The Mechanics of Producing a Program
Decide Before Beginning the Program
- What do you want to accomplish through this program?
- How can you develop it to reach the greatest number of people?
- Can you create the correct environment for this program? List your possibilities, be creative!
- What resources are available for your use (people, books, movies, etc.)?
- Can your budget afford a possible loss from this program? How much?
- Is this duplicating a program already on campus?
Create a Basic Budget
Confirm Plans
- Finalize room and equipment reservations and setup needs.
- Refer to procedures for excused absences, etc.
- Write confirming letters, keep a copy for your files.
- Organize your group’s efforts and coordinate each person’s responsibilities.
Plan Publicity
- Prepare information for press releases and other publicity.
> See Communication Resources
- Include the who–what–where–when–why–how much and any sponsorship information on all publicity.
- On campus, try posters, leaflets, display banners, departments, classroom announcements or chalkboards, tabletents and public service announcements.
- Work with the University News Bureau (for press contacts with area newspapers, radio and TV) or campus radio and television stations.
Attend the Program
- Get there early, check all setups.
- Meet performers or speaker.
- Take care of last-minute details.
- Introduce the event/persons and identify your group and sponsor.
- Monitor break times, keep program on schedule.
- Pay speaker or performer if prearranged (after event).
Evaluate the Program
- How well did the event go?
- Consider audience attendance.
- Were program goals met?
- Make recommendations for improvements.
- File the evaluation for future use.
Cancellations?
- Notify the News Bureau and any other media source, the Event Services office, room and equipment suppliers and any others involved regarding check or requisitions for payment.
