Appendix VI: Program Planning Step by Step This checklist can be used as a guide to help your organization plan events and programs. Depending on the size and scope of your event, additional steps may be needed. Feel free to reach out to the Office of Student and Family Engagement with any questions or for event planning assistance. STEP 1 – PROGRAM DEVELOPMENT Timeline: Previous semester; 2-3 months out Define goals for program • What do you want to accomplish by hosting this program? • How does this program relate to your organization’s goals? • What impact would this program have on the campus community? • What space would be ideal for this type of program? • What kind of room set up would you need for this program? • What time of day would be ideal for this type of program? • Who is your target audience? • How many people do you hope will come to this program? Define potential collaboration opportunities • Has this program or a similar program been done before by another organization/ department? • Do the goals of this program relate to the goals/mission of another student organization? Determine budget • How much money will this program cost? • Start collecting quotes/estimates for all elements of the program (examples: food, event supplies/decorations, rental/reservation fees, posters/marketing materials, entertainer/vendor fees, security, etc.) Determine funding source • How much money can the organization contribute to this program? • Are outside funding sources needed to be able to finance this program? • If you defined any collaboration opportunities, do those groups have any money they could contribute to this program? • Does your organization need to fundraise? • Is the amount of money needed to finance this program realistic in terms of how much money you will be able to secure or adjustments needed to be made to expected program expenses? NOTE: If you are collecting money on campus, you are encouraged to have a security officer present during sale hours. Contact UTC Police to arrange for a security officer. STEP 2 – PROGRAM LOGISTICS Timeline: 1-2 months out from your program Reserve space for your program • Are there any other events currently scheduled for that day that might conflict with your program? • Check upcoming events listed in MocSync: mocsyncorgs.utc.edu • Check the UTC Calendar: events.utc.edu • Understand the policies/procedures and any fees that may apply depending on the space you want to reserve
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