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Handbook for Student Organizations

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.


  • 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.
Excellence. Our Measure. Our Motto. Our Goal.