10 STEPS TO SUCCESSFUL PROGRAM PLANNING

 
1.    Assess needs and interests 
            -Interest survey 
            -Questionnaire 
            -Informal group discussion 
            -Suggestion Box
  
2.    Develop a purpose 
            -Identify objects and formulate rationale for programs         
            -Determine what you hope to accomplish 
            -Determine what needs you will be satisfying
  
3.    Initiate the program 
            -Brainstorm –where, what, when, and resources 
            -Sort and evaluate the ideas 
            -Solidify one idea  

4.    Determine a budget 
            -How much money do your organization have immediately available?
            -What types of fundraisers could your organization host?
            -What will the cost of the performer/lecturer, publicity, hospitality,
                maintenance, etc. be? 
            -If recognized as a student organization by SGA, submit a budget
                proposal prior to the event, with as much advanced notice as
                possible - monies must be pre-approved prior to an organization
                making any written or verbal agreements   

5.    Implement the program 
            -Identify possible dates, times, and places that would be appropriate
                sites for the event being planned
            -Contact Director of Facilities early to determine availability of
                venue 
            -Check for scheduling conflicts
            -Reserve room and how you want it arranged by completing a
                facilities permit on line.

6.     Publicity 
            -Identify who is responsible for creating PR within the organization
            -Identify the target audience the organization is trying to reach
            -Determine the types of community and campus PR available i.e.:
                                    Information Desk                    
                                    Audio-Visual 
                                    Pulse Newspaper 
                                    WLFC Radio Station 
                                    University Relations Press Release
                                    UF -TV  
            -Determine type of publication the organization will use i.e.:
                                    Mailing list        
                                    Costume runs    
                                    Banners              
                                    Posters         
                                    Buttons               
                                    T-shirts               
                                    Word of mouth   
                                    Formal Invitations
                                    Sidewalk chalk             

7.     Finalize plans
           -Make sure publicity goes out on time 
           -Make sure someone is available to greet speaker, performer, and 
                orient him/her to situation  (audience, special circumstances) 
           -Finalize last minute details with Director of Facilities
           -Finalize last minute details with Sodexo’s Catering    

8.     At the time of the program 
          -Give brief intro of speaker, note who is sponsoring event and who is
                funding the event, note location of restrooms, ask that cell phones
                be turned off, etc…facilitate and direct discussion, if needed 
          -Participate, relax and enjoy the program 
          -Have clean up and load out crews scheduled to help with tear
                down.(Yes, there are house keepers. They appreciate when
                organizations do light clean up after events)    

9.     Evaluate the program 
          -Attendance-compare anticipated with actual 
          -Efficiency-was the effort worthwhile?
          -Did presentation satisfy needs and goals of program?
          -Integrate and assess the feedback?
          -Additional comments?
          -Complete an SGA event report if funded by SGA
          -Complete a community service project for on line with Campus                        Compact if the event being hosted was done through volunteers   

10.     Thank you notes 
          -To all of the people that helped with the program (i.e.: Director of
               Facilities, Grounds Crew for set up of venue, Sodexo Catering,
               Office of Safety and Security, House Keeping, etc…Remember,
               without all of their behind the scenes support and assistance,
               student organization event’s would not be successful.)