STUDENT ACTIVITIES
OPERATIONS
PROGRAM PLANNING CHECKLIST
Student Organizations plan programs that range from social to educational, for a cause or simply for fun. In order to ensure you will have
enough time to properly plan your event, start with the date of the program and work backwards to set a deadline for each responsibility.
It is better to overestimate time required for each step. That way you will have some leeway just in case things dont go as planned. Here is
a typical time line and checklist to organize an events responsibilities:
ONE SEMESTER IN ADVANCE
Survey students that dont include your committee and friends. Do you have a target audience, how are you going to reach them?
Review past program evaluations and use past information to gather additional ideas.
Establish budgets
Determine audience: campus-only, open to general public, all-ages, family, etc.
Choose events: Does it meet your mission? Does it move your organization forward? Does it serve/help your target audience?
Choose event coordinator
Check other calendars for conflicts: Look at events planned for your own organization, other student organizations, athletics, university
events, the academic calendar and holidays.
Reserve locations: Include as many details as possible; you are more likely to get your first location selection if you reserve the space
early. Reserve rain location for outdoor events
Contact agent/performers and get all necessary information, but be careful not to verbally commit to anything
Consider liabilities/risk associated with event
Identify possible co-sponsors
Decide upon need for tickets, costs
Consider people power needed for event and be realistic with your resources
Create event checklist/calendar with specific dates and people responsible for each item on list
TWO MONTHS IN ADVANCE
Check availability of desired space and equipment.
Establish budget and arrange the funding for the event.
Review and develop an understanding of the ticket policy and any other relevant policies, regulations or laws.
Establish a marketing plan
Negotiate with performer for date, time, place and compensation (do not make any promises at this point).
Arrange for advance ticket sales (if any).
Begin implementing the marketing plan.
Order promotional and other printed material that will be needed.
Revise budget, as actual costs become known.
Send any promotional mailings for event.
Contract performers NOTE: Contracts are sometimes complicated legal documents. DO NOT sign any contracts or agree verbally
without appropriate permission from your advisor/Dean of Students. Some performers require more advance booking than others.
Order supplies: Decorations, Tickets, Awards, Prizes
Identify target marketing groups
Get information to University Marketing & Communications Office
ONE MONTH IN ADVANCE
Review and change marketing plan as needed.
Revise budget, as actual costs become known.
Confirm room and equipment needs of performer with Union Reservations & Event Planning.
Confirm (by phone and letter) performers travel plans and setup needs.
Check to ensure all university paperwork is being processed (room setup, equipment rentals, performer contracts, etc.).
Send out press releases and public service announcements (if they are part of the marketing plan).
Start promotion for event announcements to media, teaser campaign
Arrange for performer payment with campus Business Office
Arrange all technical considerations: Sound microphones, tape decks/CD players, amps, speakers, cords, stands
Lights bulbs, dimmers, wiring, gels
Staging platforms, seating for audience, caution tape
Special needs projectors, screens, recording equipment, musical instruments (piano will need to be tuned), music stands, lecterns,
furniture (couch, side table, etc.), mats, access to water
Meet with supervisor/tech director for space to ensure equipment is working and will meet performer needs
Rent additional equipment
Order food for event: meals for performer(s), meals/snacks for crews, concessions. How many people do you expect to attend? What
can you afford?
Complete appropriate forms
Seek donations if appropriate
Confirm security
Arrange for parking
STUDENT ACTIVITIES OFFICE | DRURY UNIVERSITY | 900 N. BENTON AVE., FSC 124 | SPRINGFIELD, MO 65802
(417) 873-6854 | [Link]/getinvolved | getinvolved@[Link]
STUDENT ACTIVITIES
OPERATIONS
Talk with campus media for advertising and coverage of event
Contact other local media
If open to public, contact other local schools, organizations, etc.
Start determining staffing needs, be specific with duties and responsibilities
Use committees, delegate responsibility and authority. PR Crew, Photographer, Ticket-takers, House Manager, Ushers,
Concessions, Security, Load-In Crew, Load-Out Crew, Runners, Sound Board, Spotlight Operators, Drivers, Film Projectionists, Master of
Ceremonies, Welcome Committee,
Delegate creation of signage needed: No photos/recording devices, directional signs, sponsorship banners including
board/committee banner
Design Marketing Campaign/Publicity vitally important!
TWO WEEKS IN ADVANCE
Distribute promotional materials/advertising
Pick up supplies (obtain cash advance if necessary/able)
Start ticket sales
Finalize volunteer staff (you can not do it all!)
Create access badges/passes and list of recipients
Second round of promo
Word of mouth promotion campaign
Pick up performers check lock in safe place
Confirm all details with agent
Send performer information pack
Make sure all board/committee members and volunteers will be attending the program
Gather performer welcome pack materials
Check advance ticket sales (if any).
Confirm that the marketing plan is on time and within budget.
Implement any last minute marketing that may be needed.
Walk-through the event and double check that everything has been arranged and requested.
Confirm staffing needs.
THE WEEK OF THE EVENT
Marketing plan completed.
Budget revision completed.
Do last minute marketing blitz if participation expectations are not met.
Final arrangements and double checks on all aspects of the event completed.
Make arrangements to meet the performer upon arrival.
DAY OF EVENT
Check all arrangements early. If a change is needed, you will need time to make or request the change.
Be available for the unexpected
Meet and greet the performer upon arrival.
Get there early to make sure supplies are ready to go
Place signs and decorations
Hand out flyers/handbills
Everyone wear committee/board/event t-shirt if possible
Make sure someone is at venue to greet guests if they are driving in on their own
Make sure all appropriate persons are there for sound check (security, performer, tech crew)
Make sure all volunteers are in place
Keep talking up the event
Make sure performer is introduced at beginning and thanked at end of program
Keep event on schedule
Make sure volunteers have breaks if they are working entire event (delegate this responsibility)
Clean-up following performance
Inventory equipment and assess damage for repairs and re-ordering (such as light bulbs)
AFTER THE PROGRAM
After the program has concluded, your student organization should complete these final and important tasks to help future program
planners:
RETURN ALL EQUIPMENT: Return all equipment that youve rented or borrowed in a timely fashion. Everything should be in equal or
better condition to when you used it.
REMOVE ALL PR: It is the student organizations responsibility to remove all PR relating to the event within one week after the event has
concluded.
STUDENT ACTIVITIES OFFICE | DRURY UNIVERSITY | 900 N. BENTON AVE., FSC 124 | SPRINGFIELD, MO 65802
(417) 873-6854 | [Link]/getinvolved | getinvolved@[Link]
STUDENT ACTIVITIES
OPERATIONS
RESTOCK SUPPLIES: After your event has concluded may be the best time to restock all supplies used, this will ensure that you have
them to use for the next event.
HOST EVALUATION MEETING: Schedule time to evaluate the program to help future volunteers make good choices. You should make
sure to keep records of who organized the event or activity, which businesses donated materials, budgets and other relevant
information for future use.
Did the event meet the expectations set in the original proposal?
Was the event master plan effectively executed? Why?
Would you recommend doing the event again? Why, and explain?
What was the attendance? Did you make money?
COMPLETE PROGRAM EVALUATION: Create a file for the event containing important information regarding the process, funding, event
production plan, marketing plan and examples, evaluation, and any other important materials. Write down information about the
attendance, budget and goals of the program.
What were the strengths and weaknesses?
What would you change if you were planning this event again?
SAVE PRESS COVERAGE: Save all PR from the event in the event planning folder
ORGANIZE BUDGET: Finalize actual budget and pay all remaining bills.
SEND THANK YOU NOTES: Send thank you notes to everyone who helped with the event or activity. In addition to being a nice and
unexpected gesture, it will also encourage the supporters to participate in your groups event or activity again.
STUDENT ACTIVITIES OFFICE | DRURY UNIVERSITY | 900 N. BENTON AVE., FSC 124 | SPRINGFIELD, MO 65802
(417) 873-6854 | [Link]/getinvolved | getinvolved@[Link]