies for more important things such as
session titles and fun, social activities.
If you do come up with a theme, be sure to include it on all written materials.
Hint: The way a theme is carried out is more important than the theme itself.
FINANCES
- Forming a Budget
- Make a detailed budget and keep
your ledgers current.
- Indicate donated items by placing
( )'s around them. Even though you did not pay for them this year, they may
not be freebies in the future. All items need to be recorded as actual costs
of putting on the conference.
- Co-Sponsors
- Consider all co-sponsors carefully.
Remember, anybody or group associated with yopur conference reflects back
onto your organization.
- How much money do you need from
co-sponsors? Do you want a single sponsor? What do you propose you will give
them in return?
- If you have several co-sponsors,
will there be different classifications of sponsorship determined by the amount
of money contributed, i.e.: patrons, donors, contributors, etc.
- Before approaching potential
sponsors be clear about what yopu have to offer. Stress the fact that conference
participants are not only students, but they are campus leaders and opiniopn
leaders as well.
- Be clear about what you want
from the sponsor - money, in- kind donations and services, name recognition,
etc. Hint: consider approaching companies that successfully recruit SU graduates;
they are already aware of their potential. Sell them on the fact that you
have gathered a pool of participants that that they are interested in.
- Donations
- Brainstorm all the possible materials
and services you need in order to put on a successful conference. This will
help you get organized, give you an idea of costs to include in your budget,
and help you figure out who to approach for donations.
- Everything and anything can be
donated - copying, telephone usage, paper, office supplies, name tags, pencils
or pens, typing, prizes, etc.
- Be sure to thank sponsors and
donors in writing, in the conference program, and by signs at the conference.
Consider inviting sponsors to parts of the program.
- Registration Fee
- It is important to determine
wether or not you will charge participants to attend. Consider the costs of
planning the entire conference and then determine what the fee will cover,
e.g.: meals, materials, facility rental, munchies, etc.
- Be reasonable. Ask yourself what
the average student would comfortably pay to attend this conference. Another
thing to consider is who will not pay. Conferences are very expensive, especially
if the planning organization picks up the tab for the facilitators, committee
members, etc.
- Often, organizations are willing
to cover costs for their members.
FACILITIES
When choosing a location, ask your self if people can get there easily from campus?
From where they are staying? Is there parking? Is it accessible to the handicapped?
Will participants be distracted by noise? Are there other things happening within
the building that might detract from the conference?
Are there fees involved for using the facilities? Do they include tables, chairs,
table cloths, ash trays, blackboards, trash cans, etc.?
Is there a place for a central headquarters for registration, information tables,
a message board, etc.?
Will you need special phones hooked up? Can this be accomodated? Do you have specific
power requirements for computers, equipment?
Are there restrictions regarding food service? Do you have to use the building's
services or can you cater in?
PROGRAM PLANNING
- Topics
- Choosing the topics for your
sessions/workshop is no easy task. Brainstorm possible session topics and
titles. After you have a respectable number, prioritize them to determine
which will be better received and well attended.
- Decide how large you would like
each session to be, then determine how many sessions you have time to offer.
HINT: Remember to consider how many participants you can reasonably expect
to attend the conference.
- Most successful conference planners
limit themselves to no more than three sessions and one keynote per day. HINT:
You can offer more than one topic per time period and you can offer the same
session/workshop at different times.
- Scheduling
- The placement of each session
is very important. First, choose those topics that can be offered more than
once. Then decide if it is better to place the most popular sessions early
to draw people in and risk latecomers or sleepyheads - or place them later
in more prime time slots.
- Be sure to allow sufficient time
for each session. It is very difficult to adequately do a session in less
than one hour.
- A fifteen minute break between
sessions to allow for running over and time to get from place to place is
adequate timing.
- Facilitators
- Once you have a proposed program agenda you need to identify facilitators.
Brainstorm possible professionals you know. HINT: Include University Departments
and local businesses. You can approach these places for names ofspecific people
to talk to.
- Approach these facilitators as you would potential co- sponsors. Be prepared
to explain why you chose them and what information or facts you want them to
address in their session. Be clear but allow them to plan the session; if you
set too many limitations they will feel that thjey have no "freedom" of expression.
Remember, they are the professional. HINT: If someone in your organization knows
one of your perspective facilitators have them talk to tem. If no one knows
them, thell them how you got their name, who referred you to them, etc. The
more personal you can make your appeal, the better.
- It is best to give the facilitator a brief type of caliber of participants
you are expecting.
- Be sure to confirm their participation
in writing. Provide them with a conference packet, any publicity that includes
them, etc.description of the session. Ask them if it sounds like a good description,
is the wording appropriate, etc. Tell them who their audience will be; give
them and idea of the
PUBLICITY
- Both timing and quality are
of the essence. Remember, when doing a time line, be sure to provide adequate
time for design, layout, changes and printing. A good four to six weeks
is usually enough time.
- For a regional conference do
a minimum of two mailings: first a flyer announcing the conference and,
second an information packet complete with registration forms.
- Plan to do follow-up phone
calling during the last month.
REGISTRATION
- The first thing to consider
is wether or not there will be onsight registration. Next, your deadline
for cancellations, will there be full or partial refunds; if each registration
form includes a deposit and how much; and if there will be early or group
discounts.
- You also need to think about
sending confirmation letters and whether they will include a copy of the
program - this means having a sure schedule with facilitator confirmations,
etc.
- Will pre-registration mean
just registering for attendance at the conference or will you require people
to pre-select first, second, and third choices for sessions? If this is
the case, be clear on how you determine who gets to attend what.
HOSPITALITY
- Be sure to divide up who is
in charge of what session and what those specific responsibilities entail,
i.e. room set-up, paper, blackboard, markers, name tags, introductions,
etc. Having coffee, tea, or beverages available for the facilitators is
a nice touch.
- If presenters are coming in
from out of town be sure that they they know if they are being met at the
airport or train station.
- Large, visible, and clearly
legible signs need to be posted throughout the conference sight to help
with traffic and alleviate confusion. Good signs can help make sure your
information table staff is able to spend more time helping participants
with more pressing problems and not constantly giving directions, wasting
their time as well as that of the participants.
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