1. Programming 101
Presented by:
Brooke Slaton
Director of Events- Campus Activities Board
479-965-4571 - bslato00@g.uafs.edu
 Step 1: Brainstorm
o Throw out ideas
o Make a list
o What ideas are tangible?
 Step 2: Goals
o Who – Who is our audience? Who are we programming for?
o What – What do we want at our event? What do we want people to
gain/do?
o When – When should we host this event?
o Where – Where should we host this event?
o How – How are we going to make this happen? How much funding do we
need?
 Step 3: Logistics
o Why do programs fail?
 Poor publicity
 Poor design of program
 Choosing poor location
 Choosing poor facilitators
 Timing
o How are programs successful?
 Planning
 Publicity
 Implementation
 Assessment/Evaluation
o Six (6) Weeks Out
 Complete event proposal
 Contact any vendors for quotes
 Speakers, performers, t-shirts, inflatables, etc…
o Five (5) Weeks Out
 Reserve space
 Complete Requisition Requests
o Four (4) Weeks Out
 Submit Marketing Request if necessary (i.e. programs, flyers, etc.)
 Reserve AV Equipment (i.e. TV, DVD player, LCD projector)
 Contact Food Provider for quotes
o Three (3) Weeks Out
 Decide on décor

2.  Contact AV for any professional signage (i.e. big checks, signs for
metal stands)
 Choose emcee(s)
 Send artwork to t-shirt company
o Two (2) Weeks Out
 Complete and send Event Sheet and Set-up to crew
 Send script to emcee for review
 Have publicity approved
o One (1) Week Out
 Confirm plans with speakers/performers
 Create supplies list and go shopping
 Create “Welcome” signs and goody-bags for off-campus speakers
 Create job duties list
 Update all persons (with event) of any changes/updates
 Create a “Run Sheet” or “Agenda” for event
 Step 4: Execute
o Make sure everyone knows:
 Time – When is set-up? What is the arrival time? When are they
expected to leave?
 Attire – What do they wear?
 Job – What are the jobs of everyone for the night?
 Rules/expectations – examples of common questions: “When can
we eat?” “Do we get a free t-shirt first?,” “When can we play the
games?”
 Who’s in charge – everyone needs to know who is calling the shots
– too many people giving orders will not result in a good situation!
 Step 5: Assess/Evaluate and Follow Up
o Assess/Evaluate
 Written evaluation at event
 Focus Groups
 Recaps
 Pros/Cons
o Follow Up
 One (1) week after event – send thank you’s
 Two (2) weeks after event
 Create an electronic and/or hardcopy file for event logistics
 Put recap/evaluation in writing and add to event file