Program Planning

Planning a Programming

Below is a tentative schedule of tasks to plan a program. Your program may not require all steps, but the preparation timeline is recommended for most programs planned by student clubs and organizations. Pay attention to bolded items - they include links to valuable information to guide you in your planning. If you need help planning your program, clubs should contact Erin Riordan to set up a meeting and halls should contact Margaret Morgan.

Before you start, though, consider the purpose and mission of your organization. With any event, look to your group’s mission (which can be found in your group’s constitution) to make sure it fits within the scope of the group.

Just a note when choosing your event dates:

  • No programming can occur on Study/Reading Days and Finals Days. These days are reserved for academics.The last day to hold an event is the last day of classes each semester.
    • All dinners/banquets, trips, performances, study break events, etc should happen on or before this date.
    • Reimbursements will not be processed for events that take place after this date.

*Not all items listed below may apply to all events you plan.

8 Weeks Prior to Event

  • Budget Breakdown if necessary
  • Set Goals
  • Target Audience
  • Arrange Committees
  • Brainstorm Publicity Ideas

6 Weeks Prior

  • Make Contact with Booking Agent
  • Assess Equipment / Technical Requirements

4 Weeks Prior

  • Complete SAO360 Request
    • Waivers must be signed for many group activities, such as physically active activities or travel. These will be provided to you prior to your event.
    • If you plan to include children in your event, please speak with Erin Riordan-Dye (clubs) or Margaret Morgan (halls) ahead of time. A waiver will be necessary, and it must be signed by the child’s guardian, so allow ample time for this.
  • Reserve Rooms and Rain Location (for information on LaFortune, click here. For ideas for other locations and how to reserve them, click here)
  • Work with SAO to Request Contract(s)

3 Weeks Prior

  • Reserve Vehicle
  • Submit Signed Contract to the Student Activities Office
  • Process Check Request through Student Union Bookkeeper
  • Confirm Housing / Hotel
  • Confirm Equipment / Technical Requirements

2 Weeks Prior

  • Re-read Contracts and Contract Riders
  • Confirm Payment Readiness
  • Confirm Supplementary SAO360 request Approvals
  • Begin Advertising: Newspaper, Radio, Buttons, Posters, Fliers, Table Tents, Brochures
  • Begin Ticket Sales: You can use Student ShopLaFortune Box Office, or Reserve Tabling Space through SAO360
  • Arrange Food Service and Hospitality Needs

1 Week Prior

  • Advertising Push
  • Confirm Needs with Venue
  • Confirm Volunteer Crew

Day Before

  • Prepare Introduction
  • Receive Check for Performer
  • Confirm Hospitality Arrangements

Day of Event

  • Confirm Hospitality Arrangements
  • Check in with Venue Staff
  • Check on Set-Up(s)
  • Check on Volunteer Management
  • Welcome Performer

After Event and Assessment

  • Pay Performer Immediately
  • Clean Up
  • Conduct Immediate Evaluation
  • Write and Send Thank You Messages