This document provides guidance and information for planning a programming event. It outlines key steps like generating ideas, setting a date and location, completing necessary forms, working with various campus partners, planning logistics and details, managing the budget, promoting the event, and evaluating afterward. The document also reviews expectations for weekly meetings and reports between the event planner and their advisor.

1. Programming 101

2. Find an Idea that will stick!! Talk with your committee and generate ideas. Think about who you want your audience to be and how you would make them want to come to your event. Make sure you have enough time to plan this event thoroughly.

3. Set the date and find a location Make sure that there are no other big university events on the date you choose. Think about the type of room you need and how many people you would expect at the event. Fill out the Large Room Request Form and the Special Event, Performance Event, or Dance Event Form.

4. Where can you find these forms? These forms will be on our share drive, which we will go over with you in the office. They will also be in the office in the HSC. After you complete these forms, you can bring them to me (Nikki) and I will meet with the appropriate people or set an appointment for you to do so.

5. Outdoor Facilities Includes MLK Commons, East/West Lagoon, and Central Park Process: Complete a Request for Outdoor Facilities Form and return form to CLB 150 Outdoor facilities requests are only valid April 1 – October 31 only. Requests must be made at least 3 weeks prior to an event Amplified music in MLK Commons is permitted from Noon-1pm only and at Central Park and Lagoons until dusk Tables in MLK Commons Tables and chairs can be arranged/reserved for limited use in MLK Commons No more than two organizations may use tables and chairs on any one day Each organization may reserved up to 2 tables for an activity Include the request for tables and chairs on the Request for Outdoor Facilities Form

6. Any other forms? Contracts- Contact any guest speakers, DJs, musicians, comedians, etc. and ask them to send (by email or fax) a contract. Every contract should come with a tech rider, which will be important while you are planning for the event. The Holmes Student Center can work with you on any audio visual needs or set up arrangements you may need.

7. EPS EPS- Event Production Services can also help you! They provide many things for CAB and we use them for many of our events! They provide: Stage setup Lights Tables and Chairs Drinks, Food and even rides for the guests! They are always willing to work with us and help us out!

8. Details, Details, Details!! Details are very important! Make sure everything is done ahead of time, everything! The best way to do this is by writing a detailed time line of everything that will be taking place. Make sure everything on that time line has been planned thoroughly and that all forms have been turned in.

9. So how much can we spend? You will be given a budget for next semester by Garrett. You must make sure that your event is within the budget. It is even a good idea to leave a bit of a cushion for any extra charges that may come up after the event. It is always best to talk to as many organizations as possible and ask them to co-sponsor an event. I will be saving a list in the share drive and updating it when possible.

10. Advertising For the most part, marketing will be taking care of the flyers and website. It is your job to make sure the flyers are correct. Check everything, including time, place, date, sponsors and contact information. Contact other organizations, colleges, or resource centers on campus and encourage them to tell students or members.

11. Evaluate the program Was the hard work worth the outcome? You will find program evaluation forms in the share drive that you will need to fill out after a program. Note any changes that you would make if done again. Look for any award opportunities and other program ideas!

12. My goals and expectations for you I expect all programming AVPs to meet with me weekly. I will send out an email with the time and day. I also expect you to email me your weekly report a day before each meeting. The weekly report is in the share drive. If you need help, come ask me! I am here for you!

13. Upcoming Events This week is going to be very busy and if possible we would like you at the events to help us out! Domonique sent all of you your shifts for this week. It has all of the information as far as time, dress, where and what you will need to do. If you have any questions, do not hesitate to ask.

14. The rest of the semester.. There are two large dry erase calendars hanging in the CAB office. They have all of the events for August and September on them. The events are also on the share drive in list format as well as calendar format. It is not necessary for you to attend every event, but we may ask for volunteers and support!

15. Your event… I will have a folder of information for you when you start your office hours. In this folder you will find any forms that have been filled out and a task list. Every Large Room Request form has been filled out and signed, with the exception of one event.

16. That is all! Any questions? If you think of any later, do not hesitate to ask! Good luck, have fun and thanks for your work in advance!