This document outlines the 5 step process for programming an event: 1) Brainstorm ideas, 2) Set goals for audience, content, timing and location, 3) Plan logistics like publicity, vendors, space and equipment over 6 weeks, 4) Execute the event, ensuring all participants understand their roles and expectations, 5) Assess the event through evaluations and focus groups and follow up with thank yous. Key logistical details covered include reserving space 5 weeks out, submitting marketing requests 4 weeks out, and finalizing plans in the week before the event.

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