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ORG FAQ
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Frequently Asked Questions
Event Checklist
The programming process is not as much an art as it is
systematic. It is somewhat effortless if well planned;
however, if it is not well planned, it can be unnecessarily
stressful. This checklist should
help you with most
programming tasks. If you have any questions, or if your
program is more complex, please contact Student Life.
The experienced Student Life professionals will be delighted
to assist you. When planning your
event, please
review the "Policies" chapter of the Student
Organization Handbook to ensure that you are informed.
What planning should I be doing...5-6 Weeks before the program?
Decide on the program format. Consider the following program components:
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Purpose and goals
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Focus and topic
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Date, time, location, and funding
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Possible speakers, entertainers, and/or co-sponsors
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Set the budget for your program, including funding for supplies and promotional
materials.
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Decide on a time and date convenient for students. Consider the academic calendar,
major campus events, and people's daily schedules and living patterns. See the
activities calendar posted in Student Life and on the web.
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Pick up a "Planning Guide for Contractual Services" from
Student Life.
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See the section in this chapter titled "Contractual Services
Arrangements."
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Contact an entertainer or speaker to meet your program goals.
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Reserve the rooms for the program. Space and rooms in University
Union are reserved in University Union Reservations, UU 306; all classrooms
are reserved through
the Registrar's Office; and hall
space is reserved through the Information Center.
(See the Room Reserve Section)
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Make hotel reservations and arrange for transportation for entertainers if needed.
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Make a tentative schedule.
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Design promotional materials. See the "Promotion
and Publicity"
section of the
Student Organization Handbook.
What should I be doing...3-4 Weeks before the program?
Take the following steps 3-4 weeks before your program date:
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Send confirmation letters to speakers along with contracts and maps if needed.
Student Life will assist you with this.
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Print materials for the program, such as posters, flyers, tickets, evaluations,
etc.
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Arrange for special needs, such as micro-phones, lights, podiums, chalkboards,
and extra chairs.
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Meet with the a Reservationist in UU 306, to decide on room setup, and BE SPECIFIC!
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Meet with University Dining Service to discuss food and beverage arrangements.
If you would like alcohol served at your event, you must fill out an Alcohol
Request form at least three weeks prior to the event. (Forms can be obtained
from Reservations, UU 306.) The availability of alcohol at an event requires
approval.
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Schedule volunteers to work at the program.
What should I be doing...2 weeks before the event?
Take the following steps 2 weeks before your program date:
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Submit the food order to University Dining Service.
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Reserve media equipment from Media Resources if needed.
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Post promotional materials.
What should I be doing...1 week before the event?
Take the following steps 1 week before your program date:
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Begin the final promotional push. (Hang banner if applicable; contact newspapers
and radio stations.)
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Call to confirm the arrival time, directions, and last-minute details with speakers
or entertainers.
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Confirm food, media equipment, special needs, and all other reservations.
What should I be doing...day of presentation?
On the day of the program do the following:
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Pick up the check for entertainers or speakers from the University Union Main
Desk. Payment should be made after the event.
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Check the room and food setups before the program starts.
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Make sure lighting, seating, and all technical equipment are set up properly.
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Assign a committee member to act as a host to the performer to take care of last-minute
needs and questions.
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Make sure performers and speakers have water available on stage (include this
request in your reservation.)
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Assign someone to present the payment after the program is completed and you
are satisfied with the program results.
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Do necessary introductions and wrap-ups. Thank presenters and attendants for
attending the program.
What should I be doing...after the program?
After your program do the following:
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Evaluate the program by talking to program participants and organization members.
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Note the strengths and weaknesses of the program for future reference and potential
future change.
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Send thank-you letters with feedback to the performers or lecturers.
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Keep materials for your files and pass this information on to future organization
leaders.
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