Chapter 5
Anatomy of a Program
Progress Checks • Chairpersons of committees should check with each committee member who has been assigned responsibilities prior to the time when these responsibilities are to be completed to determine the progress. A second check with each should be made on the date that their particular assignment should be completed. • Chairpersons should check with committee members to be sure they know what they are expected to do or bring the day of the program, the time they should be there, etc. • Check to be sure there is someone to meet the performer/speaker and go over the details of the program with them. • Check with the advisor to make sure all details of the setup are clear. • Check to make sure that food, maintenance, security, checks, etc. have been ordered. • Check on equipment. Is it all in good condition? • Check to make sure that sufficient publicity has been done. Is there a need for a last minute effort?
The Program Arrive early. Allow sufficient time to check setup. Determine if all necessary equipment is there and working. Go over all details with committee members. Someone should go over the program with the performer/speaker to be sure that everyone is clear on what is expected. Calmly deal with last minute emergencies. Use alternative plans if needed. Committee members should be aware of what is happening around them. Make sure they introduce people and get them to participate.
After The Program • Pay the performer/speaker. • Cleanup. • Return any equipment which was borrowed. • Arrange for any cash from the program to be put in the SAA Night Drop Box
Get all bags and forms from the SAA Accounting Office in advance of the program Be sure it is clearly labeled. All ticket stubs and forms must be accounted for.
• Make sure all bills have been paid. • Send thank you notes to people who gave special help and assistance. • Give a pat on the back to all committee members who were involved. • Write an evaluation of the program. Be complete. Were the goals accomplished? Were student needs met? How can the program be improved? The material in this section was taken from several sources. They include: 1. Handbook for Wheels Who Want to Get Rolling, Office of the Dean of Students, UCLA. 2. “ ‘Someone Forgot the Mustard’ or How to Plan an Event,” Susan Mitchell, San Diego State University. 3. Programming Workshop, Ball State University. 4. Task Group Session, presented by Brian M. Gifford, Drake University.
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Student Senate Handbook for Recognized Clubs and Organizations