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CAMPUS ACTIVITIES

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BACK TO SCHOOL 2012 Vol. 45, No. 2

Easy, low-cost and Homegrown Programming ideas

Successful Recruitment and Retention Attracting Sponsors and Vendors Who Wants

to Go CAMPING? Get Ready for Regional Conference Season! Make Late-Night Programming Your Main Event


$67,850 That’s how much schools attending the NACAŽ National Convention collectively saved by using Block Booking. Block Booking. What are you waiting for?


Get Ready for the 2012–2013 NACA® Regional Conferences! NACA® South All Aboard! Sept. 27–30, 2012 Winston-Salem, NC

NACA® Mid America NACA Wants You! Nov. 1–4, 2012 Grand Rapids, MI

NACA® Central The Central Network Oct. 4–7, 2012 Arlington, TX

NACA® Northeast In Pursuit of Knowledge Nov. 8–11, 2012 Hartford, CT

NACA® Mid Atlantic Find Your Link @NACA Oct. 18–21, 2012 Lancaster, PA

NACA® West Make It Rain Nov. 15–18, 2012 Portland, OR

NACA® Northern Plains Abra-ca-NACA April 4–7, 2013 St. Paul, MN

Back to School 2012 Campus Activities ProgrammingTM 1


CAMPUS ACTIVITIES

Programming www.naca.org

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BACK TO SCHOOL 2012 Vol. 45, No. 2

Recruitment and Retention Putting the Pieces Together Tips for a Successful Recruitment ............................................................6 By Lindsay Bryant, EdD, Georgia Institute of Technology Recruitment and Retention The Two Rs to Having a Strong Programming Organization ..............1 0 By Michael Carson, University of Connecticut-Storrs Attracting Sponsors and Vendors for Programming Events ................1 3 By Michael Vreeland, Arizona State University

Low-Cost Programming Easy Ideas for Homegrown Programming ............................................1 6 By Rohry Flood, Chesapeake College (MD), and Jessica Claar, The College of New Jersey

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Developing Quality Events on a Tight Budget ......................................2 2 By Brent Hickenbottom, Fontbonne University (MO) Producing Low-Cost Programming on a Small School Budget ..........2 6 By LeAnn Starlin Galea, Cleveland Institute of Art (OH) Creating a Successful Open Mic Night ..................................................3 0 By Dan Barton, University of Northern Colorado-Greeley

Regional Conference Season Who Wants to Go CAMPing? ..................................................................3 6 By Billy Boulden, Florida State University, and Meghan Harr, Old Dominion University (VA) Doing Business in NACA The Campus Activities Marketplace and Block Booking Basics ..........4 0 By Dan Puccio, Penn State University-York; LaShaundra Randolph, University of MissouriKansas City; Amanda Horne, Stephen F. Austin State University (TX); and Jeff Hyman, Degy Booking, Inc. (NJ) An Unofficial Guide to Successful Conferencing..................................4 4 By Pascha S. McTyson, Manhattanville College (NY) 2012–2013 NACA® Regional Conferences ............................................4 7 That Agent Won’t Stop Calling You? Communication Is Key in the School/Agency Relationship ................5 0 By Laura Gilman, Fresh Variety (NH), and Tiffany Lyon, Southern New Hampshire University

Late-Night Programming Turning Your Late-Night Program into the Main Event, Not Just the Appetizer ............................................................................5 5 By Dillon Kimmel, University of South Carolina

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NACA® Spotlight Submit an Educational Session Proposal ..............................................59 ACUI Region 1/NACA® Northeast Region SGA Workshop ....................59 New Publications from CAS ....................................................................59 Read Campus Activities Programming™ Online ..................................59 Coming in the September 2012 Campus Activities Programming™ ..60 Block Booking Webinars for Schools, Associates ................................60 Scholarships for Student Leaders Awarded ..........................................61 Caldarelli Memorial Scholarship Presented ..........................................62 Zagunis Scholarship Awarded ................................................................62 Upcoming NACA® Foundation Scholarship Deadlines ........................62 In Memoriam: Phyllis L. Mable ................................................................62 Campus News ............................................................................................63 Campus Activities Programming™ Earns Honorable Mention............65 NACA® Leadership ....................................................................................66 10 Questions with … ................................................................................67 Melissa A. Arroyo, University of Connecticut-Storrs

Columns EDITOR’S PAGE To Drive or Not to Drive ............................................................................4 By Glenn Farr MESSAGE FROM THE CHAIR A New Academic Year Presents Many Opportunities..............................5 By Dave DeAngelis CURTAIN CALL Things to Do on Vacation in a Hurricane ..............................................6 8 By Nancy Oeswein

ADVERTISERS 2013 NACA® National Convention ............................................................9 Fantasy World ....................................................................................34–35 NACA® Adveritising ..................................................................................54 NACA® Block Booking........................................................................C2, 39 NACA® Bookstore................................................................................15, 33 NACA® Curtain Call ..................................................................................C3 NACA® Foundation ..................................................................................60 NACA® Foundation Scholarships ............................................................58 NACA® Internship Program......................................................................65 NACA® Membership Renewal..................................................................C4 NACA® Regional Conferences....................................................................1 Seacoast Events ........................................................................................29 Volunteer with NACA................................................................................21

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EDITOR’S PAGE

To Drive or Not to Drive? GLENN FARR

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’vE juSt rEAd AN ArtIClE dISCuSSING AN EMErGING trENd AMONG MEMbErS OF GEN Y, aka the Millennial generation, of not caring about learning to drive. Having grown up with technology and its related virtual communication and entertainment capabilities, as well as in a bumpy economy, many of them do not aspire to car ownership and its related responsibilities and expenses, much less being able to drive, period. Also, they combine their native technology with old school practices as they choose to track buses on their smartphones and ride bikes more frequently than their parents. I was shocked. I grew up in a rural “car culture,” where cars were essential and all I dreamed of from a very early age was the car I’d own when I became old enough—what make it would be, how much horsepower it would have and how slick it would look. Of course, this was a mindset formed in the 1960s, before the first oil shortage of the early 1970s and when the pinnacle of our technology was that which got us to the Moon, which by now, of course, is beyond archaic. I remember learning several years ago that the average cell phone was far more advanced than the technology that got us to the Moon. And I’ve upgraded my phone several times since then, so … well, you get the picture. While I can’t imagine growing up not lusting for the ability to drive and own a car, I am beginning to understand such things now, ironically, as I get older. I’ve spent quite a sum over the years owning and maintaining several cars, and I wonder if that’s something I want to continue doing, especially now that I’m only a decade from full Social Security eligibility. Will I want to spend that kind of money on a vehicle once I’ve retired? Will I even want to drive when I’m officially a senior citizen? the technology that young people can’t imagine living without would certainly make it easier to do without a car of my own. I’ve already become so entrenched in social media that I use it to keep up with many close friends, even though I might actually see them only once or twice a year. And I do believe the last time I went to a movie theatre was for the j.j. Abrams reboot of Star Trek in 2009. Why put up with others’ poor theatre etiquette when I can wait a few months and stream it in the privacy of my own home on Netflix or download it via itunes or Amazon.com? Again, you get the picture. About my home: recently, I marked 10 years in my current house, which is longer than I’ve lived anywhere since leaving my parents’ home for college. I admit I’ve gotten itchy and have been looking at potential properties online. One thing I’ve been considering is

Chair, NACA Board of Directors Dave DeAngelis Executive Director Alan B. Davis MARKETING & COMMUNICATIONS STAFF

Director of Membership Marketing & Events Dawn Thomas Marketing & Communications Manager Latrice Williams Editor Glenn Farr Graphic Designer Jason Jeffers Online Marketing Manager Wes Wikel Advertising Sales Lisa Stroud

Campus Activities Programming™ (ISSN 07462328) is published eight times a year by NACA (January/February, March, April, May, Summer, October, November/December) exclusively for NACA® members, Copyright © 2012 by the National Association for Campus Activities. Editorial, publishing and advertising offices: 13 Harbison Way, Columbia, SC 29212-3401. NACA full membership is restricted to institutions of higher learning; up to five subscriptions of Campus Activities Programming™ are allotted to member institutions based on full-time equivalent enrollment. Additional subscriptions are available for $95 each. Associate membership is restricted to firms whose talent, products, programs or services are directly related to the field of collegiate extracurricular activities; up to $144 of their membership fee is for up to three subscriptions to Campus Activities Programming™. Additional subscriptions are available to members for $95; to nonmembers for $95. Library of Congress card number 74-646983; Library of Congress call number PN2016.N32A3. Statements of fact and opinion, or other claims made herein, are the responsibility of the authors, letter writers, providers of artist performance reports, and/or advertisers, and do not imply an opinion on the part of the Campus Activities Programming™ staff, NACA® Office employees, or officers, staff and other members of the Association. All rights reserved, including the right to reproduce the contents

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looking into residences that would allow me access to amenities during retirement that might require as little driving as possible. Some real estate sites do give a “walkability index” and it’s been interesting to see how various properties rate on that scale. For fun, I looked up the first house I ever owned, which was much closer to the downtown area of Columbia, SC, than my present residence. It had an index of 42 out of 100 because it was actually near a few restaurants and grocery stores. My current home, while only 10 minutes and three stoplights from the NACA® Office, is at the very edge of the greater Columbia metropolitan area. It has a walkability index of 2. Yes, 2 out of 100. In fact, the site went on to describe it as “completely car dependent.” Well, I’ll certainly have to give some deep thought to how I want to live the next phase of my life, but I do find it ironic that this aging “boomer” is coming to think more like some of you who are still in college or just beginning your professional careers. I suppose it’s true that what goes around comes around, or perhaps vice versa in this case. Nevertheless, the cyclical nature of things is evident in many ways this time of year, as we gear up for a new academic cycle and NACA’s regional conference season soon begins. Our authors this month share helpful tips on many aspects of getting a head start on a new year. And you won’t even need a car to be able to take advantage of much they have to share. Email: glennf@naca.org Twitter: @EditorGlennNACA

of Campus Activities Programming™, either in whole or in part. Any reproduction includes, but is not limited to, computerized storage of information for later retrieval or audio, visual, print or Internet purposes. All protections offered under federal copyright law will be strictly pursued, and no reproduction of any portion of this publication may occur without specific written permission from NACA. No material can be copied, in any form, if the purpose is to sell the material. Periodicals postage paid at Columbia, SC. POSTMASTER: Send address changes to Campus Activities Programming™, 13 Harbison Way, Columbia, SC 29212-3401. NACA, National Association for Campus Activities, Campus Activities Programming™, Programming, and all other designated trademarks, service marks, and trade names (collectively the “Marks”) are trademarks or registered trademarks of and are proprietary to NACA, or other respective owners that have granted NACA the right and license to use such Marks. NACA allows its members to promote their NACA® membership on Web sites and printed materials. However, this designation does not imply NACA sponsorship or approval of events or content. For questions about the use of the NACA® membership logo or to request permission to use it, please contact Dawn Thomas at dawnt@naca.org.


MESSAGE FROM THE CHAIR

A New Academic Year Presents Many Opportunities DAVE DeANGELIS

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HEN I CONSIdEr A NEW SCHOOl YEAr ANd GOING “bACk tO SCHOOl,” I fondly remember it as a time to go shopping for new school clothes and supplies. Even though it marks the end of summer vacation, it also represents a new beginning filled with new experiences and opportunities. For us programmers, a new academic year may not require backto-school shopping, but there are things we need to restock. A new academic year represents an opportunity for programming boards to plan a rich schedule of events that entertain and educate our campus communities. to accomplish this task, what things do programmers need as we start a school year?

We may not need art supplies, but we still can embrace creativity and innovation. It is important to respect the history and traditions at our institutions, but that should not deter our organizations from trying new things. Sometimes program boards get in the habit of blowing the dust off of the binder and doing the same events year aer year. It is necessary for our organizations and its members to encourage taking risks and thinking creatively. Whether it is putting a fresh spin on a current campus tradition or planning a new program, being creative and innovative will lead to exciting events and a vibrant campus. We may not need erasers, but it is still okay to make mistakes. No one is perfect, and we all make mistakes. the crucial thing is that we learn from our mistakes and move on. I would even argue that some of the best teachable moments student leaders have is when they make a mistake, fix the program and learn from the experience. let’s face it, people do not notice our mistakes nor judge us for making mistakes nearly as much as we think they do. let the members of your organization understand it is okay to make mistakes and to not look at them as failures. rather, view them as opportunities for individuals and your organization to grow and learn. We may not need new notebooks, but we can still track our progress. No matter how you keep track of your life (an old-school planner or your iPhone calendar), students know how essential it is to keep track of what’s going on in their lives. We should be doing the same with our program boards. take some time at the beginning of the year to set up some systems to track event progress, paperwork,

goals and outcomes. use assessments so you know if you are doing what you want to with your events. A little work at the beginning will help your group be able to track its progress and see its successes. We may not need new clothes (okay, let’s be honest: doesn't every student want new clothes?!), but we still can have a new look. A new school year presents a new opportunity to reinvent yourself. If you want to try something new, there’s nothing stopping you! If you want to join a new organization, or try out for a play, or apply for that great internship, there’s nothing stopping you! All too oen, we let routine keep us from challenging ourselves to try new things and have new experiences. use this new school year as a chance to do something you have always wanted to try. Participating in different co-curricular leadership experiences will just enhance the learning that takes place outside of the classroom and complement your academic work. A new school year means seeing old friends and making new ones, and the same is true for a program board. One of the most valuable assets of a programming board is its members. being a member of a student-led programming board teaches leadership through serving others by creating a culture of involvement on campus. It is essential that, as we begin a new year, we are encouraging our organizations to embrace new faces and ideas. We can’t build communities on our campuses if we are not building them in our organizations. take the chance to welcome new members and help them find a place in your organization, and engage returning members in helping create a sense of family. A new year is just that – new. Not better, not worse, just new. Do what you do best. the overall message as you embark on a new school year is quite simple. be willing to take risks, celebrate mistakes, set goals and track progress, create change, try something new and find the right members that will help your organization achieve its goals and be successful. just do what you do best, which is planning excellent programs on your campus to engage students and cultivate a sense of community at your institutions. Oh, and don’t forget to have fun, too! Email: ddeangelis@suffolk.edu Twitter: @nacaboardchair Tumblr: thenaca.tumblr.com

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Lindsay Bryant, EdD Georgia Institute of Technology

PUTTING THE PIECES TOGETHER Tips for a Successful Recruitment

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t IS tHAt tIME OF YEAr AGAIN. Students have been gone for the summer and have come back to campus with new energy and excitement for what the school year will bring. this also means it is time to recruit new members to join the programming board—volunteers who can add not only new faces, but new energy and perspectives. take a look around campus; the options for finding new members are endless. Not only do you have returning students who are looking for ways to get involved, but you also have wide-eyed freshmen taking in all the excitement your campus provides and trying to find their places within the campus community. Many pieces must come together for your recruitment to be successful, and it can be overwhelming to consider all that needs to be done to find new members for your organization. If you are not organized and lack a plan, you will complete recruitment disappointed in your team’s efforts and, more importantly, you will have set a negative tone for the year. With so much to do, how should you get ready for recruitment? remember that recruitment can be accomplished effectively by pursuing a few elements that fit together like puzzle pieces. Once these four pieces— fun, marketing, communication, and realistic goals—come together, you will most likely have all the new members your board hoped to find and you will be ready to tackle the new year.

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Piece No. 1: Have Fun

this sounds simple, but it is hugely important. If your organization is not out and about on campus showing students that the programming board is the place to be, why in the world would anyone want to join it? Students can tell if you are really excited to be a part of an organization. If your campus has a welcome week during which all organizations staff tables to showcase what they do, make yours unique. Show pictures from events, give away promotional items, or play a game at your table. don’t just send two members to sit at the table, not making eye contact and, instead, playing on their smart phones. You want members who will engage students as they come by. High energy is contagious; if members are energetic during recruitment, others students will want to be part of the excitement. there are simple things you can do to get the programming board’s name out on campus. While you are out and about marketing events, make sure people know you are a member of the programming board. Have board members wear t-shirts on a certain day. When you are out chalking sidewalks, distributing fliers, or doing anything to promote events, wear previous event t-shirts, lanyards, or any type of swag you have so people connect your organization with everything you do on campus. And remember: recruitment is something in which the entire board needs to take part for it to be successful. Get members involved by making it a competition to see who can attend the most recruitment events. Offer a prize when recruitment is over to the member who made the most appearances. You can even create a team competition and require each group to complete certain recruitment tasks, such as talking to a class, chalking sidewalks, passing out fliers, or tabling during the day. the winning team will have bragging rights all semester.

posted all over campus at the beginning of the year to recruit students to various organizations and causes (and consider how many you ignore as you walk by). Make sure yours aren’t overlooked. remember that not everyone will know what the programming board is all about. Make sure you convey that clearly and concisely in your marketing materials. Aer you choose a theme for recruitment, decide how you get the word out to campus. diversify: brainstorm several different avenues through which to advertise. Maybe you can create a brochure that will describe the different activities you plan and what being a member means. distribute fliers around campus. Simply being seen on campus passing out information goes a long way, too. visit classes to talk about joining the programming board. Make banners, chalk sidewalks around campus and update websites. basically, make it so that students are seeing information about joining the board everywhere they look. Marketing is extremely important. You are not going to secure new members if you don’t actively work to get them. You cannot design a flier, make 100 copies and place them around campus and in residence halls and be done. Students who are considering joining will need to see the information about recruitment several times around campus before they consider committing to become a member. You must not dismiss the power of social media in getting the word out to students, either. determine as a group what social media is most popular on your campus. use it to market your recruitment for the board. Have all your members change their Facebook profile pictures to the marketing flier during your recruitment period. Word-of-mouth, especially electronic word-of-mouth, is very effective in getting students to join. On your recruitment flier, list a twitter hash tag or tell them to “like” your organization on Facebook. don’t forget to market the board at your events, themselves. Programming boards plan events, so why not plan an event at the beginning of the year that introduces students to what the board is all about. let them see firsthand why they should join. Chances are you will be hosting an event to welcome new students. At that event, make an announcement about who sponsored the program and how to join. Staff a table at the event so students can ask questions. Not everyone will join the board, but an event is a great way to market the organization and entice people to come to future events.

TO ATTRACT NEW MEMBERS, YOU MUST GET YOUR ORGANIZATION’S NAME OUT ON CAMPUS. CHOOSE A THEME FOR RECRUITMENT SO EVERYTHING YOU DO HAS A COHERENT FOCUS.

Piece No. 2: Marketing, Marketing, Marketing (and More Marketing)

to attract new members, you must get your organization’s name out on campus. Choose a theme for recruitment so everything you do has a coherent focus. Create a catchy slogan and design a unique flier to grab the eyes of students walking by. think about how may many ads or fliers are 8 Campus Activities ProgrammingTM Back to School 2012

Piece No. 3: Set Realistic Goals

When your organization discusses recruitment, be realistic about how many new members you want. If you obtained 20 new members last year, aiming for 100 new members this year will only lead to disappointment and start the year off on the wrong foot. try for 30 new members and be happy if you get 25. It is not the quantity, but the quality, of the members you recruit that is important. And keep in mind that some members will drop out by the end of the semester. If you need only 10 new members, set the goal at 15. Many times, new students on campus will sign up for 10 activities not knowing what they will like. One of those 10 organizations will be the programming board, and aer a few months, these students may realize they do not want to be members anymore. Some students will join only because they just want to help with the fall concert or a comedian’s show and, aer it is over, they will not actively participate until the next fall or the next concert. So be realistic about your organization’s needs and set goals accordingly. Meeting or getting close to your recruitment goal will help create positive energy to start the semester.


Piece No. 4: Communicate What Students Will Get Out of Joining

Students are going to want to know what they are going to get out of joining the programming board. If you create a brochure, this is the perfect place to share this information. You can also put it on a poster for a recruitment table. Highlight that, as a member of the programming board, students get to help plan fun events for the entire campus, and they might meet famous artists and musicians. but also explain that the experience of being a programming board member provides so much more than that. they will meet new people and build their community within the board. they will gain leadership experience, learn communication skills, and interact with the overall campus community. before putting all of this together, discuss as a board what each person has learned during their time as a member. Put quotes in the brochure or on the poster from current members. Make it personal for each member so when they are out recruiting and are asked why they joined, they have a genuine answer to give. thinking about this beforehand will be helpful in recruiting, and if this is something the board members have never thought about before, it could make for a great teambuilding activity before recruitment begins. If you hold a new member retreat, talk about that in your brochure, too. Students might not have any idea what the programming board does or how it operates. think about it from the perspective of someone who is discovering the board for the first time. Make sure to discuss the opportunities for leadership advancement in the organization and include an explanation of what the requirements are for being a member. For example, if members are required to attend committee meetings, board meetings and two events a month, be sure to mention that. It is important to make all this information available before students decide to join. Putting the Pieces Together Now that you understand all the pieces that need to come together for a successful recruitment effort, how can you make that happen? One word: Teamwork. recruitment is not a task for just one person. Even if the board has a position in charge of recruitment, each member will need to take an active role to make recruitment successful. Aer talking about each element needed for recruitment to work and agreeing on a plan of action, divide the

current membership into small groups and assign tasks so no one individual is feeling the load of making recruitment successful. Form a group that will design marketing materials. Form another group to decide how to get that marketing out on campus. And make a plan to get other members to help, whether that means chalking sidewalks or distributing fliers. Create a sign-up or perhaps schedule a meeting during which everyone will plaster campus with your recruitment materials. don’t forget to have fun and wear your programming board gear. People will notice and wordof-mouth is some of the most beneficial promotion you can have. When you work as a team to put all the pieces together, it will be successful and not one person will have had to shoulder all the work of making it happen. Of course, every programming board is different. So take these suggestions and make them work for your campus. but no matter the campus, new members are not just going to come to you. You will have to work hard to get and keep them, but that is part of the fun. You are looking for fresh new faces and innovative ideas to plan exciting and spectacular events for your campus. the new members you are recruiting are the future of your programming board. When you have your first board meeting with those 20 new members, the energy in that room will be contagious. And you will already have a success under your belt to celebrate. before you can secure those news members, though, you need to get out of the office with your board t-shirt on and show your campus why the programming board is, indeed, the place to be.

About the Author Lindsay Bryant is associate director of Programs at Georgia Institute of Technology in Atlanta. during

her career, she has garnered experience in the areas of student activities and programming, leadership development, residence life and student conduct. She holds a bachelor’s degree in communication from Ohio university, a master’s degree in education from the university of Georgia and a doctorate in education from the university of North Florida. She is a previous contributor to Campus Activities Programming™.

See You in Nashville! 2013 NACA® National Convention Nashville, TN Feb. 16–20

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HEN It COMES tO HAvING A StrONG StudENt OrGANIzAtION, especially a programming one, it is necessary to also have a strong recruitment effort, along with different or unique retention techniques to keep members engaged. Most university programming organization representatives will likely say their biggest struggle, besides finances, arises from getting members to not only become involved with their group, but to have them stay consistently engaged during the entire school year. this past November at the NACA® Northeast regional Conference, university of Connecticut-Storrs vice President for Programming kelsey brown and I made a presentation called “recruitment and retention: the Original Friend request.” Since we are gearing up for another year in the world of student programming on our campuses, I would love to share some ideas about “the two r’s” that will help organizations reach out to potential new members and techniques that will keep them engaged for the entire year.

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Recruitment The Target Group

When it comes to recruitment, the most important components are knowing your target group and pinpointing the motivations these people might have for getting involved. College students, especially freshman, want to get involved to make friends, to be part of something outside the classroom, and to be able to add the activity to their résumés. the easiest time to capture the attention of the freshman class is at the welcoming events scheduled for them when they move in. they will be completely new to everything the campus has to offer and it is the perfect time to make a lasting impression on them about the huge role your organization plays on campus. You do not even have to do signups at these events; just having a presence there, including your board members, will do the trick. Make sure you are energetic, willing to talk to them about what you do and show how much fun your organization’s members have together (give off that friendship vibe). Giveaways

If your budget allows for any gimmicks, especially cheap ones such as lanyards or Id holders with your logo on them, be sure to give them away, as they are a great way for freshman to recognize your organization from the moment they begin their time on campus. Involvement Fairs

the best and easiest place to recruit potential new members is at campus involvement fairs. If your school does not have an involvement fair, you should definitely talk to your student activities department to see if you can have one. If you have ever been to an involvement fair, you likely remember how chaotic and stressful such an event can be, both for you as an attendee trying to get involved or as a leader trying to get people to join your organization. Patience, planning and your absolute highest energy level are needed for such an event. Your organization should have some sort of handout to be distributed to interested students. It should clearly explain what your organization does, the opportunities that exist to get involved with it, and contact information. You will most likely be doing sign-ups for a first meeting at the involvement fair. Make sure you are organized in advance as to how you are going to conduct these sign ups. If you have different committees, it is best to have a clipboard for each committee on which interested students can write their names and email addresses. You will also want as many returning members of your organization as possible present at the involvement fair so everyone can share their perspectives and experiences with the organization, since they are all likely different. the most important part of the fair and the aspect that will make the biggest impact on someone visiting your table is the conversations you have with them. You will want to share the most meaningful experiences

you have had with the organization, how some of your fellow members became your closest friends and how much fun it is to plan some of the biggest events that occur on your campus. because most of the members representing your organization at the fair will be its leaders, you will want to mention that there are great leadership positions and experiences available if you put your greatest effort into being part of something as enriching as campus programming. It is best to try to make a connection with each person you speak to by asking if they did anything in high school similar to what your organization does, or what their specific interests are, because that can attract them to a certain aspect of your organization. Once again, if your budget allows for it, creative gimmicks that are useful in college dorms, such as desk calendars, white boards, or flashlights with your logo on them are always great giveaways at such events. Unusual Recruitment Techniques

the prior two recruitment techniques focused mostly on targeting freshman as the audience and involved intentional recruiting. but there are effective recruitment techniques beyond the obvious. remembering who comprises your target group can be helpful in finding good members for your programming board. If you find people who have worked extensively with event planning or used to be on a programming board at another school, you would want to encourage them to check out your organization. People with previous experience with different organizations can add valuable insight to improving various aspects of your own board. Additionally, you want to target students with specific majors or skills that might benefit your organization. For example, if you are struggling with ways to market events, contacting the marketing department might help you find students with a creative eye. When you are struggling with any aspect or task requiring specific expertise, it is always a good idea to turn to those who have a keen interest in the areas in which you need help. “Unintentional” Recruitment Possibilities

When it comes to unintentional recruitment, one easy way to attract more members is through your events, themselves. Oen, your events will attract many of the same audience members. these people clearly enjoy the different events and programs you are offering, so why not reach out to them to see if they are interested in getting involved in planning and executing future events. You can approach people during an event with a sign-up sheet to see if they are interested in joining your organization. Another good way to get the recruitment conversation going is by engaging in face-to-face interaction at tables in your student center or at a busy walkway on campus. distributing a handout about upcoming events, conducting surveys about how people hear about your events or just having conversations about the organization with passersby can be great ways to encourage new members to join. the use of social media cannot be ignored when it comes to attracting potential members. by following students on twitter via your organization’s account, you can tweet them about getting involved or attending an event. Additionally, having people like your Facebook page and posting photos from events so they can tag themselves shows you are being proactive when it comes to engaging your campus community. No matter which avenue you pursue to find new members, the most important thing to remember is to convey enthusiasm and make a great first impression about your organization. If you don’t look like you are having fun with your organization, why would a potential recruit want to join? Retention Aer you’ve successfully convinced new members to join your organization, everything is all set, right? Not quite. Now, you must keep them engaged for the entire school year and maintain your membership numbers. And you accomplish this through sometimes extensive retention activities. Back to School 2012 Campus Activities ProgrammingTM 11


Motivation and Delegation

Easy Retention Activities

Going back to motivation, remember that when anyone joins an organization, it’s usually because they want to make a significant contribution to it. unfortunately, many times when people join organizations, they do not get the chance to make the meaningful contributions they hoped would and end up leaving. One way to prevent this from happening is through task delegation. the organization chair or committee chairs must make sure they are giving members assignments to complete. When members have specific tasks assigned to them, chances are they will keep coming back because they feel they have contributed to the success of the programming event at hand. delegating specific tasks to people also helps them feel a sense of autonomy and that they have been trusted to complete them. In turn, delegation helps the organization meet specific goals and allows committees to grow as a result of individuals putting their own creative spins on jobs that need to get done. the more ideas you have, the more you will be able to see what works best. When leaders delegate, it also helps take the burden off the people in charge because they can focus on the bigger picture without having to fret over smaller details. Members are there to help and it is up to leaders to utilize them. Additionally, delegation allows current leaders to groom future leaders for the organization. When you see potential in someone, you want to give them responsibility to see how they will handle it and whether they will become good leaders.

there are many easy retention activities to keep engagement high at all times throughout the year. From opening meetings by sharing your favorite part of the weekend to presenting pat-on-the-back awards for each member for helping at an event, there are any number of different ways to show your appreciation for your members. Additionally, a great way to cap off the end of a semester is to announce superlatives honors for your committee members. they can be funny or serious, but either way, they show you have made the effort to get to know them and they feel included within the organization. If you have an end-of-the-year banquet of some sorts, make sure there are as many pictures of your committee members as there are your board members in a slide show. You want to demonstrate that they are just as important and it will help bring them back for future involvement. Social media is also a great way to retain members. You can create a group on Facebook for your committee. You will be able to engage in conversations through this group, both organization related and not, that will allow new friendships to be formed. When it comes to twitter, you can tweet at committee members from organization accounts thanking them for their help with a programming aspect of an event. It is a great technique for maintaining contact within your organization and will help continue to get the word out about your organization as a whole. Effort Equals Success With regard to both recruitment and retention within student organizations, it comes down to how much effort you are willing to put in to attract members that will be engaged and helpful in the future. A positive attitude, high energy levels and the ability to make your members feel useful and important go a long way in a programming organization. these two “r words” are among the most important components of establishing your programming board as the premier student organization on your entire campus.

Member Initiatives

Member initiatives are crucial when it comes to retention. One way to keep people engaged is through recognition and making sure they are appreciated for the work they do. With committees, you can maintain a point system through which you award points for completing tasks like attending a meeting, helping out at an event, or attending another committee’s event. It gives people a reason to show up and helps the organization as a whole by attracting full involvement. Honoring a committee of the month and/or a committee member of the month are always great ways to generate friendly competition within your programming board. Many times, competition can bring out greater creativity and levels of success because people are aiming to be their best. If you are fortunate enough to have a large budget, having monthly committee member appreciation dinners or distributing cards for a free ice cream at your school food court are great ways to help your members feel important and appreciated for the work they do. Having an organization-only trip to an amusement park or a play is another great bonding activity for members. Other similar activities that are free and easy to plan include having organization or committee dinners in the dining halls, movie or game nights, or organizing a field day. these are always fun ways to develop friendship among members.

12 Campus Activities ProgrammingTM Back to School 2012

About the Author Michael Carson was the 2011–2012 president of the Student union board of Governors (SubOG) at the University of Connecticut-Storrs, where he earned a bachelor’s degree in actuarial science. before becoming SubOG’s president, he served as the organization’s vice president for Finance and Administration. Active in NACA, he has presented at the NACA® Northeast regional Conference and has participated in the NACA® National Convention. during his time with SubOG, the organization earned two NACA® Northeast Excellence in Programming awards and the NACA® Northeast best School Spirit Award. Individually, he has been honored with the thomas Ahern Award for dedication to the Student union and Campus Activities and the Student life Award for Individual Husky Pride, both in 2012.


ATTRACTING SPONSORS and VENDORS for

PROGRAMMING EVENTS

AND Y L E E VR IVERSIT L E A E UN ICH BY

M A

STAT A N RIZO

Back to School 2012 Campus Activities ProgrammingTM 13


Y WIFE ANd I HAvE rECENtlY bEEN CAtCHING uP ON tHE FIrSt FEW SEASONS OF MAD MEN, WHICH WE lOvE. For those who aren’t familiar with the show, it’s about the employees at an ad agency during the 1950s and ‘60s, their personal and professional successes and failures, and the process of marketing and advertising (although, for those who do know the show, this is a gross oversimplification). basically, there are two kinds of people at the firm depicted in the series—“creative,” those who create the art, slogans and vibe for advertising; and “account men,” those who work with the customers directly. While watching the show not too long ago, it dawned on me that working in programming or event planning in higher education contains both of these elements, but more specifically appropriate is the idea of an “account person,” someone who works with a company to ensure they feel good about the way they are being represented and that their product is properly promoted. that’s a great way to explain our interactions with outside vendors and sponsors. What are advisers and student leaders doing to assure vendors and sponsors that their money/products are not being wasted on our events and programs? In fact, the relationships we advisers and students leaders share with them are oen crucial to what we do. let me clarify that “relationship” in this context is not a function of some sort of altruistic symbiosis between advisers and student leaders and the local sub shop or a national cell phone provider. Instead, it’s utility that drives this relationship. the company representatives approaching our universities and colleges believe in the core goodness of the products they represent. they also know the college marketplace is brutally competitive when it comes to securing the student dollar, whether it’s for tuition or shampoo, laptops or pizza. because of this, vendors need our attention and assistance to achieve their own outcomes and needs. before we can discuss how to be successful in working with vendors and companies, it’s important to come to grips with the implications of working with them for the purposes of accepting their sponsorship money. Questions you might ask include: • Why should I have to work with a company for a sponsorship? • Is not my university a bastion of independence and free thought? • What place does the corporate dollar have in contributing to the experiences of the students I care for? these are all great questions, and ripe for debate. However, it’s important to realize that the leadership of a programming board serves a gatekeeper function in allowing vendors and sponsors access to the student body. And these companies do want access to our students. they want to present themselves as cool and as relevant as possible. knowing this, what is our duty, as gatekeepers, to create constructive and productive ways to expose students to these products? How do we monetize access to students? unfortunately, every institution is different when it comes to the idea of working with sponsors. Some might not allow it at all, some might filter any financial contribution through the general budget, and others might allow only in-kind donations. Some institutions may not think they’re

M

large enough to be attractive to a vendor. In the end, each of us must do the legwork required to find out what will work best in our given situation. With all that in mind, I’d like to share some things I’ve learned while working with the Programming and Activities board at Arizona State university in securing and dealing with vendors and sponsors: Help your students understand why sponsorship money is important.

It isn’t just about getting financial support for your organization; there needs to be a cost attached to gaining access to students through our events. You and the students do all the work required to attract dozens or even thousands to an event. Would you let a vendor show up for nothing because they want to hand out the newest energy drink or some sampler sandwiches? In that case, the vendor would be taking advantage of your student organization. While student programmers can be wowed by the prospect of having lots of vendors at an event, it’s important to help then understand that, while vendors’ presence can help infuse the vibe of an event, it’s the sponsors’ money that helps the event exist. And while the promotional items sponsors distribute, or the sponsors’ presence, in general, might be “cool,” are those what makes an event awesome for students? Probably not. Be ready to hear “no” a lot.

this has been one of the hardest lessons for my programming board. We have had a lot of success with events, and we see only one or two “failures” a semester. but for every vendor that is willing to pay to be present at an event, there are many more that aren’t. We’ve found that inkind donations (“I don’t have $500, but I can bring $500 in product”) are much easier to obtain. However, 3,000 samples of conditioner don’t do us much good once the event is over. Create a tiered system.

National brands oen have more resources to bring to an event than the local deli/music store/frozen yogurt store. Asking for $5,000 to be a major event sponsor isn’t going to fit every vendor that’s interested in gaining access to your students, so building a tiered system that provides more exposure for more support not only creates options, it also shows that your organization is sophisticated in how it regards vendors. If you look at any major music festival, state fair, performing arts center, or even your own athletic department, you will likely discover they use similar models in working with donors or companies, or both. Currently, our lowest sponsorship entry point is $200 and our highest is $6,000, based on the nature and size of the event, and the size and scope of the vendor. Understand the financial intricacies of your institution.

At ASu, any donation greater than $25,000 has to be cleared through our Foundation. let me be clear that we don’t approach that level (although it would be nice!). but with that in mind, we maintain an awareness that

A programming board is a sandbox. It’s a place for students to learn skills that translate to life at large, but with the checks and safeties an institution can provide. We understand and share this repeatedly as we work with students in planning events. But, this is also true when it comes to working with vendors. 14 Campus Activities ProgrammingTM Back to School 2012


there might be multiple university entities seeking support from any specific vendor. We always want to make sure we don’t ask for $1,000 for an event from a sponsor that potentially could be working with the institution to sponsor something else for $50,000. Be aware of what you and the vendor can offer each other.

Exposure to students in any arena is a very competitive endeavor; there are many ways sponsors can find a way to get in front of them. We want to make sure venders use the avenues we in campus programming can provide, so we need to make sure they know that at X event there will be X number of students, and their exposure will reach X level. Explain that working with vendors builds valuable life experience.

A programming board is a sandbox. It’s a place for students to learn skills that translate to life at large, but with the checks and safeties an institution can provide. We understand and share this repeatedly as we work with students in planning events. but, this is also true when it comes to working with vendors. (In fact, our development department is called business relations.) the skills learned working with vendors are as valuable as learning how to contract a band, provide security, or advertise a casino night. Know your demographics.

Numbers rule when it comes to sponsorship, and anything we can do to provide hard data can only help to bring in support. being able to track the growth of a particular event, the demographics of your students, the reported success of previous vendors – all this data can help make your case and make the access you can provide more attractive to potential sponsors.

Value your successes.

One of the other most compelling aspects of Mad Men is seeing the way its characters celebrate professional success. there are many near misses and failures in the creative process, and the wooing of a client is an art. It takes a lot of work and refining to polish our pitch to a potential vendor. It can be very difficult, but ultimately, it is worth it. Monetize Access for More Programming Success If I could summarize what we’re trying to do here, it’s this: monetize access to students. We know that the density, makeup and habits of our students are attractive to outside companies; they want what we have, namely our ability to get students together socially. there is great opportunity out there beyond the campus boundary, a kind of unexplored territory for many of us, and given the current financial climate on many of our campuses, it can only help us to seek out additional and creative ways to fund the great programming efforts in which our students are engaged.

About the Author Michael Vreeland is coordinator of Campus Activities at Arizona State University, where he has been em-

ployed for more than eight years. Active in NACA, he has participated in the National Convention from 2009 through 2012 and in the NACA® West regional Conference in 2010 and 2011. He holds a bachelor’s degree in creative arts/music from Grand Canyon university (Az) and a master’s degree in communication from Arizona State university.

BEFORE YOU ATTEND THE NEXT CONFERENCE, HIT THE NACA® BOOKSTORE! Steps to Individual Excellence as a Campus Activities Professional NACA Education Advisory Group Based on the CAS Standards, this guide provides the characteristics, practical steps and related learning, affective, and behavioral outcomes in order to become a competent and complete campus activities professional. With an accompanying 360 degree evaluation, the NACA Education Advisory Group offers this tool as a key instrument in taking the initiative in one’s own professional development. Available only to NACA members.

Available for just $3.50 at www.naca.org/store Back to School 2012 Campus Activities ProgrammingTM 15


EASY IDEAS for HOMEGROWN PROGRAMMING By Rohry Flood, Chesapeake College (MD), and Jessica Claar, The College of New Jersey

16 Campus Activities ProgrammingTM Back to School 2012


A student talent competition based on American Idol can be a great way to offer a program students can enjoy while keeping programming costs down.

“IN tHE FuturE EvErYONE WIll GEt tHEIr 15 MINutES OF FAME.”—ANdY WArHOl In our digital age, we are learning through Youtube and reality tv just how true this statement is becoming. We can probably name dozens of people who’ve appeared on Tosh.O clips or American Idol/The Voice/Survivor/The Amazing Race that we don’t see aer their appearances are over. We figured we could borrow this concept and give students their own 15 minutes of fame while simultaneously meeting our own low-cost programming needs. We decided to pursue homegrown programming ideas that take advantage of the talent already on our campuses, that rely on resources generally already available on our campuses or in our offices, and that can be offered at a low cost. Such programming also allows for built-in crowds comprised of participants’ friends from all over the campus and brings new students into the fold who may not otherwise be interested in programming.

Back to School 2012 Campus Activities ProgrammingTM 17


What is homegrown programming? Homegrown programming is developed around the idea of keeping costs down by using in-house equipment and on-campus talent to create entertaining events. What are the benefits of homegrown programming? 1. Saving money—A one-hour concert might cost a couple thousand dollars, depending on the act, but an open mic night could potentially cost less than $100. 2. A sense of accomplishment—Your programmers can learn much from an event they run from start to finish, even if it means making mistakes. It allows them to show initiative and creativity while accepting responsibility. 3. New students—No matter how hard we work, there are going to be students who leave campus and do not know what opportunities lie within student life. these programs can bring new students to events. What are the downfalls? 1. Planning difficulties—When you have never offered a certain event before, it can be tough to estimate numbers pertaining to costs, attendance and other aspects. depending on the type of event, it can be difficult to prepare for various roadblocks that might present themselves the best way to deal with this is to create a list of questions you can ask before each event to help make sure you are fully prepared. 2. Creating the wheel—Many times, when you are putting a homegrown program together, you don’t have a blueprint to follow. this can cause much stress, but the higher the risk, the higher the reward. Examples of Homegrown Programs using reality tv as a guide can be a great way to develop homegrown programs, particularly those that can also serve as student talent competitions. the rules are laid out in advance; you can emulate procedures used on popular tv shows in terms of judging, the type of competition, timing, etc. Some ideas we have seen or tried follow. Campus Idol

You can run this over the course of a semester or wrap it up into one or two programs. there is usually a tryout date, followed by the competition. depending on the number of students involved, you can schedule multiple rounds to eliminate competitors in stages. One of the fun things to do in this case is to treat the student talent and judges like “stars.” use dressing rooms, provide catering and offer great prize packs. these kinds of items comprise most of the costs involved. You can keep the event affordable by using karaoke tracks played via laptop as accompaniment. Any easy way to keep up with the latest karaoke hits is to use an online karaoke site rather than buying tracks. be sure to recognize the winners publicly, as well, so that you help promote the event if you repeat it in the future. Biggest Loser

this is a great way to get multiple departments to work together. You can have confidential weigh-ins in the wellness office, preplanned workouts and exercise groups with the athletics department, and even bring your campus dining services on board by having them highlight healthy meals and smart food choices. the costs for this event most likely will come from offering cash prizes or gi certificates. to keep people motivated, you can post collective data to show net weight losses. Intramurals

If you don’t already have intramurals on your campus, this can be a great way to offer a lot of one-off events for students. You can team up with athletics for equipment and develop many easy games to host. We have found that dodge ball and kickball tend to be popular. You can find rules online and even free sites to help create and manage brackets. 18 Campus Activities ProgrammingTM Back to School 2012

Scheduling these events to coincide with national sporting events, such as offering a three-on-three basketball tournament during March Madness, will only help promote increased participation. Another great idea is to have students challenge faculty and staff to an event each semester and have a running tally of the winners to keep the rivalry fun. Video Game Tournaments

these events have been very popular on our campuses. using an idea similar to intramurals, you can use brackets and have students sign up in advance for a number of different games. the most popular for us have been Madden, Halo and Call of Duty. the costs usually include one or two gaming systems with controllers and copies of the games. You can reuse these, of course, if you want to run these events several times. displaying the finals in a highly visible area using a projector adds a fun element to the finals of the competition. If you have ever seen The Wizard (1989), you know what we mean. Student Soloist/Band Night

Why always rely on outside bands to provide your musical entertainment when you have talent right on your own campus? Hosting student performance nights are a great way to allow students to showcase their talents, have their friends support them, and potentially make a little money. Have students sign up in advance, place them into short performance sets (15–20 minutes for soloists; 30 minutes for bands), and, if you have it in your budget, pay them. Payment oen makes the performance seem more “real” to students and it encourages them to want to perform again. remember that a soloist’s payment can be a small fee, whereas you might want to pay a band per member. You never know what talent you’ll find on campus—at the College of New jersey, we’ve used a popular campus band to open for one of our major concerts. Comedy Night

Campus comedy nights are very similar to student band nights. Have advanced sign-ups and host a comedy festival on your campus. Invite “celebrity” judges (local comedy club promoters, state comedy organizations, acting professors, etc.) and give away great prizes. Prizes can include a basket of popular comedy dvds, working with a local comedy club for a performance spot, or allowing a student to provide a short opening set for your large-scale comedy show. (Fun Fact: a graduate of the College of New jersey was discovered at a campus comedy festival and is now on an NACA agency’s roster!) T-Shirts/Advertising Supplies (Creating Your Own)

We all use social media for promotion now, but think back to the days of creating your own t-shirts and handmade signs. this “retro advertising” will get students’ attention because it will stand out. Costs are low; generally you need to provide supplies like shirts, paints, stencils and sheets. these items can be very inexpensive and, if you get more than you need, you can use them at a later date for other programs. You can even make an event out of making shirts and banners that promote an event. At the College of New jersey, students put together their own “Area Codes” shirts to promote a ludacris concert. Polaroid Party

this event can be highly successful because you can make it specific to your campus and geographic area so that students are learning about their surroundings while getting involved with your program. Start by creating a scavenger hunt so students can find random items worth various points. Once you have created a point system, set a timeline and limit the number of pictures a group can submit. then each group gets an instant camera with a set number of film packs and they must try to get as many items as possible into each picture. the team with the most points wins and prizes can be simple gi bags


Homegrown programming is developed around the idea of keeping costs down by using in-house equipment and on-campus talent to create entertaining events.

Pumpkin carving contests are inexpensive and the results can make a fun display.

containing items like movies, gi cards, food, etc. Your costs include the cameras, which are reusable, film and prizes. Some groups have done variations on this event using cell phone photos or foursquare check-ins. B.Y.O. Dish Party

Hosting a “Globalpalooza” that coincides with other events is a great way to get your students interested in international and multicultural groups. It gives students a chance to talk about their backgrounds and we know that students love food. Have student groups sign up to represent a culture. then, they provide an information table, a cra, and, of course, a food item to be shared with everyone. be sure to check with your campus dining services and other appropriate campus officials to ensure you’re meeting health codes and campus policies. this can also be a great way to have co-curricular partnerships with faculty members who may be teaching courses on related subjects. Homecoming/Spirit Week

Create a list of student-run competitions and encourage students to sign up and accumulate points throughout the week leading up to homecoming.

then, recognize winning teams at homecoming, itself. this is a great way to build new traditions for your campus. keep the games fun, easy to play/referee/score—intramural type events are oen the easiest to plan. However, you can also include talent competitions, community service, and spirit days. based on the events you offer, you can encourage participation across campus involving students, faculty and staff. And why not give the winning team some special treatment and have your institution’s president present them with a spirit trophy or host a reception for them? Holiday Programming

When it comes to the holidays, it can be a challenge to keep students on campus when they are planning to celebrate off campus: • For St. Patty’s day, you can create a wellness program by having the local health department present a program in which students use beer goggles to show the effects of alcohol. • In the fall, host a pumpkin-carving contest. Pumpkins and carving kits are cheap, lay down lots of plastic and have an area away from direct sunlight to display the pumpkins for one or two days. turn this into a charitable event by donating the carved pumpkins to children’s or elderly care facilities. • before you break for the winter, hold a ginger bread house competition. Back to School 2012 Campus Activities ProgrammingTM 19


Graham crackers, candy and frosting make up the bulk of the shopping list. Students get to eat and design, and if you have architecture classes on campus, you can collaborate with academics, as well.

References Warhol, A. retrieved june 28, 2012 from http://www.pbs.org/wnet/americanmasters/episodes/andy-warhol/a-documentary-film/44/

Other Events

We have heard of many other great events since we first started presenting this idea at NACA® regional conferences: • A student flea market where students can pay to have a table set up to sell various items can be a great fundraiser. • Saturday morning cartoons usually invoke great memories for many students. Get the rights to some old cartoons to show and set up a table offering cereal and milk. Project the shows in your programming space and have maintenance help you relocate couches from around campus in that space for comfortable seating. • We all probably observe some form of an Earth day event, and offering plants that can grow in a dorm can be an inexpensive venture that gets students to come out to your program. • Our students enjoy celebrating birthdays. Celebrate everyone’s birthday by having cake for everyone during one event. Get different flavors for different months and offer them in the aernoon. You can take it a step further by getting inexpensive gis and raffling them off. Get Creative and Challenge Your Board Have a bag of tricks and access to items and resources that can make an event extraordinary. know where to purchase a keg of root beer locally. understand your faculty and staff and their backgrounds. there are some gems on your campus with amazing résumés, so get them involved. talk to your theatre department. It has props, space and more. Odds are you have things its personnel would like to use, too, so you can start a great partnership and keep departments from being silos on campus, instead working as a team to develop your students as a whole. these kinds of homegrown events work at two-year community colleges with very small budgets, as well as at major four-year universities with more substantial budgets. Get creative, challenge your board members, ask them for an investment and a willingness to make an event their own and let them impress you with the resources they pull together. A gingerbread house competition can be fun to stage—and eat!

20 Campus Activities ProgrammingTM Back to School 2012

About the Authors Rohry Flood is director of Student life at Chesapeake College (MD). He previously served as coordinator of Student Activities at Anne Arundel Community College (Md) and was a graduate assistant in Student life at Salisbury university (Md). Active in NACA, he has served on the regional leadership team for NACA® Mid Atlantic and has been involved with the Student Government Institute-East. He holds a bachelor’s degree in communication and a master’s degree, both from Salisbury university. Jessica Claar is assistant director of Student Activities at The College of New Jersey. She previously served

as director of Campus life at Harcum College (PA). Active in NACA, she has served on the NACA® Mid Atlantic regional Conference Program Committee. She also served as the region’s Special Events Coordinator, volunteer Coordinator and block booking Coordinator, in addition to serving on the Student Government-East Institute’s planning committee and as a facilitator for the Institute. She was named the region’s Outstanding New Professional in 2009. She holds a bachelor’s degree in public relations/journalism from Shorter College (GA) and a master’s degree in higher education and student affairs from the university of South Carolina.


VOLUNTEER with NACA! Opportunities are available year-round! Make Friends • Develop New Skills Build Your Résumé • Have Fun www.naca.org

Back to School 2012 Campus Activities ProgrammingTM 21


Developing QUALITY EVENTS on a TIGHT BUDGET

One of the ways the student activities department at Fontbonne University (MO) has provided low-cost, but quality programs for students was to hold a sta-student volleyball event.

22 Campus Activities ProgrammingTM Back to School 2012


By Brent Hickenbottom Fontbonne University (MO)

Ou juSt rECEIvEd WOrd tHAt AN EvENt PlANNEd FOr tHE COMING FrIdAY EvENING HAS bEEN CANCEllEd—ANd It IS WEdNESdAY. Weekend programming is extremely important on your campus and your adviser just charged you to fill the gap. You have a budget of $250 and you need to provide a quality activity for your campus community. GO! In the high-paced and ever-evolving world of collegiate programming, we have all been faced with such a problem at one point or another. the challenge is to adapt quickly and present a high-quality event that speaks to the wants and needs of your students. I recommend you start by asking one simple question, “What can you do to give your event its best possible shot at being successful?” It might seem too easy and a bit cliché to take a look at the five w’s, but that is where I would tell my students to start. A quick look at “who, what, when, where and why” will allow you to identify your focus and eliminate some of the unnecessary elements that can cloud your planning.

Y

So, how do you zero in on that brilliant idea you cannot wait to present? Where do you begin? • look in your closet first—take note of what you’ve got and go from there. No need to re-invent the wheel. If you’ve got it, use it! • utilize a theme (but remember, if you go the theme route, you need to go all out). • Piggyback a holiday. • Pay attention to pop culture. • take a look at the campus calendar. • Analyze the big prize draw vs. smaller giveaways, but remember that college students will play for pride. A traveling trophy/plaque is a good idea, too. • target groups and send specific invitations. Ask for a commitment: “Can I count on you to bring a team?” • talk to your residence life staff. they may enjoy a gi-wrapped program they can count on. • trivia is a solid fallback plan. And remember, you should never have to pay for trivia questions. Ideas to Consider Here are some ideas that have been successful in the past and will usually work well. Trivia Event

A trivia event will sink or swim based on the quality of questions you choose to present to your audience. If they are too difficult, you will lose people. If they are too easy, people will lose interest and question the legitimacy of the event. Is it easy to write good trivia questions? Probably not at first—but it gets easier with practice. Paying for questions is throwing away money. It is unnecessary and can really be a negative with respect to the overall quality of your event. taking control of your own questions allows you to gear them directly towards the purpose of the event and the interests of your unique audience. Guidelines to writing successful trivia include: • Questions should be challenging.

• At least one person in the room should know every answer. • If a perfect score would be 100 and all teams have the same amount of participants, I would want every team to score at least 65 and the winning team to score about 85. • Utilize the “dawgonnit” rule.

• the dawgonnit rule is simple: You want participants to re-discover things they once knew or have forgotten they knew. As a moderator, if I hear someone say, “dawgonnit, I know this answer,” I am pleased. • Providing a question that really sparks thought hooks your contestants.

• Avoid multiple-part answers that span more than one category.

• Phrasing is imperative. the best questions have only one clear-cut answer, and that means fewer people will take a chance on arguing. • the more answers people must come up with, the longer they will take to answer. Perhaps it is not necessary to name the four actresses who played on The Golden Girls. Instead, you could ask for the last name of dorothy’s mother, played by Estelle Getty, who in real life was a year younger than the actress who played dorothy (bea Arthur). • be specific and make sure you do not allow for multiple answers to the same question. • Write questions that will interest your audience.

• there is nothing wrong with playing to your audience. If you are having a trivia night during your Geek Week, a round of questions about the 2011 World Championship St. louis Cardinals is probably not going to be a good choice. • Poll your students and let them select one category—this is a great marketing tool. • Identify the focus of the event and select questions accordingly. • utilize basic Internet searches to help brainstorm category ideas; www.sporcle.com is one of my favorite outlets to explore the random. • Include subtle clues within your questions.

• Extra clues within a question can help clarify if someone is struggling to select from between a couple answers. • the more complex and specific the question, the more difficult it becomes to argue, and people will not be afraid to tell you your question is wrong, whether it is or not. • Defer to the experts: ask others when your knowledge is deficient.

• If you know nothing about Star Trek, do not try to write Star Trek questions. More times than not, the questions you come up with will be too easy, too difficult or not relevant. Find someone who can write pertinent questions. • You have experts all over your campus. take advantage of the academic expertise that surrounds you • Start with twice as many questions as you actually need, then cut your list down to the best half.

• ten rounds of 10 questions is a popular format. utilizing set category titles for rounds one through five and six through 10 seems to work well. (Print out these categories and have them on each table.) • Write 10 questions for each of the 20 categories and use the best five . Not every question you write is going to be a good one. • Make sure your questions are accurate and truthful.

• utilize legitimate websites and be able to cite your information. • Starting a question with, “According to the American veterinarian Society,” or “According to Billboard Magazine’s list of top 100 songs published in its december 2006 issue,” allows you to qualify your answers and will eliminate some undue confusion. Back to School 2012 Campus Activities ProgrammingTM 23


Game Show

the game show has long been one of American society’s most popular traditions and mainstays. Everyone knows what it means to “buy a vowel,” “phone a friend” and yell, “No deal.” While game shows might look better with a professional set, what really makes them go are the participants, the energy, the opportunity to escape reality and the ability to compete for prizes. Here are a few ways to inexpensively and effectively utilize a game show theme and create a successful campus activity: • Take a look at existing game shows. they are popular and have been around for a long time because people really enjoy them. GSN can be your best friend. Model your program on some of the classics. • Remember that electronic versions of game shows are often available at local stores for less than $30. this allows you to utilize

questions that have already been confirmed for accuracy. • Utilize your libraries, business departments, etc. for projectors and screens. If your programming board does not own its own projector

and screen, you might find another location on campus that has a free or low-cost checkout procedure that will really enhance the feel of your event.

The game show has long been one of American society’s most popular traditions and mainstays. Everyone knows what it means to “buy a vowel,” “phone a friend” and yell, “No Deal.”

• Remember that the big draw for many professional game shows is they give away “up to $500 in cash.” Guess what: there is no

reason you cannot give away $500 in cash prizes and still be ahead (by more than $1,000) at the conclusion of your event. You will forfeit some glitz and glamour—your biggest conflict will be weighing the importance of cash in your pocket versus the flare of a live game show. • Do an Internet search for existing questions to be used during your program (or write your own). this will allow you to tailor your

content directly to your audience. • Adapt rules for multiple players, if necessary. If you have 40 people

show up for a game show that will normally allow five people to play, have a plan in place that will not call for you to send people away or make them wait. For example, in a Family Feud-style event: • Set a guideline for the maximum number of participants per team, but do not cap the total amount of teams that can play. • Give teams three to five minutes to write down their top five answers per category and award them points for the correct answers they identify. the reveal can be entertaining and the energy will be very high. • Play as many rounds as time permits and decide your plan for the bonus round/fast money part of the game before play begins. • If you cannot give away the million-dollar prize, and I am assuming you cannot, work within your own budget. For example, in a Deal

or No Deal-style game: • decide how much cash will be the big prize and stagger your other dollar amounts to create your game board. A range of $.01 to $500 might be a good starting point. • determine your maximum budget and decide on your initial amount of contestants based on that. If you have three contestants, the most you give away is $1,500. If that is your budget, I would say to start there. However, when we did this, we started with three contestants and ended up letting six participate play and we gave away a total of $365. the event lasted an hour and a half and people loved it. the best part for me as an adviser was that we provided a quality event that was well received and we were $1,135 under budget. • utilize prizes and gi cards. Set your board up to include $5 movies and gi cards of different amounts. these can be figured into the offers your contestants receive, as well. An offer from the banker might end up being $20 and two movies. • You will need to identify a banker. they will need to be able to think quickly and follow whatever formula you decide to utilize for offers. Having a consistent formula might be beneficial. I recommend adding prize money le on the board and dividing by the total number of envelopes or briefcases le. Allowing some flexibility might be necessary, as well. If your banker is someone who understands numbers and percentages, they might just be able to eyeball the board and throw 24 Campus Activities ProgrammingTM Back to School 2012

out a number. this person needs to be someone who understands the purpose, budget and limitations of the event, too. • If the game show you have selected does not lend itself to high numbers of participants, make your decisions based on the goals of your event.

For example, in a Match Game-style event: • draw randomly for participants or have some sort of incentive contest to determine participants. If you want to move people through, allow the panel members to change with every new contestant. • track matches for panelists as well and give a prize for the panelist with the most matches. • be adaptable and make alterations to your program as necessary. Board/Card Games

If anyone tells you a night featuring board or card games will not work, do not believe them until you try it. You are likely to find that that a good, old-fashioned game night can be a hugely successful event. the best part about it is that it doesn’t cost much to give it a shot! Here are a few things to be aware of when planning a board/card games event: • Mix it up, or keep it the same. While this might seem confusing, it is not meant to be. be intentional in how you publicize and present your event. If you want to just have a Monopoly night, just have a Monopoly night. If you want a wide variety of games, go that route. just make potential participants aware of the setup. And regardless of your format, remember that more is better. ten Monopoly boards are much more impressive than one. If you are committed to the event, then give it your all. • Variety is a good thing in a general game night. If you are not targeting a specific type of student, providing a broad range of games will give your event a better chance of succeeding. role-playing games, trivia and participation games, dvd-based games and traditional card games all attract different types or students. Not having what any given student is looking for might cause them to leave prematurely. It is also a good idea to include in your publicity that attendees are encouraged to bring their own favorite games with them. • Have the room set up with music playing, and consider hightraffic areas when choosing a host site. You might get only 45

seconds to attract someone’s attention. Having this activity take place in


a high-traffic area could potentially double or triple the turnout. If passers-by see people having a good time, they are instantly intrigued and will more than likely take a minute to see what is going on. • Designate a “teacher” for a specific game. If you are having a euchre tournament, you will have at least one person say, “Well, I would play but I don’t really know how.” Announce that there will be a tutorial session 15-20 minutes before the event. It might not be enough, but you’ve got to try it. • Always have at least a half-dozen decks of cards available and do the legwork to have a rulebook of common card games available at your event. I cannot stress how important this is. Have

printed instructions for games available. If your game night flies, develop a card/game club that meets regularly. I know some of you are saying those college students are too “cool” for this. but I am telling you, it oen takes only one person to lead the pack and convince others to try it out. Your goal should be to find that one person!

activity is simple. It merely takes some creativity, a little initiative and the desire to mess with someone’s head just a little bit. It sounds fun, right? to create a logic puzzle, consider the following template. use common knowledge and mix it up a bit. • Challenge your participants to see things differently. Have a word

builder event in which they are challenged to come up with as many words as they can from a phrase you give them. Assign point values for 4, 5, 6 and 7+ letter words. recognize the team with the highest point total as the winner. (to switch it up a bit, utilize the same format, but tell contestants there are 20 correct answers and provide them baseline clues for 10 of the correct answers. the team with the most correct answers will be the winner.) this might be better suited for a multiple event activity. • Utilize common clues that you alter and ask participants to decode them. For example: a=z, b=y, c=x, etc.; 1=a, 2=b, 3=c, etc.

• Not less + the sound a snake makes =??? (more+hiss = Morris) • Ernie, rock and jennifer’s last name = ??? (Hudson) this can be great for clue searches and scavenger hunts, as well.

Video Game Night

Would a video game night work on your campus? You might be surprised how many people this would attract. From Madden Football to the latest Call of Duty, video games have become a consistent presence in modernday culture. because a high percentage of college students own video games or at least know about them, this seems to be a “no-brainer” for a successful program. this is certainly something that can be done inexpensively and on a regular basis if it works on your campus. Consider the following when organizing a campus video game event: • Brainstorm to figure out what will be the best-received game format to offer. If Wii is big on your campus, don’t ignore that. If the

latest buzz is that an XbOX 360 game is what everyone is playing, listen to that, as well. Involve residence life staff, gaming organizations, etc. Connect with all potential resources. If you do not need to purchase gaming systems because campus departments or organizations already have them, use your money elsewhere. Ask students to play a role in making this event happen, too. More times than not, they will be willing to set up their own systems for the event. Super-size your event. If you are having a Mario Kart or Just Dance Night, have the games going on multiple screens. Check out a projector from your It department or library. If potential participants walk into a room with eight video game systems set up, even if they don’t stay initially, they might be back in a half hour—and they might bring someone with them. Know what students like. If your campus culture is one that relies on sports games, role-playing games or physical games, give them what they want. do not rely solely on that, but have those things available. And again, allow people to bring their own games and systems. Have a launch party. If the next biggest game comes out at midnight on a Friday, secure your order and have a launch party. Set up a tournament and allow the winner to keep the game, or raffle the game off at the end of the evening. Create movie theme nights. Consider combining The Big Lebowski and Wii bowling, Talladega Nights and Mario Kart, or any war movie and Call of Duty. It might be worth the cost of movie royalties to show a film in conjunction with your game night.

Logic Puzzles

So, we all go to college to gain knowledge and prepare ourselves for the rest of our lives, right? Why not have a little fun with it along the way? the use of logic puzzles allows us to make people think. And the good news is, if we do it the right way, they like it! If the term logic puzzle is not something with which you are familiar, consider that a logic puzzle is anything that can be conquered through the use of personal knowledge, experience and action. developing such an

• Find a list from a credible website and develop a challenge from that.

• Create an original challenge from the AFI’s top 100 movies, quotes or villains list. • utilize the Mlb all-time home runs leader list. Get creative here and select a category according to your audience • Give teams the same supplies and have them build something designed for a specific task. Select supplies from your office, a supply

closet or your local dollar store and ask participants (either teams or individuals) to build an apparatus designed to perform a specific task (i.e. launch an Easter egg, transport a ping pong ball, etc.) Give all teams identical supplies and tell them they have only the provided materials to accomplish their goal. limit the amount of adhesive (everyone gets three feet of tape, etc.) you provide and remind them there are no re-dos. • Take advantage of themes. • Utilize holidays and local traditions. • Spark up a rivalry and use it to your advantage. Create a pentathlon, heptathlon, decathlon, teams/couples challenges/king and queen of campus. Select a specific number of events and coordinate

a scoring system. Multiple event events allows for you to push the envelope a bit in terms of content…and that should be exciting to you as a programmer. Other Ideas Abound these are just a few examples of the kinds of fun programs that can be created with a little effort and a very low budget. However, at Fontbonne university (MO), we’ve had success with many other programs, too, that have involved everything from creating new words from well-known terms and unscrambling movie titles to guessing last names of tv characters from various clues, and more. If you’d like more information on those, or have games of your own to share, contact me at: bHickenbottom@Fontbonne.edu.

About the Author Brent Hickenbottom is assistant director of leadership Education and Student Activities at Fontbonne University (MO), where he has been employed for two

years. He previously worked at Culver-Stockton College (MO). He holds a bachelor’s degree in communication, journalism and public relations from Culver-Stockton College and a master’s degree in recreation, parks and tourism administration from Western Illinois university. He and his wife, jamie, are the parents of two children, Grayden and jayce. Back to School 2012 Campus Activities ProgrammingTM 25


26 Campus Activities ProgrammingTM Back to School 2012


Producing Low-Cost Programming on a Small School Budget By

LeAnn Starlin Galea Cleveland Institute of Art (OH)

W

hen it comes to small schools, i have a confession to make. i. heart. them. i love their sense of community and pride, the support they offer students and the learning environments they can provide. at the same time, there are some simple facts you cannot ignore. We are not universities. We have departments instead of separate colleges. We have students who turnout for an event, but it’s on a different scale. We are oen not programming for 5,000 people to attend a given program, and any program we offer is most likely not going to be a raging party with thousands of off-campus guests and rock stars with entourages. for an adviser, saying your school is small with a small budget is relative. colleagues of mine who work at institutions with 3,000 students enrolled try to tell me they’re at a small school, and they are, at least in relationship to the university next door that enrolls 17,000 students. aer i let them finish that sentence, i enjoy explaining that there are schools much smaller than theirs. in fact, my current institution is so small that if 100 of our students attend a program, that translates to about 20% of the student population. to give you some perspective, a school with 20,000 students enrolled would have to have 4,000 people attend to arrive at that the same percentage. oh, and we also have less money for programing. Did i mention that? fewer individual student activity fees typically means fewer programming dollars. however, it does not necessarily mean fewer programs.

Back to School 2012 Campus Activities ProgrammingTM 27


Expectations Are the Same When it comes to programming on a small campus, expectations are essentially the same as at larger campuses. students at small schools need high-quality programming and have many of the same needs as students at larger schools, even though smaller schools do not have big budgets. small schools may have limited resources and, rather than relying on the programming board to provide social programming, they sometimes take a more holistic approach that leads programming boards to support areas, such as student health and wellness, too. our school, for instance, utilizes a local university’s student health center, but we also offer programming to augment their services. stretching dollars this far can be tough, but it can have enjoyable results. my experience with low-cost programming began about seven years ago while working at a small, private, rural liberal arts college. Divide and conquer was the name of the game for us in the campus activities marketplace at naca regional conferences, as each student enjoyed doing their own research on campus programming throughout the week. at one such conference marketplace, my nose led me to an associate who was handing out coffee in his booth. the smell alone (and maybe the fact that it was the last camP of the day on day three) was enough to draw a line a dozen people deep. When i got to the front of the line, i had my pick of coffee in several different flavors and many different options. i was in my own personal adviser heaven for a moment. as it turned out, the associate was offering to come to our campus with his very special coffee pots (four or five, total) and run a coffee bar for four hours at a cost of $2,000. although the idea was very enticing, i had recently received a version of the same coffee pots he used as a gi, and a light bulb went off. the coffee pot itself retailed for just over $100, so for about $600 in coffee pots and a trip to my own local wholesaler, i could offer the same kind of program for a fraction of the cost. thus began my search for the perfect costcutting program. i hope the tips that follow also save you time and money.

board or a planning committee and make a dream list of all the things we would like to have to make the event a success. Unfortunately, this is the easy part. once research on costs is completed, it’s also very easy to become disheartened and realize that you just don’t have enough money for even a fraction of the cost. my recommendation? Go back through your wish list. consider what you can realistically do or provide. is there a chance that your dream list could be over the top, just too much, even if you could afford it all? for example, does a carnival event really need cotton candy, a chocolate fountain, a visit from an ice cream truck and a candy bar? i doubt it. however, finding a way to have two or three of these items be part of your event could be the right solution. it is also wise to explore what capital items your campus already has. if your campus already owns a cotton candy machine, they may be kind enough to let you use it if you buy supplies. Be honest about what you can afford and stick to the budget. if people seem to miss something at an event and they actually take the time to hunt down the event coordinator and ask about it, chances are they’ll understand your answer if you tell them you simply couldn’t afford that element. make a note of the feedback for next time, though.

Whenever you Are PLAnninG the SemeSter And Are WorkinG on your ProGrAmminG dreAm LiSt, Be Sure to ConSider WhAt your orGAnizAtion vALueS. hoW muCh time And effort of your oWn Are you WiLLinG And ABLe to Put into A ProGrAm?

Know Your Organization’s Priorities Whenever you are planning the semester and are working on your programming dream list, be sure to consider what your organization values. how much time and effort of your own are you willing and able to put into a program? obviously, you won’t be able to produce every program on the cheap, but be selective. if you’re trying to host a program around midterms, that would probably be a better time to bring an entertainer to campus instead of launching a big home-grown program. sometimes, doit-yourself programming can be time consuming, so be sure you can make the commitment required. if you are going to bring a novelty act or a performer to campus, decide whether you’re going aer a certain date you need to fill or if there’s one act in particular you want to bring in. Decide what your priorities are and stick to them. Whenever i am considering programming for a semester, i always try to bring one program to campus for every two or three that we put together ourselves. Dream Big Before You Scale Down one of my general guidelines for programming on campus, regardless of the event, is to begin by dreaming big and painting a picture of what we want, regardless of cost. typically, i’ll sit down with the campus activities 28 Campus Activities ProgrammingTM Back to School 2012

Block Book Whenever Possible if you’re looking to bring an act or novelty item to campus, you should also be familiar with Block Book it now 2.0 (http://www.naca.org/blockbooking/ pages/default.aspx). Block Booking is a great tool for everyone. During years that i’m unable to attend naca’s regional conferences or the national convention, i always try to spend time reading about the showcasing artists, lecturers or performers that will be on site at these events. even if i’m unable to bring a particular act to campus in the coming year, i still get an idea of who is new in the market and what my options are. if our caB finds someone or something we’re interested in prior to the conference, i like to reach out to the associate who represents the attraction. chances are you can be the first school in a potential block if you do that. alternatively, you can let that associate know you’re interested and, if a block forms in your area at the conference, you would like to be notified. if schools in your geographic region are attending the conference but you are not, reach out to them, too. if they feel comfortable communicating to you about what they’re booking, you both get the price break by booking together. if none of these things are viable options for you, take time aer the conference to read the conference activity reports. it’ll give you a great idea about what is popular in your area. if your organization is not picky about dates, but really wants a certain performer, you might be able to enjoy a deal since other schools have pretty much set you up for success.

Use Social Networking to Your Advantage Your favorite social networking site might also be a great place to get ideas for smaller more homegrown programs. Pinterest and tumblr can be great places to search for do-it-yourself (DiY) ideas on program themes and decorations, and using Pinterest is also a great way to save ideas for future programs. take some time to check out facebook and twitter, too. many student activities offices and programming boards maintain twitter accounts and facebook pages, and these can be great places to seek out ideas. When adapting an idea used at another institution, be certain to think through it


and make sure it works for your school. adding a twist of your own school’s charm can certainly help you to make it your own. Deconstruct to Construct sometimes, if you take time to deconstruct a great idea, you can price it out and see what it would cost. Recently, our programming board hosted a lucky Bamboo party. aer doing some research on buying individual pieces (bamboo, rocks, vases, a tag with care directions, and some distilled water), we paid just under $300 for 50 students to participate, compared with a much larger price tag if we had brought someone to campus to do the program for us. our price was much more in line with what you would pay if you were to purchase an item like this as a wedding or party favor. We also signed up caB members to staff the event and did our own setup and clean-up, but for us the savings were worth it. Have a Timeline and a Plan of Attack if you decide to be a DiY maven, keep in mind that aside from a great idea, you need a timeline and plan of attack. You don’t want to spend too much time on a project, but make sure you try a demo first to see if the finished product meets your needs. know what supplies you have on hand and be flexible. You might already have some supplies you can use, so if saving money is key, so is flexibility. Do Your Research once you’ve chosen your idea, the best thing to do is to research it. sometimes, taking on a different perspective helps. it is quick and easy to run to a convenience store for supplies, but i always try to find what i need directly from original suppliers. one popular activity we host provides students with a candy takeaway. aer doing some price shopping when i first found this activity, i realized that, although i can buy the kit through several different companies, they all rely on the same provider to get the item to them. By asking the vendors a few questions about where they get their products, i was able to determine they are acting as a middle agent for the product. this is something campus activities professionals and volunteers consider when booking concerts, but not oen when buying products. every once in a while, it can work to your advantage with products, too.

there are times when a good idea, great networking and a little bit of luck can end up working out. You may not have a contact for something you need, but you can always look to different faculty and staff members with whom you work to take advantage of their contacts. Always Be Open to New Ideas no matter what kind of programming you pursue, always be open to new ideas and all the possibilities that can come from low-budget programming. it takes some creativity, and sometimes you just have to focus on everything your school does have to offer instead of what it doesn’t have. if your campus is anything like mine, your students, faculty and staff really appreciate a program that meets an original programming goal in a fun and quirky way.

About the Author LeAnn Starlin Galea is assistant director of student life and campus Programming at Cleveland Institute of Art (OH). she previously served as director of campus involvement at hiram college (oh) and as assistant director of student and Recent Graduate Programming at kent state University (oh). active in naca, she currently serves as a Program Reviewer for naca® mid america. she served on the national convention Diversity activities Group in 2008–2009 and has presented educational sessions at the 2012 naca® national convention and the 2011 naca® mid america Regional conference. in addition, she has written for Campus Activities Programming™ in the past, has served on the editorial team for the Undergraduate Journal of Service Learning and Community Based Research and is a contributing writer to Schools That Work (2nd edition, march 2005). she is also a member of the ohio college Personnel association.

Network to Remain Competitive know your vendors and get several quotes. Price matching can save you a lot, sometimes. many of us have our favorite vendors with whom we love to work and there’s something to be said for developing that relationship. When you get in a jam, it’s easy to call that company and let them know what you need. i don’t think there’s anything wrong with this. loyalty to a business can certainly pay off, but it is also good to price shop every once in a while and make sure you get your money’s worth and that their pricing is competitive. no one company should feel entitled to all of your business. a competitive market provides an opportunity to save money. sometimes, vendors can also let you know about new products on the market that you are unaware of. talking to colleagues or peers in other student groups might be helpful, too. chances are that they have a vendor or contact you can use. swapping information always helps. at the beginning of each school year and aer every conference, i like to review my contacts and follow up with people. maintaining these contacts keeps the door open for networking and assistance when your programming organization really needs something in a pinch. Recently, we were holding a De-stress Program on campus and wanted to offer smoothies. ideally, it would have been great to have a vendor come to campus and do them, but that did not fit into our budget. a contact of mine in the restaurant business connected me to a food wholesaler that happened to be testing their organic smoothie mix in the college market. luckily for us, they shipped me a few bags of the mix. We have an ice machine on campus, so our costs were restricted to cups and straws. We also had some leover drink umbrellas from a previous event. i learned to be a smoothie operator and we saved a ton of money. Back to School 2012 Campus Activities ProgrammingTM 29


An open mic night can simultaneously put student talent in the spotlight while keeping your students entertained—and on a budget.

Creating a Successful

Makayla Dooley (left) and Danny Tramel collaborate on a duet during an open mic event at the University of Northern Colorado.

30 Campus Activities ProgrammingTM Back to School 2012


Student performer Kacie Thomas shares a sensitive performance during an open mic night staged by the University Program Council at the University of Northern Colorado.

open mic night By

dan Barton University of Northern Colorado-Greeley

o

Pen mic niGhts can Be veRY enteRtaininG and rewarding events that provide huge programming payoffs. however, they can also cause headaches and horrors—sometimes one or the other and sometimes both simultaneously. if you haven’t considered an open mic night yet, i’d like to share why you might want to stage such an event, as well as share some tools you will need to organize and run one that doesn’t cause any undue headaches or horrors. considerations such as sound requirements, seeking great performers, pacing the show, and putting a good emcee on stage are essential aspects many event planners ignore. But if you are prepared and treat open mic nights as professional concert settings, only with amateur performers, the contributions they make to your programming schedule can be excellent. open mic events provide a great way to highlight student talent and can be staged as a standalone coffeehouse show or as a fundraiser to promote an upcoming event. Your organization may be currently struggling to attract students to concerts you book featuring low-budget touring artists that are not yet household names. however, students tend to come out in droves to see their charismatic and talented friends. and because these performers are looking only for nearby places to get on stage, the costs of these events are extraordinarily low. You may be paying only to rent the space and sound equipment, or to make food and drinks available. at the University of northern colorado, i served as the arts and entertainment coordinator for our University Program council in 2011–2012. We had the university starbucks set up a coffee table in the lounge, and over the entire academic year, we spent a little more than $1,000 to stage 12 of these events (excluding the times we hired professional slam poets, guest musicians and comedians). We had as many as 300 student audience members at some of our open mic events, and rarely did the preceding week’s sign up sheet not fill up entirely and run into the margins with students eager to perform. this highly active performer base was a little exhausting to deal with, but i assure you Back to School 2012 Campus Activities ProgrammingTM 31


it was a nice problem to have. conversely, there are certainly some problems that come with open mic nights. oen, it seems the most experienced musicians and performers are the busiest and hardly lacking in performance opportunities. as a result, some of your most eager and faithful open mic acts may tend to be students who, understandably, don’t spend much time in the spotlight. having also performed at many open mics, i’ve seen these events fall apart because the promoters do not understand the technical requirements needed to make the music audible, much less pleasant. not knowing how many performers can fill a given amount of time, how to keep an audience involved and engaged, how to deal with the occasionally offensive comedian, and other unforeseen circumstances can bring a great event to a screeching halt. however, my hope is to give you the tools to avoid the disasters that can reflect poorly on your organization’s professionalism, so you can host an inexpensive and easy event that can be rewarding for performers and audience members alike.

• if you have access to an electric keyboard and keyboard stand, piano players will adore you. • it’s a good idea to have music stands for students who haven’t memorized their lyrics/ comedy/poems, and tall stools for those who don’t want to stand. most importantly, you need someone, hopefully on your programming board, who has enough technical know-how to set this up, connect instruments, and make adjustments for different acts. nothing will destroy an audience’s enthusiasm more quickly than feedback problems and the resulting five-minute lull that ensues as you manage damage control. if you don’t have immediate access to, or know how to set up this equipment, there are some other options to consider before you panic or spend outrageous amounts of money: •Your student center may have some basic gear that will suit your needs. •Your student radio station likely has all you might need and, if it’s portable, their staff may be able to rent it to you or run the whole show for you in exchange for promotion. that can be the best of both worlds. •see if your popular campus band, singer or deejay can help you out. if they’re willing to donate use of their equipment and help tweak knobs and adjust microphone stands in exchange for a small fee and/or a prime performing spot, it would relieve you of a lot of hassle. (the same goes for a musician who may have a keyboard.) •Your university music department almost definitely has all this and more, but likely will be wary of letting it out of the hands of their professionals. feel free to approach them gently, but don’t be surprised if they just can’t loan out equipment for non-department use.

Be creative as you seek out unique performers to give your open mic variety. Some of our most well-received acts at Northern Colorado have been gospel choirs, beat boxing harmonica players, saxophonists and slam poets.

Equipment Requirements i’ve found that many who stage small concerts and open mic events take for granted the things that stand between a so-spoken songwriter’s beautiful singing voice and the captive audience. aer all, when you go to see your favorite band, you crowd into the auditorium, the band walks on stage and great times are had by all. Right? sadly, just as your organization and volunteers are the unsung heroes of all the programming you offer that students take for granted, so it is for the stagehands and sound technicians in the live music world. and while performers are responsible for bringing their own instruments, very few of them also possess the equipment to power a show. so, below is a list of some basic things to consider as far as the technical aspects of setting up your own open mic event are concerned. i don’t mean to insult anyone’s intelligence or capabilities, but much of this equipment is a mystery to those who aren’t musicians or techies. and it’s been my experience that some of the most organized and passionate event coordinators i know are at a loss when it comes to getting sound equipment up and running. here is a good checklist to use when setting up your own open mic event: • Use a sound source, such as a powered mixer and amplifier with multiple channels to connect microphones, guitar cables and iPod connectors for those performing to a recording. • Use unpowered speakers that can be run via the powered mixer. they don’t need to be enormous—only big enough to comfortably fill your venue. • have at least two microphones for those performing duets or someone needing a mic on an acoustic guitar while also singing. avoid karaoke microphones if at all possible. • XlR cables are three-pronged cables that connect microphones to your mixer. have as many of these as you have microphones. • You will need basic instrument cables (also called 1/4"), which look like thick headphone cords and can be used to amplify guitar players who have electric/acoustic guitars or electronic keyboards. • You will need Rca jacks, stereo hookups that most mixers use. on one end, the cables have the red and white connectors like those you use to hook up the DvD player to your tv, but on the other end, there is a headphone jack for an iPod or computer. • You will want special microphone stands called “boom” stands, which have elbows and can be adjusted in multiple directions. 32 Campus Activities ProgrammingTM Back to School 2012

Choosing Performers once you have all your technical needs arranged, securing a cast of performers is next. if you’re having trouble getting many students to sign up, don’t assume it’s because they’re shy. it’s much more likely that they’re oblivious. the same may go for convincing performing arts majors to sign up. they may be caught up in their own little worlds much of the time, and their performance schedules are also full enough that they won’t be hunting down many opportunities like this. however, it’s in your best interest to seek out some of these people, as well as your other talented friends. it may feel slightly like cheating, but there’s no harm in stacking the deck with performers you know the audience will love. Plenty of stage time will be used by students who are trying standup comedy for the first time, or who got a ukulele for their birthday and are still in the process of learning Jason mraz’s “i’m Yours.” Balancing this with seasoned professionals and jaw-droppers will make for a more entertaining show than just featuring one end of the spectrum or the other. Because of this, you will be able to embrace the über-amateurs, finding them endearing for their courage to share their oen unrefined talents. along these same lines, be creative as you seek out unique performers to give your open mic variety. some of our most well-received acts at northern colorado have been gospel choirs, beat boxing harmonica players, saxophonists and slam poets. some acts i was hoping to wrangle but never could were talents that students appreciate but never get a chance to hear, such as opera singers, musical theater performers and actors performing monologues, etc. surely there will not be a shortage of coffeehouse acts and Jack Johnson fans, so your efforts in presenting an eye-opening variety show will be a lot


of work, but there will be nothing else like it in town. Other Considerations once you have an eclectic mix of the best talent your community has to offer and the technology to make them sound good, it’s your programming board’s job to flex its muscles and put on a seamless and perfectly paced show. You should delegate which board members will be responsible for different roles. Who will be checking in performers to make sure everyone has arrived? Who is manning the spotlight, if you have one? Put some thought into which person you would like to emcee the event. if one of your organization members hates the stage and public speaking, it’s neither in your interest nor the audience’s to force them into the spotlight to introduce the next act. for example, the early success of American Idol can be attributed to its unique premise, amazing talents and fun song choices. But do not underestimate the role that Ryan seacrest and the judges played in turning the show into a phenomenon. they were personable (even simon cowell, in his own way). they provided commentary and a human experience to keep viewers engaged between performances. they gave america a reason not to push the mute button between acts. a good emcee should be able to do the same things to keep your audience engaged during the course of your event—to praise the prodigies and ease the pain of a comedic flop. have a designated order of performers, not one based simply on the order in which they signed up. mix up styles, sounds and personalities. aer your habitually embarrassing a cappella singer, hit ‘em with your best shot right off the bat to clean out people’s ears. Give audience members a reason to stick around for the next act. it’s also helpful for performers to know the order they go on stage to help minimize transition time. know how much time you’re going to allow each act to be on stage. some students will perform their two-minute poem and bow, while others will be looking to you off stage whispering, “can i play a fourth song??”

Defining the allotted maximum time for your acts eases the discomfort of trying to nudge a stage hog out of the spotlight, and it helps you know how many students can sign up before you’re officially full. there can be all sorts of awkwardness and guilt involved for both the hosts and audience when the show is running towards two-and-a-half hours because you didn’t realize how much time 20 acts might take if they each played a couple of songs. Generally, allowing for transition time, having 15 acts perform in five-minute slots will give you about a 90-minute show. Creative Rewards i hope these tips are helpful for you and your programming board if you are considering staging a single or recurring open mic event. they have been very helpful for some of the events i have staged. as our events continued, my comfort level as a host grew, as did the comfort levels of our regular performers. if you choose to give it a shot, i hope you realize the rewards that can come from giving your creative students a low-pressure and high-quality outlet for their talents!

About the Author Dan Barton recently graduated from the University of Northern Colorado-Greeley, where he earned a

degree in music composition. While an undergraduate, he served as the arts & entertainment coordinator for the University Program council. he is currently a staff writer for BandWagon Magazine, a monthly publication based in Greeley, co, that covers live music, arts and entertainment. he is also an intern for the Brooklyn Philharmonic orchestra (nY).

BEFORE YOU HOST YOUR NEXT EVENT, HIT THE NACA® BOOKSTORE! risk-management reader Edited by Darby Dickerson and Peter F. Lake The Risk-Management Reader for Campus Activities Professionals was developed as part of NACA’s Risk Management Institute, held in June 2008. The Reader is a compilation of resources provided during this three-day seminar for campus activities professionals managing risk on their campuses.

Available for just $60 at www.naca.org/store Back to School 2012 Campus Activities ProgrammingTM 33


Who Wants to Go

CAmPing?

It can be a challenge, but do your best to visit all booths in CAMP. You never know what entertainment treasures associate members have to share with you and your campus.

By

Billy Boulden, Florida State University and

meghan harr, Old Dominion University (VA)

36 Campus Activities ProgrammingTM Back to School 2012


ave YoU eveR Been camPinG BefoRe? like Real camping, out in the wilderness roughing it? Yes? no? maybe? Well, when it comes to camPing at your naca® regional conference, better known as participating in the campus activities marketplace, it’s really not that different than the kind of camping you do in the woods. okay, there might be a few differences. But we bet you’d be surprised at how many similarities there actually are. With that in mind, here are things to keep in mind as you begin packing for camP.

H

Make a Checklist Before you head into camP, know what you are seeking during your trek. if you are the coffeehouse chair and you have a list of things you need to accomplish, keep that at the front of your mind and make sure you talk to the people who can help you meet your goals. if you are the coffeehouse chair, but are also representing other areas of your board, then keep lists that apply to those areas and share that information with agents and performers as you make your way through camP. Part of creating your checklist includes the work that needs to be done before any naca® regional conference. these items should be included on your checklist and will aid you in your camP experience. 1. Take time to identify what your programming board needs are throughout the year. What type of programs do you typically

book? What types of programs are you interested in learning more about? these questions will help you navigate camP better and understand what types of agencies you need to spend the most time with during your time in the marketplace. 2. Identify your Block Booker. this is a critical position in your delegation and is crucial to your conference experience. for more information about this, see the section that follows on “obtaining a fishing license.” Observe Camp Rules the campus activities marketplace allows school delegations to search for press kits, see videos and find other useful marketing items while checking on the availabilities of various artists and attractions so you and the other conference delegations can maximize the business opportunities and blocks formed during the regional conference Block Booking sessions. take advantage of these opportunities, but have fun, be safe and be respectful of all agencies and performers. You may hear additional announcements over the loudspeaker. Be prepared to follow instructions included in these announcements, especially those pertaining to camP closing time. the conference runs on a schedule and events must stay on time. Don’t Arrive Early

there is no need to line up early outside the exhibit hall. take full advantage of the opportunity to see the previous showcases all the way through to their conclusion. You may be tempted to leave early to be able visit a showcasing headliner you really liked when camP opens. however, you will not get early or better access to those headliners, so you’re just wasting your time, in addition to being rude to artists who are still performing near the end of the showcase. Be Familiar with Your Gear

You are going to be carrying quite a few things with you and will also collect a few additional items in camP. take time each day to review your gear and know where everything is in your bag. this will help you be more effective during marketplace sessions and you will be able to collect all of the necessary information about artists and performers in a timely manner. there are also a few essential tools you should bring, each of which can give you real assistance as you navigate the mazes of booths, agents, other school delegates, and performers you find in camP. Fire: camP requires you to be energized, excited and engaged with artists/agents in their booths. You will also need to channel your inner fire

to build blocks with the other delegates from your region. high energy and lots of spirit are key to surviving camP. Fire Starter Kit: this includes your calendar, budget, etc. You will these these need in order to have productive conversations with everyone in camP. You need to be prepared to do business, so you must be able to talk about open dates or whether you can afford certain artists. there are performers to fit all budgets in camP, but some performers are not for every budget. make sure you keep your budget and calendar handy and accessible. Map: located in your conference Program, this handy tool helps you get around camP (and the entire conference site/hotel) and is valuable in helping you develop a plan for visiting all agency booths. it is good idea to bring a pen with you, too, so you can mark off all the booths you have visited and keep track of your path through the marketplace. Backpack: You’ll need a place to keep everything you pick up in camP organized so that you can share it with others who need to see it and so you can easily find what you need when you get back to your campus. however, you shouldn’t take everything you are offered if you know you aren’t interested in an act or won’t use their promotional items. keep in mind these items are limited and cost agencies money. Plus, you don’t want to weigh down your backpack for all the hiking you’ll be doing in camP or on your ride/flight home! Lantern: a lantern helps you find your way in the dark. locate the camP desk if you’re having trouble finding something or getting around. the volunteers there provide service with a smile and would like to make sure your camPing experience is everything that you want it to be. if you need help, please do not hesitate to ask. Fishing License: each delegation will need to designate a Block Booker. this person will need to attend Block Booking orientation sessions and get their official stamp, which verifies their status and gives them permission to sign Block Booking forms in camP. if you want to catch some big fish in camP, you better have your license. it is no fun to end up on the naughty list if you are doing business without the proper credentials. Bug Spray: it’s important to know how to politely deflect an agent whose attractions don’t fit your program. know how to communicate appropriately with agents and artists when you are not interested in an act or cannot bring it to your school for whatever reason. You don’t want to waste their time, but still want to be respectful and build a good relationship with them. knowing how to say, “no, thank you,” is an excellent skill you can use in camP. Emergency Cash: You never know what your camPing experience is going to bring. it is wise to have a few dollars in case you need extra money. the great part about the marketplace is that we need your dollars at the naca® foundation fundraising booth. this money goes to benefit many naca projects and programs that benefit staff and students, including scholarships. it will be money well spent! Tent: every delegation needs a home base. camP is so large that many delegations break up into smaller groups to make sure they can navigate the entire room, but when any marketplace session is over, you need to know where to meet your group. establish a place (outside of the marketplace) where your group can gather and reconnect before heading off to the next activity. Sleeping Bag: Please do not bring your sleeping bag with you! however, do not “sleep” on the non-showcasing artist. there are a limited number of showcasing acts but many more performers who do not get the chance to take the stage. if you are looking for only those who showcase, you will miss out on an incredible variety of talent available through the conference. make sure you stop to meet each agent and learn about all the amazing acts on their rosters. Water Bottle: a marketplace session can oen be a busy time and you will find yourself running from here to there, playing with some novelties, and talking up a storm. Bringing along a water bottle for refreshment aer a trip through the marketplace is a good idea. First-Aid Kit: camPing and hiking in the woods oen yield unanticipated outcomes, and sometimes we need assistance managing them. Your adviser Back to School 2012 Campus Activities ProgrammingTM 37


Although it’s common to see delegates line up early outside the Campus Activities Marketplace, there’s no need to leave showcases early to do so. There’s plenty of business waiting for everyone.

is a great resource for managing any unanticipated or difficult situations you encounter in camP. therefore, it’s a good idea to develop a plan for communicating with your adviser that lets you know where to find them during the conference or what is the best way to reach them, no matter if it is by calling, texting, etc. Rope: in the woods, campers oen use a rope to secure their gear. We’re not sure you need a rope to do that in camP, but you definitely want to make sure your gear is secure. With so many people navigating camP, it’s really important to keep track of your belongings. make sure you zip up your backpack aer stopping at each booth and pick up any materials you set down, etc. Swiss Army Knife: the swiss army knife is known for its multitude of tools and, therefore, the variety of tasks it can accomplish. Please remember that, even if you have a specific task to accomplish in camP, it’s important to take time to explore the variety of offerings camP provides. as a member of your campus delegation, even if you cannot specifically book other types of acts, you may be able to share great, new ideas with other organizations or people back on your campus! Watch: camP time is limited, so be mindful of that. it is extremely important to respect the time of everyone involved in the conference, including that of agents and your own, as well. Don’t waste anyone’s time, don’t take more than you need, and don’t forget to keep track of it. But most importantly, do take the time to do quality business and enjoy the experience! that might seem contradictory, but once you get the hang of the camP experience, you’ll learn that it really can be done. Sunglasses: Don’t forget to have fun and enjoy the camP experience! if you’re not having fun with these activities, how do you expect the students on your campus to enjoy them when you bring what you learn and the acts you book to campus? spend time with as many agencies and performers as possible to better understand them and what they can bring to your campus. Cooler: We mentioned water earlier, but all-around proper nourishment is really important during a regional conference. there is a lot going on in camP and being properly nourished is essential to making sure you can keep your fiRe lit for the duration. You wouldn’t want to miss out on any of the fun! Emergency Contact: on any camPing trip, it is important to know whom you can count on if you need help. Please know that you have support throughout your camP experience. conference volunteers and your adviser are all available for questions, answers, and guidance when you need it. feel

38 Campus Activities ProgrammingTM Back to School 2012

free to ask away during marketplace sessions or any other part of the conference. these people will do their very best to answer your questions. Let’s Go CAMPing! ooa! that’s a lot to remember, isn’t it? camPing is so much fun that we sometimes forget it involves a lot of hard work, too. however, careful preparation before leaving and packing all the essential supplies can alleviate a lot of the stress of camP and make the experience much simpler when you’re there. We hope this helps you make the most of camP and maximize the business your delegation can accomplish on site. and if you’re heading to naca® south, we look forward to seeing you there! About the Authors Billy Boulden is associate director of Greek life at The Florida State University. active in naca, he is

currently serving as the camP coordinator for naca® south. he also recently served on the institute staff and Planning committee for naca’s 2012 student Government-east institute. in the past, he served as the naca® south special events coordinator in 2009 and 2010 and as the naca® south showcase Production coordinator in 2011. he was presented the region’s shuronda h. smith outstanding new Professional award in 2010. he holds a bachelor’s degree in political science from christopher newport University (va) and a master’s degree in organizational leadership from Gonzaga University (Wa). Meghan Harr is coordinator for activities and Programs at Old Dominion University (VA). active in naca, she is currently serving as assistant camP coordinator for naca® south. she also recently served on the institute staff and Planning committee for naca’s 2012 student Government-east institute. in the past, she has been involved with Block Booking at the naca® national convention and was on the institute staff and Planning committee for the 2011 huge leadership Weekend in san antonio, tX. she was named the outstanding Graduate student at the 2009 naca® central conference. she holds a bachelor’s degree in english literature from Drake University (ia) and a master’s degree in higher education administration from the University of kansas.


SAVE MONEY BUILD RELATIONSHIPS DEVELOP SKILLS Just as in 1960, when a group of school representatives formalized a simple and practical idea to increase the buying power of their campus programming dollars, BLOCK BOOKING continues to be a cornerstone of NACA. Whether you approach the process from a money-saving standpoint or a student development perspective, the advantages to school members, associate members and artists/performers are many.

Benefits: • Save money • Bring in more diverse talent by partnering with surrounding schools • Develop long-lasting partnerships with agencies and artists • Support green environmental efforts by eliminating excessive travel • Educate students in the art of negotiation, organizational skills and contracting • Create avenues for students to pursue future careers

Does Block Booking really work? Yes! A student affairs professional who uses Block Booking had this to say: In addition to leadership training, attendance at the conferences saves SAC a great deal of money in contract fee discounts, which are offered to schools who commit to acts at the conference. Last year, SAC saved approximately $9,050 in contract fees by attending the regional and National conferences.  By setting many of their Fall ‘10 programs at the National Convention in February, SAC was able to save approximately $3,100 in contract fees for the coming semester that would not have been discounted had delegates not been present at the Convention.

—Angie Dunlap Norwood, University of Memphis (TN)

For more information on Block Booking, visit www.naca.org/ BlockBooking/Pages/ BBIN20.aspx. Back to School 2012 Campus Activities ProgrammingTM 39


Associates provide quite a bit of promotional material and giveaways in the Campus Activities Marketplace. While it’s free to school delegates, it’s not free for associates to provide, so be respectful and take only one item for your delegation and then only if you really plan to use it for your programming decisions. Set aside time each day to talk with other delegation members about what you’ve seen and learned.

40 Campus Activities ProgrammingTM Back to School 2012


doinG BuSineSS in nACA the Campus Activities marketplace and Block Booking Basics By

dan Puccio Penn State University-York

LaShaundra randolph University of Missouri-Kansas City

Amanda horne Stephen F. Austin State University (TX) and

Jeff hyman Degy Booking, Inc. (NJ)

i

f YoU WeRe to RevieW naca’s histoRY, you’d be reminded that what is now a national association actually began more than 50 years ago as a cooperative booking project among several institutions in north carolina that wanted to bring quality talent to their campuses, but at lower costs. this ultimately evolved into Block Booking, which now saves schools all across the nation remarkable amounts of money each year. if you and your delegation come to your regional conference or the national convention prepared to conduct business, you could easily save thousands just by teaming up with your area institutions and using Block Booking. however, business is not done only during the actual Block Booking sessions. it is also conducted within your own delegation meetings, while talking with other delegations, and also through interactions in the campus activities marketplace. CAMP: Hub of Amazing Possibilities! When you’re entering the campus activities marketplace (camP), remember that this is your time to take advantage of everything it has to offer. this is your chance to reach out to associates and learn about their agencies, what they can offer to your school and how you can book their artist(s) and/or event(s). how you navigate camP is totally up to you, but it doesn’t hurt to partner with another person from your institution. You can proceed rowby-row, or plan ahead and map out specifically where you want to go.

either way, here are a few pointers to help you get the most out of your camP experience. Make sure you stop and chat with each associate and visit their booths.

they have much information to share about the artists they have showcasing, but they can also tell you much about those who are not showcasing, but who are every bit as appealing. Be open to how associates can assist you. they have much knowledge about and experience in the college market, and if they can’t specifically be of assistance to you, they may well be able refer you to other agencies that can meet your needs. While talking to associates, keep your organization’s budget in mind and also know that only your Block Booking representative has the authority to fill out interest forms.

explore everything that associates share with you in their booths. You are likely to see everything from musical artists and photo booths to live snakes and monkeys, and a host of other acts/novelties! if you like what you see, your delegation can determine whether it will likely work well on your campus. While you should have a great experience, it is very important to be respectful of the associates’ materials and time.

Back to School 2012 Campus Activities ProgrammingTM 41


associates have a small window of time in which to assist as many schools as possible while at camP. although they appreciate conversing with you, it is important to make sure there’s not a long line waiting behind you, especially if you are visiting a booth to see a showcasing artist. if that is the case, be polite and give other delegations a chance to conduct their business, as well. if you still need or want to talk to that specific associate, make that your first priority at the next camP session. it is important to remember that when associates distribute materials such as cDs/DvDs, flyers, etc., you should take only one copy per school. this helps associates ensure they have enough materials to share with all delegations in attendance to review for possible bookings. they can give away extras, if they have them, during later camP sessions. It is also imperative that you attend every CAMP session, as you never know when something new may be there or there may be a special promotion occurring.

it is wise to bring an empty bag for all the items you collect throughout the course of the conference or convention. Within one day during each camP, an associate’s booth could feature different artists, materials and/or novelties that are available for you, so you need to be there. The amount of time available for CAMP will be strictly enforced.

You will be given warnings as to when camP will be closing, but if there are any booths you missed, don’t worry. Just come back to the next camP session and pick up where you le off. Block Booking—Working Smarter, Not Harder, to Save $ Block Booking is the process in which schools and associates work together to coordinate routing for a particular act or artist and negotiate pricing accordingly. the Block Booking process allows your delegation to successfully book/contract artists and performers, while saving money for your institution. in preparing for a regional conference or national convention, it is important for your delegation to have conversations with your programming board about the level of interest it can generate and how much money it can spend while on site. every campus is very different and each programming board has its own way of deciding how funds are allocated, but Block Booking can truly save your campus thousands of dollars if you work smarter, not harder. in having these conversations, however, it is important to know the facts: What is the level of interest your delegation can express? • Strong Interest (SI): Your institution is interested in an act, but you

have no details outlined. You can always withdraw or upgrade an si. • Single Date (SD): Your institution is interested in an act for a specific date, but you have no details outlined. You can always withdraw or upgrade as sD. • Contract if Block Forms (CB): Your institution is interested in an act, but you need/want a block discount to make it fit your budget. You must have a specific date. You cannot downgrade a cB, but you can upgrade it. • Contract Requested on Site (CR): Your institution wants an act to come to your campus and you have all details worked out for an exact date. You cannot downgrade a cR. Who initiates your institution’s contract process?

• if your adviser or graduate assistant can call and request a contract and negotiate terms, you theoretically could participate in all four levels of interest while on site. a contract is not signed at a conference or convention, though; you are simply negotiating the terms and making commitments for particular dates. By conducting business through Block Booking, you are cementing your date and price and saving money. as my (horne) region’s Block Booking coordinator, one thing i always asked advisers and/or Block Bookers was, “When 42 Campus Activities ProgrammingTM Back to School 2012

you decide to bring an artist to your school, do you or your adviser call the agents directly and request a contract?” oen, the response was, “Yes.” Requesting a contract during Block Booking is no different than calling from your office. But, you Do not siGn contRacts on site. an agent will email, fax or mail a contract to you aer a conference or convention. if you truly take advantage of this process, your programming board could save thousands of dollars by using Block Booking as a tool to find and book artists in cooperation with other schools in your region. Be an active Block Booking participant and create conversations with other schools in your area to book similar artists around the same time. also, spend time as a delegation before you even travel to the conference/convention to discuss what kind of "buying power" your delegates have at the conference/convention. if your programming board requires all members to make spending decisions as a group, encourage your programming board to create a level of communication through which delegates can email information about acts and performers for instant approval by those back on campus. my (horne) students post video links or photos on our organization’s facebook page each evening with their suggestions for whom they want to book from the conference. each board member back home then votes on each act suggested. this has allowed our delegates to then attend Block Booking meetings the next morning and move forward with booking artists and save moneY! if your programming board is willing to give some buying power to the delegates, encourage them to do so! they could pre-approve a $2,000$2,500 spending limit to allow delegates to book an act. my (horne) board allows this and it works. as an adviser, i (horne) am still involved in helping delegates make wise choices, but they are able to spend an allocated amount without approval from the rest of the board. if your programming board is willing to give full responsibility to your delegates, then make sure everyone is on the same page and that you’re all set and ready to book. You may be surprised that some programming boards are willing to grant full buying power to their delegates, but it happens frequently and makes for some great deals and opportunities with agencies and artists. Block Booking at a Conference or the Convention as for booking during a conference or the convention, communication with your delegation, your programming board, schools in your region and agents is crucial. Talk with your delegation and your programming board.

• Decide on a specific time once or twice a day when your delegation can meet to exchange information about the showcases they have seen. i (horne) typically try to meet with my delegates aer each showcase and at night right before or aer the campus activities marketplace. in these conversations, we will frequently decide which artists we feel strongly about considering booking on campus and will then approach the agencies in camP to discuss dates and availabilities. also, bring a copy of your budget and an updated calendar for future semesters to outline your programming calendar to help determine what your programming needs are. • Decide which artists you are interested in and share the information with your programming board while you are at the conference. Do not wait until you return to campus. Utilize social media to capitalize on great deals. Talk with other Block Bookers from your region.

• find out what they are interested in and how you can help each other out. the key to successful Block Booking is working with institutions in your region. • Be willing to give. there may be an artist you aren’t particularly interested in, but another school may really want them, and they will help you with the artist you want if you help them with the one they want.


Talk with associates.

• ask questions: • What do you have for homecoming, welcome week, etc.? • What are the technical requirements for this act? • What are the minimum needs? • may i see a contract? • if i am able to offer a cR for the act, will i receive a discount? • What else do you have available other than the acts you are showcasing? • know dates and ask them about their routing. • Be honest: if you are not interested, don’t waste your time or their time. A Word of Advice from an Associate (Hyman) It is important to go to every booth you can. You are at an naca® regional conference or national convention to get information on acts to bring back to your school—acts that showcase, as well as those that do not. Just because you don’t do a certain type of programming now does not mean you won’t the following semester. You are a campus resource, so make sure to find out what is available. Be prepared with your programming calendar, available dates and budget. attending an naca® regional conference or national con-

vention is about preparing to do business on site. if you prepare your calendars and know what you are seeking, you can find some great deals. knowing what you have to spend and shopping around is important. ask agents what they have to fit your budget and programming needs. they will be happy to suggest people/programs they represent. always remember that you may find many attractions that are not showcasing that you will like, so look around. Treat CAMP like you were in the office exploring possibilities online and making phone calls, only, in this case, it’s live and inperson shopping. ask questions and ask to see footage of someone if you

aren’t certain they would be the right fit. ask to see calendars to make sure they are open on the date(s) that you would like them to perform. Spend time meeting the agents and performers. they like to meet you as much as you like to meet them. Don’t be afraid to introduce yourself and start a conversation. You will find, sometimes, that you can make lifelong friends and it is easier to work with people you have met face to face. Ask good questions, like, “Can you explain what you do?” and, “Do you have anything for this type of event?” sometimes, what you

are looking for might not be on the stage showcasing. so ask questions. You may find that what you are seeking is right in front of you. Associates spent a lot of money on booths, travel and promo, so be respectful and appreciative of what they share with you.

Participating in naca is expensive for associates, just as it is for your schools. it costs most associates thousands of dollars to attend one conference and, for many, that requires a few years of saving. take your interactions with them seriously and treat them professionally. they are just trying to make a living doing what they love to do.

and most importantly: have fUn! naca® regional conferences and the national convention are hectic, stimulating and, perhaps, even overwhelming at times, so make sure you arrive on site prepared. that’s the best way to conduct business while you’re there. Be proactive, be sociable, and don’t be afraid to stir up conversations with other delegations in trying to help each other out with different acts in which you both might share interest. Work smarter, not harder. in these tough economic times with ever-changing budgets, remember that naca provides you a great opportunity to save money, so take advantage of it!

About the Authors Dan Puccio is associate director of student affairs at Penn State University-York. Until recently, he served

as coordinator for campus Programs at the University of new orleans (la). he previously served as a graduate student in student activities at the University of missouri-kansas city, where he earned a master’s degree in higher education administration. he earned a bachelor’s degree in secondary education social studies at canisius college (nY). active in naca, he currently serves as a Graduate mentor for naca® mid atlantic, as well as on the staff for the 2012 student Government-east institute. he served on the staff of the 2011 naca® huge leadership Weekend institute. LaShaundra Randolph is coordinator for student activities at the University of Missouri-Kansas City,

where she is the primary adviser for the activity and Program council. she previously served as a residence hall director at stony Brook University (nY). in the past, she has taught first-year orientation courses and has been a peer instructor for sexual assault facts and education (safe). active in naca, she has been involved in showcase selection. she holds a bachelor’s degree in criminal justice from missouri Western state University and a master’s degree in educational administration from the University of missouri-kansas city, where she is also pursuing a doctorate in higher education with an emphasis in urban education. Amanda Horne is assistant director of student activities at Stephen F. Austin State University (TX). active in naca, she is the summer institute series coordinator. she previously served as the naca® central Block Booking coordinator in 2008 and 2011, as well as the huge leadership Weekend coordinator in 2010. she holds bachelor’s and master’s degrees in communication, both from stephen f. austin state University.

If you are not interested in an act and an associate still wants you to take materials, politely say, “No, thank you.” Do not just

Jeff Hyman is a senior agent with Degy Booking, Inc. (NJ). he previously worked with swank motion

ignore them. Be nice and respect that they are just doing their jobs.

Pictures (mo) and auburn moon agency (mi). active in naca, he has served as a regional associate member representative for the naca® Great lakes, mid atlantic and northeast regions. he has also served on the naca® Board of Directors, as well as on the associate member advisory council. he has written several articles for Campus Activities Programming™. he holds a bachelor’s degree in marketing from York college of Pennsylvania and a master’s degree from Bloomsburg University (Pa).

Always a Good Time for Block Booking Block Booking doesn’t have to happen only in a room in the morning. take the time to know what schools close to yours are doing and maybe even take in the conference or convention with people from schools near you and talk about the acts you all liked. You can save more money that way! split your delegation into groups, but know what each group is getting to avoid duplicates. if you think the promo is great, take only one of each item back to your school and share. some schools bring many delegates, so go through your bags at the end of each day and return any unwanted or extra promo to the associates. Don’t just grab the free stuff; take the time to find out why they are giving it away and how it would fit on your campus.

Back to School 2012 Campus Activities ProgrammingTM 43


An unoffiCiAL Guide to SuCCeSSfuL ConferenCinG By

Pascha S. mctyson Manhattanville College (NY)

t’s haRD to Believe i have Been attenDinG naca® ReGional confeRences anD national conventions foR almost 15 YeaRs. from my time as a novice program board member to young professional, and now as a more seasoned professional, the association has been a constant in my development as a programmer and student affairs practitioner. During that time, many things have changed. for example, co-oP Buying has become Block Booking and the marketplace is now camP (campus activities marketplace). however, one thing that has remained the same is that we all need to prepare our delegations for conference and convention participation. During one recent national convention, i noticed that a surprising number of students and new professionals seemed unprepared and lacked basic knowledge of how to interact with associates or how to conduct themselves during showcases, as well as a basic sense of courtesy. the tipping point for me came when, during a regional meeting, upon being asked why camP is important, a student responded, “so the associates can bother us.” While the response was addressed appropriately in a developmental and informative manner, for me, the impact lingered. i was shocked and instantly thought, “Wow! Who didn’t have a pre-conference meeting with their students?” as a participant in the 2011 naca® northeast Regional conference, i co-presented a session with sarah Rine, director of student activities and leadership at the University of massachusetts-lowell and former associate member, and Jason levasseur, a singer-songwriter represented by Bass/schuler entertainment (il) and multiple award-winner, titled “nacabc’s: the Unofficial, official etiquette Guide to successful conferencing.” We

i

44 Campus Activities ProgrammingTM Back to School 2012

targeted the session towards first-time student, staff and associate member delegates as a “crash course” to help them understand what their four days at the conference would offer them and how to properly make their way through it. much of the information i share here comes from that session. So, How DO You Prepare for an NACA® Regional Conference or National Convention? every student activities professional has their own ritual for preparing themselves and their students for a conference or convention. i would like to share some of the things i do. Have a solid plan/policy for your student selection process. at some institutions, being a member of the executive board is not an automatic indicator you’ll be in attendance at an naca® national convention or regional conference. state your expectations at the beginning of the school year to ensure board members know what they will be working towards. Host a pre-conference meeting once your delegation is selected and registered. the meeting should be mandatory for all attendees and

should address everything from behavior to apparel and your institution’s code of conduct. Don’t make the assumption that “they know that already.” no matter how elementary something might seem to you as an adviser, it’s still worth mentioning. Attend Orientation at the Conference/Convention. if it’s your first naca conference as a student, staff member or associate, make it a point to attend one of the orientation sessions, aka kick off, offered at the beginning of the event. in addition to helping you get your bearings, it’s the best way to meet new people and connect with naca staff and volunteers.


Among the many opportunities for delegates at an NACA® regional conference or the National Convention is the World of Ideas, an event that lets school delegations share their most creative promotional ideas with each other.

Knowing the Basics there are many important aspects of a regional conference or national convention. from educational sessions and showcases, or from camP to the World of ideas and so much more, you’re likely to exhaust yourself if you try to do it all as an individual. Divide and conquer, create a plan and stick to it as best you can. When it comes to educational sessions, give your delegation a chance to read over the descriptions offered in the convention or conference Program and choose a top three for each block. We have all experienced walking to a session that is filled to capacity, only to be too confused or overwhelmed in the moment to quickly find a backup before it’s too late to attend anything. advisers, track which student is going where. larger delegations can have multiple students in one session, but encourage students to separate, take great notes and share with the rest of the delegation later. if you feel one of your students would benefit more from a session other than the one they’d like to attend, tell them why and encourage them to attend the more appropriate session. make the most of your registration dollars; gather all the information you can while at the convention or conference. Don’t get caught up in titles. Just because you’re the chair of traditions doesn’t mean you shouldn’t attend a session on late-night programs. Go ahead—dip your toe in a different pool. it’s okay. always be prepared. each conference day starts with educational sessions during which information will be shared with you. in turn, you are obligated to share that information with the rest of your delegation. as with classes on your campus, be sure to have pens and paper to take notes on ideas by presenters and other attendees.

Remember that “please,” “thank you” and “excuse me” go a long way. manners never go out style and they are always necessary. especially in a sea of hundreds of people, where bumps and stepped-on toes are inevitable, acknowledgements and apologies should always be a natural follow-up to any unintended miss-step. Observing Showcase Etiquette showcases are sure to be one of the most memorable components of your conference or convention experience. these are short performances by some of the talented artists being represented by our associate members. showcases are broken up into categories, such as mainstage, lecture, sampler, club, master of ceremonies, spotlight, Roving artist or Diversity, depending on whether you’re at a regional conference or the national convention. no matter what the showcase, however, your attention and utmost respected are required. You may be tempted to text, make a quick call, talk to members of your delegation about how the artists/program you are viewing would work on your campus or even start devising a plan for camP. Please be mindful to refrain from any of these things. although making quick notes in your conference program is encouraged, your undivided attention to the stage should be the main priority. During showcases, place your phone on vibrate or turn it off. holding seats are fine, but be mindful that others in attendance need to find seating, as well. if it’s necessary to use the restroom, wait until an artist has finished their set to make your way out of or into your row. Please give each performer and emcee your attention because they have traveled long distances to show you their skills. and above all else, please stay for the Back to School 2012 Campus Activities ProgrammingTM 45


duration of each showcase. a large group of students leaving during a performance is distracting to the performer, the rest of the audience and is highly disrespectful. if your group must leave before the showcase conclusion, be cognizant of that and seat yourselves towards the back of the room before the showcase even begins. Doing Business although there are lots of great things to see, ride, bounce on, and great people to meet, take pictures with and sing along to, the fact is all attendees go to naca conferences and conventions to get business done. associates want their attractions to be booked for your programs and delegates have programming and activities calendars to fill. Be prepared. Be sure to have copies of your academic and event schedule for the current and following school years. maintain flexibility with respect to events you might want to schedule. although some dates are traditions and may be hard to change, find some areas in your calendar where you can be flexible. You never know when great blocks will form, which could result in some huge budget savings. schedule time for your entire group to reconvene to discuss lectures, performers and educational sessions and find consensus on what will work for your campus and what won’t. have a designated and back-up Block Booker and be sure the people know they will have late nights and early mornings for which they must be prepared. they are your voice during Block Booking meetings and at camP, so they must know what your group wants. Remember how important it is to acknowledge associate members. make eye contact with them, shake their hands and introduce yourself. You will see many of their same faces two to three times a day during the next three to five days, so remember that a great first impression goes a long way. lastly, be sure you understand the terminology involved in the Block Booking process. there is a significant difference between an si and a cR. know the naca language (see Page 42) and, when in doubt, ask your adviser or Block Book it staffers. Taking Care of Yourself the average day during any naca conference runs about 16 hours. Yes, 16 hours. Remember to pace yourself. the mechanical shark and toilet bowl racers will be at the conference for as long as you are, so there’s no need to get to them all on the first day. stay hydrated, try not to skip any meals and absolutely get as much rest as you can. keep vitamin c, antibacterial gel and tissues handy because having a healthy immune system leads to a happy conference attendee. if you are attending a conference within in driving distance from your campus, make a stop at your friendly wholesale warehouse to stock up on water, breakfast bars and snacks for you and your delegation. (advisers, your students will aDoRe you for completing this small task, especially once they are two days into the conference.) Knowing Your NACAbc’s if you remember nothing else, remember your nacabc’s. A: Attend. Whether you’ve been involved in naca for only a year or for 15 years, don’t miss out on your regional conference or the national convention this year. naca offers an environment that fosters professional development and student leadership in a way that is informative, entertaining and collaborative. B: Block Book It. Block Booking is the best way to stretch your programming budget and save your programming board hundreds, sometimes thousands, of dollars. it’s also a great way to meet and build relationships with other students and staff from institutions in your region.

46 Campus Activities ProgrammingTM Back to School 2012

It’s important to plan ahead when setting a course of action for your regional conference or the National Convention. If you arrive at an educational session and it’s filled to capacity, you need to already have a back-up session in mind so you don’t waste time determining what to do instead of attending the session you had hoped to attend. C: Communicate. talk to your delegation, advisers, associates, volunteers and other school administrators about your experience at the conference – good, bad or indifferent. the best vehicle for improvement is communication. the more we know, the better we address your concerns and continue to meet and exceed your needs.

for a complete nacalphabet compiled by sarah Rine and me, visit http://naca.ws/NACA_ABCs .

About the Author Pascha S. McTyson is the director of student activities and orientation Programs at Manhattanville College (NY). she previously served at the associate director of multicultural affairs and assistant director of student activities and multicultural affairs at the University of massachusetts-lowell. active in naca, she has served as a staff member for the naca® student Government West institute, Registration and orientation coordinator for the naca® northeast Regional conference and has presented at multiple conferences. she is also an active member of acUi (association of college Unions international) and a member of nasPa. she holds a master’s degree in regional economic and social development and a bachelor’s degree in liberal arts, with a minor in music, from the University of massachusetts-lowell.


2012–2013 nACA® regional Conferences Basic theme, facilities, transportation and contact information, only, is included here. for complete information about upcoming naca® regional conferences, visit http://naca.ws/reg_conf.

NACA® SOUTH All Aboard! Sept. 27–30, 2012 Winston-Salem, NC @thenacasou FACILITIES Benton Convention Center 301 W 5th street Winston-salem, nc 27101 Phone: 336-727-2976 http://twincityquarter.com/benton.html Marriott Winston-Salem 425 n cherry street Winston-salem, nc 27101 Phone: 336-725-3500 fax: 336-728-4020 www.marriott.com/hotels/travel/intmcwinston-salem-marriott single/Double/triple/Quad: $158 Plus 12.75% tax Reservation Deadline: sept. 4, 2012

Embassy Suites Winston-Salem 460 n cherry street Winston-salem, nc 27101 Phone: 336-724-2300 fax: 336-721-2240 http://embassysuites1.hilton.com/en_Us/es/ hotel/inteses-embassy-suites-Winston-salemnorth-carolina/index.do single/Double/triple/Quad: $168 Plus 12.75% tax Reservation Deadline: sept. 4, 2012

Showcase Selection Coordinator Mike Rapay assistant Director of campus Programming Winthrop University 212 campus center Rock hill, sc 29733 803-323-4757 rapaym@winthrop.edu

Transportation Greensboro/Piedmont triad international airport is approximately 17 miles from the hotel. estimated shuttle service and taxi fare is $49 one way.

Campus Activities Marketplace Coordinator Billy Boulden florida state University associate Director of Greek life 850-645-6921 wrboulden@gmail.com

Information for general naca regional conference information and assistance, visit the naca website at www.naca.org or call the naca office at 803-7326222. for questions relating to this specific regional conference, contact:

Regional Conference Program Chair Stephanie Coyle Georgia Gwinnett college associate Director of student involvement 678-407-5582 scoyle@ggc.edu

Back to School 2012 Campus Activities ProgrammingTM 47


NACA® CENTRAL

NACA® MID ATLANTIC

NACA MID AMERICA

The Central Network Oct. 4–7, 2012 Arlington, TX @thenacacen

Find Your Link @NACA! Oct. 18–21, 2012 Lancaster, PA @thenacamat

NACA Wants You! Nov. 1–4, 2012 Grand Rapids, MI @thenacamam

FACILITIES Arlington Convention Center 1200 Ballpark Way arlington, tX 76011 Phone: 817-459-5000 fax: 817-459-5091 www.arlingtontx.gov/acc

FACILITIES Lancaster Host Resort & Conference Center 2300 lincoln highway e lancaster, Pa 17602 Phone: 800-233-0121 fax: 717-295-5116 http://www.lancasterhost.com single/Double $138.50 triple/Quad $157 Plus 11% tax Reservation Deadline: sept. 26, 2012

FACILITIES DeVos Place Convention Center 303 monroe avenue nW Grand Rapids, mi 49503-2233 Phone: 616-742-6500 fax: 616-742-6590 http://devosplace.org

Sheraton Arlington Hotel 1500 convention center Drive arlington, tX 76011 Phone: 800-325-3535 fax: 817-548-2873 www.sheratonarlingtonhotel.com single/Double $154; triple $164; Quad $174 Plus 15% tax Reservation Deadline: sept. 10, 2012 Transportation Dallas fort Worth international airport is approximately 20 miles from the hotel. complimentary shuttle service runs every hour on the half-hour from the hotel. transportation from the airport is arranged individually upon arrival by contacting the property directly. estimated taxi fare is $35 one way. Information for general naca regional conference information and assistance, check the naca website at www.naca.org or call the naca office at 803-7326222. for questions relating to this specific regional conference, contact: Showcase Selection Coordinator Amber Ramoz student activities coordinator texas a&m University-corpus christi 6300 ocean Dr Unit 5783 corpus christi, tX 78412-5783 361-825-5778 amber.ramoz@tamucc.edu Campus Activities Marketplace Coordinator Courtney James assistant Director, campus activities and events University of central oklahoma 405-974-2363 cjames24@uco.edu

Transportation lancaster airport is approximately 10 miles from the hotel. the lancaster amtrak station is approximately 8 miles from the hotel. complimentary shuttle service is available to the airport and the amtrak station. transportation from the airport is arranged individually upon arrival by contacting the property directly. estimated taxi fare is $25 one way. Information for general naca regional conference information and assistance, check the naca website at www.naca.org or call the naca office at 803-7326222. for questions relating to this specific regional conference, contact: Showcase Selection Coordinator Clint Neill assistant Director of student activities st. mary’s college of maryland 18952 e fisher Rd ofc of student activities saint mary’s city, mD 20686-3002 240-895-4209 • cbneill@smcm.edu Campus Activities Marketplace Coordinator Angie Bauman assistant Director of student activities hood college (mD) 301-696-3575 • bauman@hood.edu Regional Conference Program Chair Stacey Sottung assistant Director for campus Programs saint Joseph’s University (Pa) 610-660-1077 • ssottung@sju.edu

Regional Conference Program Chair Ben Hopper Program advisor kansas state University 785-532-6571 blhopper@ksu.edu

48 Campus Activities ProgrammingTM Back to School 2012

Amway Grand Plaza Hotel 187 monroe avenue nW Grand Rapids, mi 49503 Phone: 800-253-3590 fax: 616-776-6496 www.amwaygrand.com single $150; Double/triple/Quad $160 Plus 14% tax Reservation Deadline: oct. 9, 2012 Transportation Gerald R. ford international airport is approximately 15 miles from the hotel. estimated taxi fare is $37 one way. Information for general naca regional conference information and assistance, visit www.naca.org or call the naca office at 803-732-6222. for questions relating to this specific regional conference, contact: Showcase Selection Coordinator Bernadette Strausbaugh coordinator of student activities & commuter services Walsh University 2020 e maple st north canton, oh 44720-3336 330-490-7173 bstrausbaugh@walsh.edu Campus Activities Marketplace Coordinator Nick Smith Davenport University 616-554-5822 nick.smith@davenport.edu Regional Conference Program Chair Jessica S. Douglas assistant Director, student involvement & leadership University of mount Union 330-823-6051 douglajs@mountunion.edu


NACA® NORTHEAST

NACA® WEST

NACA® NORTHERN PLAINS

In Pursuit of Knowledge Nov. 8–11, 2012 Hartford, CT @thenacane

Make It Rain Nov. 15–18, 2012 Portland, OR @thenacawst

Abra-ca-NACA April 4–7, 2013 St. Paul, MN @thenacanpl

FACILITIES Marriott Hartford Downtown 200 columbus Blvd hartford, ct 06106 Phone: 860-249-8000 fax: 860-249-8181 www.marriott.com/hotels/travel/bdldt-hartfordmarriott-downtown single/Double $179; triple $189; Quad $199 Plus 12% tax Reservation Deadline: oct. 16, 2012

FACILITIES Oregon Convention Center 777 ne mlk Jr. Blvd Portland, oR 97232 Phone: 800-791-2250 fax: 503-731-7802 www.oregoncc.org

FACILITIES st Paul Rivercentre 175 W kellogg Blvd st Paul, mn 55102 Phone: 651-265-4800 fax: 651-265-4899 www.rivercentre.org

DoubleTree Hotel Portland–Lloyd Center 1000 ne multnomah Portland, oR 97232 Phone: 503-281-6111 • fax: 503.284.8553 http://doubletree1.hilton.com single/Double/triple/Quad $155 Plus 12.5% tax Reservation Deadline: oct. 24, 2012

Crown Plaza St Paul 11 e kellogg Blvd st Paul, mn 55101 Phone: 651-292-1900 fax: 651-605-0189 www.cpstpaul.com single/Double $145; triple/Quad $155 Plus 13.25% tax Reservation Deadline: march 13, 2013

Hilton Hartford Hotel 315 trumbull st hartford, ct 06103-1186 Phone: 860-728-5151 fax: 860.240.7247 www1.hilton.com/en_Us/hi/hotel/hfDhhhfhilton-hartford-connecticut/index.do single/Double $139; triple/Quad $149 Plus 12% tax Reservation Deadline: oct. 7, 2012 Transportation Bradley international airport is approximately 15 miles from the hotel. estimated taxi fare is $45 one way. Information for general naca regional conference information and assistance, visit www.naca.org or call the naca office at 803-732-6222. for questions relating to this specific regional conference, contact: Showcase Selection Coordinator Elizabeth Gionfriddio assistant Director of the center for student involvement nichols college 124 center Road Dudley, ma 01571-5000 508-213-2112 elizabeth.gionfriddo@nichols.edu Campus Activities Marketplace Coordinator Lina Macedo assistant Director of student activities stonehill college (ma) 508-565-1308 lmacedo@stonehill.edu Regional Conference Program Chair Heather Barbour Director of student activities salve Regina University (Ri) 401-341-2225 heather.barbour@salve.edu

Red Lion Hotel 1021 ne Grand avenue Portland, oR 97232 Phone: 503.235.2100 • fax: 503.235.0396 http://redlion.rdln.com single/Double/triple/Quad $139 Plus 12.5% tax Reservation Deadline: oct. 24, 2012 Transportation Portland international airport is approximately 11 miles from the hotel. estimated taxi fare is $30 one way. estimated subway/rail fare is $2.55 one way.

Transportation minneapolis international airport is approximately 9 miles from the hotel. estimated taxi fare is $26 one way. Information for general naca regional conference information and assistance, visit www.naca.org or call the naca office at 803-732-6222. for questions relating to this specific regional conference, contact:

Information for general naca regional conference information and assistance, visit www.naca.org or call the naca office at 803-732-6222. for questions relating to this specific regional conference, contact:

Showcase Selection Coordinator TBD

Showcase Selection Coordinator Chad Disharoon coordinator for Residential life Programming and leadership california state University-chico Uhfs-csU chico 400 West first street chico, ca 95929-0707 530-898-6325 • kdisharoon@csuchico.edu

Regional Conference Program Chair Melissa Bemus Director of student activities & orientation Ripon college (Wi) 920-748-8112 bemusm@ripon.edu

Campus Activities Marketplace Coordinator TBD

Campus Activities Marketplace Coordinator Jenn Mazzotta assistant Director University of the Pacific (ca) 209-946-2235 • jmazzotta@pacific.edu Regional Conference Program Chair Andrea Ramirez assistant Director of student activities University of Washington Bothell 425-352-5264 aramirez@uwb.edu

Back to School 2012 Campus Activities ProgrammingTM 49


ThaT agenT Won’T STop Calling You? 50 Campus activities programmingTM Back to School 2012


Communication Is Key in the School/Agency Relationship By laura gilman, Fresh Variety (NH) and Tiffany lyon, Southern New Hampshire University

here probably always has been and probably always will be a love/hate relationship between agents and entertainment purchasers. there are agents clients love to hear from and those they dread. in the naca market, the agent’s most important job is establishing and maintaining a good relationship with clients and finding new prospects. determining the balance between being informative and helpful and being a nuisance to the buyer is a very fine line to walk. every day, artists add and lose dates from their calendars and agents constantly update their rosters. communicating this information effectively to buyers is how agents help save schools money. if a school can catch an artist when they are coming to their state or town, it can save them hundreds and even thousands of dollars, depending on the size of the act. this past naca conference/convention season, we participated in hosting an educational session that dealt with communication issues among agents and buyers and featured panel members from all over the country— advisers, students and agents. we were able to sit together and talk about what kind of communications are important to buyers and ways students and advisers can try to lessen the burden of what can seem to be an overwhelming influx of calls, emails and mailers coming to them on a daily basis from artists and agents.

T

The Agent’s Perspective everyone has a different approach to business and sales, and those styles are perceived differently by each client. agents must be versatile and come to know their customers in order to cater to their needs and keep them as clients. agents make a living by booking events, so making hundreds of oen unanswered phone calls every day is a daunting task we must take on in order to keep communication lines open with our customers. without feedback from those customers, though, there’s really no way for agents to know if they are wasting their customers’ or their own time or if what they are calling about is exactly what you need. by guiding agents to what your budget constraints are, what kind of acts you do and don’t book and when you are looking to get artist information for booking, you are helping them to narrow down their marketing efforts so that they send you only the information you need and want. if you let those communications go unanswered, then we will continue to market existing information to you in the hope it’s what you are seeking. many schools’ programming needs are very specific to certain dates during which they can utilize venues and also with respect to the content they need for those events. with thousands of colleges in the country, it is difficult for agents to always know each school’s individual needs and its great to be able to update information annually as to who the key contacts are and what it is that each school or group is looking for in entertainment and attractions. For instance, my (gilman) agency, Fresh variety (nh), deals only with

variety entertainment. there are certain events on campuses that call for just that and others where our acts simply aren’t a good fit. if a school is looking for a big concert event, we are simply not the resource they need. my reaching out to and soliciting the concerts or lectures chairs is of no help to either of us and simply adds to the pile of communications they get from agents they must sort through to find the information they actually need. if a school were to ask about big concerts, any agent in the market could probably point them in one of several directions, even though we may not all represent music acts. regardless of what genre of entertainment agents represent, we can be a great resource. we have seen thousands of acts from all genres during our careers and we can help to point you in the right direction.

Advisers and students alike should take the opportunities given to them during CAMP and make new connections. Booths and associates change with each NACA regional conference or National Convention, so it’s important to introduce yourself to associate members you don’t already know and discuss the kind of programming you do on your campus.

Back to School 2012 Campus activities programmingTM 51


The Value of Block Booking block booking is the foundation on which naca was built. representatives from schools all over the us participate in naca regional conferences and national conventions to see and meet agents and artists and to save programming dollars by getting acts to their campuses via sequential tour routing. however, block booking should not stop when your school leaves an naca event. agents and artists love to block book year round. it helps them to fill calendar dates and also helps entertainers avoid excessive travel. block book it now 2.0 (http://www.naca.org/blockbooking/pages/ bbin20.aspx) is a portal within the naca website in which naca houses all of the activity from the conference season and also provides artists’ booking calendars. every block booking form submitted is entered into the portal. at any time, any naca member may log in, type in information such as their zip code, state or artists’ names and find out which entertainers have bookings in their area and when. this provides a great opportunity for talent buyers to call up agents and help them with routing and be rewarded with great deals! another way that block information can be obtained is by opening up the lines of communication with agents who have acts that interest you. calling an agent and letting them know you like their act but are interested in looking into having the act on campus only when the price is right and the act is in your area, helps the agent help you to get just the information you want. Keeping the Lines of Communication Open every year, several times a year, there comes a point where schools are finished booking for that particular season or part of the school year. unless there is some sort of hiccup or cancellation, once a calendar is filled, there’s really no need to be seeking out acts. having the phone continue to ring with sales calls about deals for that segment in time is useless to the

buyer. it also is a wasted effort for the agent, as they are spending time trying to contact you about entertainment you cannot use at the time. send a quick email or make a phone call to agents saying, ”no thanks, but we’d love to hear from you when we start booking again in (insert month).” it’s a great way to keep agents informed and lessens the burden of unnecessary communication to programmers and from agents. schools and students are the agent’s customers—keeping customers happy is how they generate business and keep clients. picture this: you go to mcdonald’s and order a big mac and open your bag to find a fish sandwich. do you just eat it aer you paid for it, even though it wasn’t what you wanted? chances are you would go back and explain it wasn’t what you wanted and ask for the big mac you ordered and paid for. well, you are the customer and we want to make sure you get what you ordered and that you are offered what you like or need. if we are sending you things you don’t want, send that Filet-o-Fish back! will there always be people who call your office and don’t take “no” for an answer? of course! but courteous treatment will make a customer a walking advertisement. a strong relationship between a vendor and a school is formed when each helps the other communicate effectively and we share our information and resources to get great entertainment to schools and help you save money! Helping Us Help You so, as agents strive to learn what schools need and when, what can schools do to help maintain this partnership? directors and advisers spend countless hours teaching programming skills to students each year. we teach students how to book acts, how to block book, how to conduct professional phone calls and how to plan logistically sound events. but just when students are really getting the hang of it, they move out of officer positions or graduate and much of the knowledge these students obtained

The Campus Activities Marketplace, no matter whether it’s at a regional conference or the National Convention, gives programmers and agents the opportunity to begin building business relationships that last long after the conference or Convention has concluded. 52 Campus activities programmingTM Back to School 2012


• In the beginning of each year, compile a contact list of current programming board students. send this contact list to associates in your network so they can do business directly with students. the students will receive tailored messages that relate directly to the information they are most interested in obtaining.

• Pass on the programming ideas to others. oen, student activities offices and programming boards are not the only people or organizations on campus that plan events. we are fortunate to attend naca regional conferences and national conventions to network and collect a plethora of information. if you can’t use it, take it back to campus and pass it on to others. For example, the diversity office might want to hear about new cultural awareness programs or the campus radio station might want to know about that new band you saw during the mainstage showcase. share the wealth!

• Provide the programming board with updated associate member information. this information is programming gold for students. advisers can begin the year by printing copies of the NACA® Associate Member Directory (http://www.naca.org/membership/currentmembers/ pages/membershipdirectory.aspx) to distribute at a retreat or training. advisers or student officers can also create their own directories of commonly used associates.

Important Roles to Play we each—schools and associates—have important parts to play in bringing activities to campus, and if we each proceed thoughtfully and respectfully, we can expect to have plenty of ideas to consider, effective block booking business and a network of individuals on both sides who support each other’s work. now let’s do some business and plan some events!

is gone from the programming organization. with that in mind, here are a few strategies that can be used by student programmers (and their advisers) to manage communication and information from year to year:

• Encourage active networking in the Campus Activities Marketplace. advisors and students alike should take the opportunities given to them during camp and make new connections. booths and associates change with each naca regional conference or national convention, so it’s important to introduce yourself to associate members you don’t already know and discuss the kind of programming you do on your campus. • Create an alternate email address or set inbox rules to filter programmatic emails. think it’s an easy out?

think again. this is a fantastic way to manage your inquiries without seeing them pile up in your main inbox. use a department or programming board email address and distribute that for ideas and leads.

About the Authors

Block Booking should not stop when your school leaves an NACA event. Agents and artists love to Block Book year round. It helps them to fill calendar dates and also helps entertainers avoid excessive travel.

• Let associates know when you need to do business. ask agents for deals, dates to fill any programming holes, and most importantly—ideas! this is their business and they have much experience and expertise to share. if you’re stuck in a rut or just need to pull a quick program together, develop a relationship with a few associates you feel comfortable calling on a whim. it’s a win-win.

• Provide feedback to associates after an event. it’s important to share feedback about events, no matter whether things went well or poorly. associates will work with their performers to tailor an act for other similar schools, provide them with praise or let them know when a school was displeased. share this information with other student officers in the form of program evaluations to replicate the event in the future or avoid certain performances. • If you can't do business with an agency, say so. as we mentioned before, this is helpful to associates so they can manage their call load. this also provides an empowering lesson for students and advisers in creating boundaries. give timelines and deadlines for returning calls and any reasons, if appropriate.

Laura Gilman is an agent with Fresh Variety (NH) and has been an

naca® associate member for eight years. she previously worked with sheher management. she holds a bachelor’s degree in business administration from the university of new hampshire and a master’s degree in elementary education from Franklin pierce university (nh). she is affiliated with the pi lamda theta national honor society of educators and is the recipient of an american business women’s association award. she and tiffany lyon have co-presented the educational session on which this article is based at the 2011 and 2012 naca® northeast regional conferences. Tiffany Lyon is director

of campus programming and leadership and study abroad programs at Southern New Hampshire University, where she also earned bachelor’s and master’s degrees in business administration earlier in her academic career. in her position, she advises the snhu’s student programming board, cape (coordinators of activities and programming events). active in naca, she served on the naca® northeast regional conference camp staff and also co-presented the educational session, “i booked the bus, now what?”, with casey bandarra at that conference. at the 2011 and 2012 naca® northeast regional conferences, she and laura gilman co-presented the educational session on which this article is based. she received southern new hampshire university’s young alumni award in 2006 and earned the campus leadership award at the university while still a student. active in the community, she has volunteered for outreach360 and hurricane Katrina relief in the past.

Back to School 2012 Campus activities programmingTM 53


neW SChool YeaR, neW You! Make an impression and reach more than 2,000 campus contacts. Campus Activities Programming™ Contact Lisa Stroud NACA Advertising Sales Representative advertising@naca.org 803.217.3469 NACA Digital Advertising Looking for additional advertising exposure? Consider placement on our Regional Conference Portals or in our bi-weekly School E-news. Contact Lisa Stroud for rates and more information. advertising@naca.org 803.217.3469 54 Campus activities programmingTM Back to School 2012


Turning Your

LATE-NIGHT PROGRAM into the Main Event, Not Just the Appetizer

Ball State University (IN) students enjoy a rave dance party hosted by a local deejay during a “Welcome Back” event in August 2011.

By

Dillon Kimmel University of South Carolina

s higher education institutions have proactively attempted to curb the binge drinking crisis occurring on campuses in the past decade, the number of late-night programming activities has risen. in 1999, the us department of education chose penn state university’s late night program to serve as a model for binge drinking prevention (“alcohol and,” 2000). since then, schools around the nation have likewise launched initiatives to provide students safe programming alternatives during the weekend evening hours when they are most at risk to abuse alcohol. but, as late-night programming boards enthusiastically count the students coming through the doors each weekend, are some students still slipping through the cracks? For example, at my undergraduate institution, ball state university (in), our late nite @ ball state program grew exponentially during the 2000s

A

due to a generous budget and strong buy-in from university officials. From 2007–2009, attendance peaked at approximately 1,500 each saturday night. the overarching goal of the program has been to be a safe weekend entertainment alternative, specifically targeting underclassmen at risk to engage in binge drinking. each week’s late nite program features a different theme, as well as inflatable games, free food, entertainment, music and cras. however, despite the popularity of the program, a disturbing trend emerged in the formal and informal assessments we conducted. we noticed there were students who would arrive for a few minutes, grab a piece of pizza or make a quick cra, and then leave the event to go out drinking. we quickly realized we were not serving our target student population well if they were only quickly stopping by late nite on their way out to a night of drinking.

Back to School 2012 Campus activities programmingTM 55


Model Alcohol-Alternative Programming Institutions alcohol-alternative programming is a form of environmental management that seeks to change the physical and social environments surrounding alcohol and drug use through institutional change (maney et al., 2002). the goal is to prevent the behavior, not simply delay it by 30 minutes. to accomplish this goal of prevention at ball state, we implemented a number of strategies to entice students to make late nite their destination for the evening, not just the appetizer. and ball state is not alone; other schools have also implemented programs that promote the same idea. i would like to share models from three different institutions for creating late-night “destination programming” that provides safe and engaging alcohol-alternative options. Ball State University Model

at ball state university (in), we sought to make late nite predictable for our “regulars” while also trying to entice new students with fresh programming ideas. the advisory board sought to pleasantly surprise students by bringing in fresh acts or entertainment that challenged the traditional late nite expectations. we hoped this would catch the attention of underclassmen who initially had planned to just grab a piece of pizza before going to a party, convincing them instead to stay for the entire evening. schools wanting to promote the idea of destination programming should also consider offering incentives (e.g. raffles) to induce students to stay. to make this strategy work, the prizes need to be enticing enough for students to remain for the duration of the event. it is also important to make it mandatory for prize winners to be present in order to collect their gis. at ball state, area businesses were oen pleased to donate or offer discounts on prizes when they understood the alcohol-alternative purpose of our events.

we also made sure to carefully consider the needs of the target population, not just those who were attending late nite on a regular basis. we sought to accomplish this by intentionally assessing students who were most atrisk to abuse alcohol. examples of ways to do this include reaching out to residence hall communities that have a high rate of underage alcohol violations and surveying the needs of the students who live within them. another strategy is to partner with the campus judicial office to survey students who have received sanctions about what types of events would appeal to them. Emory University Model

emory university (ga) employs a decentralized approach in its latenight programming. student organizations that would like to host events on campus may apply for mini-grants through the late night @ emory program. in order to qualify for the grant money, the events must start aer 7 pm (and preferably end aer midnight), alcohol may not be served, and the event must be free for all emory students to attend (“about late night,” 2010). emory then compiles all campus events happening aer 7 pm on Friday and saturday (including those that did not receive grant money) into a master calendar that is published online and sent to residence halls (about late night,” 2010). students then have access to a wide variety of fun and safe alcohol-alternative programs to choose from each weekend. many of these events, like performing arts productions and sporting events, are designed to be destination programs where students arrive at the beginning and leave at the end, increasing the chances they will forgo participating in risky alcohol-related behaviors aerward.

ALCOHOL-ALTERNATIVE PROGRAMMING ON COLLEGE CAMPUSES TODAY IS wORKING. RESEARCH HAS SHOwN THAT STUDENTS wHO PARTICIPATE IN LATE-NIGHT PROGRAMMING ARE SIGNIFICANTLY LESS LIKELY TO DRINK HEAVILY AND 20% LESS LIKELY TO PARTY HEAVILY THAN THEIR FELLOw CLASSMATES (MANEY ET AL., 2002).

56 Campus activities programmingTM Back to School 2012


Ball State University (IN) students gather for an open mic event held in the fall of 2011.

University of South Carolina Model

at the university of south carolina, the late-night program, carolina aer dark, hosts alcohol-alternative events at off-campus sites like bowling alleys and skating rinks several times per year. hosting these events off-site accomplishes several things. First, it can be attractive to off-campus students because it is closer to home and does not require them to drive back to campus at night. it also allows undergraduate students the opportunity to explore the safe entertainment options available in the community. the change in venue may also appeal to students who are not as interested in the traditional late-night model of cras, games and music. a final advantage to using off-campus sites is that it takes more time and energy for students to get to the event, so they are more likely to stay longer. this is especially true for students who utilize shuttles provided by host organizers because they will need to stay at the event in order to be transported back to campus. Programming That works alcohol-alternative programming on college campuses today is working. research has shown that students who participate in late-night programming are significantly less likely to drink heavily and 20% less likely to party heavily than their fellow classmates (maney et al., 2002). however, this research does not take into account the differences in the experience of students who fully utilize the programming versus those who stay for only a short period of time. nevertheless, drawing upon the examples here of three institutions that have made late-night programming a success, it’s easy to see that it is possible to encourage students to make a late-night event their destination for the evening.

References united states department of education. (2000). Alcohol and other drug prevention on college campuses: Model programs 1999 and 2000. washington, dc: united states department of education safe and drug Free schools and communities. retrieved June 1, 2012, from http://www.higheredcenter.org/services/publications/alcohol-and-other-drug-prevention-college-campuses-model-programs maney, d.w., mortensen, s., powell, m.p., lozinska-lee, m., Kennedy, s., & moore b. (2002). alcohol-free alternative activities for university students: modeling associated drinking behavior. American Journal of Health Education, 33, 225–233. retrieved June 1, 2012, from http://eric.ed.gov/pdFs/eJ854086.pdf about late night @ emory. (2010). retrieved from https://blogs.emory.edu/ latenight/about/ About the Author Dillon Kimmel is a graduate adviser for student programs at the University of South Carolina, where he is pursuing a master’s degree in higher education and student affairs. he holds a bachelor’s degree in public relations from ball state university (in), where he served as university program board president and where he also worked as a resident assistant. he is currently involved with the my carolina alumni association at the university of south carolina. Back to School 2012 Campus activities programmingTM 57


Scholarship Opportunities Await You! NACA® East Coast Undergraduate Scholarship for Student Leaders NACA® Wisconsin Region Student Leadership Scholarship NACA® Southeast Student Leadership Scholarships NACA® Regional Council Student Leader Scholarships Multicultural Scholarship Program NACA® Foundation Graduate Scholarships NACA® East Coast Graduate Student Scholarship Markley Scholarship NACA® East Coast Higher Education Research Scholarship Lori Rhett Memorial Scholarship Barry Drake Professional Development Scholarship NACA® East Coast Associate Member Professional Development Scholarship Tese Caldarelli Memorial Scholarship Zagunis Student Leader Scholarship Scholarships for Student Leaders Ross-Fahey Scholarships ACPA Mid-Managers Institute Scholarship For qualifying information, application deadlines and more, visit our Web site at www.naca.org/Scholarships 58 Campus Activities ProgrammingTM Back to School 2012


NACA® SPOTLIGHT

ShARe Your KNOWLeDGe Submit an Educational Session Proposal NACA invites staff and students from member institutions and associate members to submit proposals for educational programs at NACA’s National Convention, the NACA® Northern Plains Regional Conference and the 2013 NACA® Mid Atlantic Festival. Presenting is a great opportunity, both professionally and personally. It’s also very easy to submit a proposal and can be done electronically with just one online form. Submission Deadlines The deadline to submit educational session proposals is Aug. 31, 2012, for the 2013 NACA® National Convention and Nov. 5, 2012 for the NACA® Northern Plains Regional Conference and the 2013 NACA® Mid Atlantic Festival.

ACUI Region 1 and NACA® Northeast Region SGA Workshop

New Publications from CAS

Mark your calendar for an exciting educational opportunity for undergraduate students from ACUI Region 1 (www.region1.acui.org) and the NACA® Northeast Region (www.naca.org).

The Council for the Advancement of Standards in Higher Education (CAS) announces the publication of the 8th Edition of the book CAS Professional Standards for Higher Education, which was released Aug. 1, 2012. Orders for the updated publication are now being accepted through the CAS website (https://store.cas.edu/catalog/index.cfm). The book of standards is the defining source of professional standards for many of the services provided to students in higher education. Along with the book, CAS is also releasing an updated CD of all 43 functional area self-assessment guides (SAGs). The SAGs provide institutions with a strategy for assessing program and service effectiveness based on the evidence a team gathers and evaluates.

Student Government Workshop Friday, Sept. 28, 2012 1 pm–5 pm University of Massachusetts-Lowell The workshop will include two presentation blocks, as well as a block for roundtable discussions where students can connect with others who have similar SGA roles and responsibilities. Presentation topics may include: • Team dynamics • Successful officer transition • Interactive Parliamentary Procedure • Effectively promoting your SGA • Power dynamics and confrontation • Assessing programs and governance efforts There will also be an opportunity for professional staff advisers to connect in facilitated topical discussions. Refreshments will be provided. For more information, contact Laura DaRos at Laura.DaRos@tufts.edu or Pascha McTyson at pascha.mctyson@mville.edu.

Read Campus Activities Programming™ Online for Additional Content Campus Activities Programming™ is available online at approximately the same time it begins arriving at your schools and office. So, if you don’t have your hard copy handy, but have broadband access, visit http://www.naca.org/MediaCenter/Pages/CampusActivitiesProgrammingMagazine.aspx to find not only the latest issue of NACA’s flagship publication, but other recent issues, as well. Online issues include special web-only exclusive articles you won’t find in the printed copy, so check it out today. In the Back to School online issue, look for Gina Kirkland’s article on “How New Associates Can Make the Most of Their NACA Experience,” which helps orient associate members new to fall regional conferences.

Back to School 2012 Campus Activities ProgrammingTM 59


Watch These Webinars Anytime! Block Booking for Schools

Join us to better understand how you and your school can utilize Block Booking both during and aer NACA’s regional conferences and National Convention. You will learn how to more effectively book performers, save money and better understand why this process is an important part of how we do business. Whether you are a veteran Block Booker or a rookie, there will be something new for everyone, as changes have occurred in the Block Booking process. We want to make sure you are 100% prepared to book entertainment throughout the year. Don’t miss out! Presenter: Dustin Lewis, NACA National Block Booking Coordinator – Xavier University (OH), and Gordon Schell, Director of Business Relations – NACA Office Price: FREE for NACA members, only!

Block Booking for Associate Members

Join us to better understand how you can utilize Block Booking both during and aer NACA’s regional conferences and National Convention. You will learn how to more effectively route performers, save travel money and better understand why this process is an important part of how you can do business with schools. Whether you are a veteran member or rookie to NACA, there will be valuable information for everyone. We want to make sure you are 100% prepared to participate in Block Booking throughout the year. Don’t miss out! Presenter: Dustin Lewis, NACA National Block Booking Coordinator – Xavier University (OH), and Gordon Schell, Director of Business Relations – NACA Office Price: FREE for NACA associate members only!

Visit http://www.naca.org/Events/Pages/webinars.aspx for direct links that will allow you to watch these webinars on demand.

Coming in the September 2012 Campus Activities Programming™ Program planning, publicity and promotion are all part of the focus of the September 2012 issue of Campus Activities Programming™. Be ready to learn more about topics such as creative programming in a large city and programming in conjunction with large, community events to maintaining and creating campus traditions to using mobile technology on campus and using social media as a low-cost marketing tool. And as usual, there will be much more. The September issue will be coming your way in late August. Don’t miss it!

INVEST IN TOMORROW’S LEADERS. The NACA® Foundation helps fund scholarships for deserving students, professionals and associates to assist with tuition, books and supplies, and even NACA Institute or Convention registration fees. To make a gift to the Foundation, please visit www.naca.org/SCHOLARSHIPS/Pages/Donate.aspx. Make a gift today and help invest in tomorrow’s leaders. The NACA® Foundation is a 501(c)(3) organization; all gifts to the Foundation are tax-deductible to the extent allowed by law. If you have any questions about the Foundation, please contact Paige Jeffcoat at paigej@naca.org.

60 Campus Activities ProgrammingTM Back to School 2012


NACA® SPOTLIGHT

NACA® Foundation News Scholarships for Student Leaders Awarded Seven recipients of Scholarships for Student Leaders have been announced by the NACA® Foundation. The Scholarships for Student Leaders Program, established in 1985, was created through the silver anniversary fund-raising project, the 25 for 25 Drive. The fund provides for up to seven scholarships annually, six of which are specially designated. The scholarships are: • One Public Media Incorporated/Films Incorporated Scholarships for Student Leaders

• One NACA® New england Region Scholarship for

Julianne Gamache is the recipient of the NACA® Public Media Incorporated/Films Incorporated Scholarship for Student Leaders. Gamache is pur-

suing a bachelor’s degree in public relations, with minors in Spanish and business/liberal arts, from The Pennsylvania State University. She is a Dean’s List student and a member of the Phi Eta Sigma National Honor Society. She has served as a public relations intern at Penn State Career Services and as a marketing intern at Partyspace.com (PA). Additionally, she has served as a PRSSA committee member and as Social Media director at Valley Magazine (PA).

Student Leaders

• The Joseph D. Giampapa Scholarship for Student Leaders • The NACA® heart of America Region Scholarship for Student Leaders

• The NACA® Illiana Region Scholarship for Student Leaders • The NACA® east Coast Region Thomas e. Matthews Scholarship for Student Leaders • One undesignated NACA® Scholarship for Student Leaders

Scholarships are to be used for educational expenses, including tuition, books, fees or other related expenses. Scholarship recipients follow. Paris Papachristos is the recipient of the NACA® New england Region Scholarship for Student Leaders. She is pursuing a bachelor’s degree in psychology, with a minor in Spanish, from Fairfield University (CT). Active in the Fairfield University Student Associ-

ation, she has served as its director of Cultural Events. She is also involved with the Cura Personalis Mentoring Program, the Orthodox Christian Fellowship and the Fairfield University Office of Special Events, for which she serves as Special Events Coordinator/Work Study. She also works as a Spanish and Greek language tutor. Patrick L. Messenger is the recipient of the Joseph D. Giampapa Scholarship for Student Leaders. He

is pursuing a bachelor’s degree in public relations at Baldwin Wallace College (Oh), where he is a Dean’s List student and where he has been named one of the school’s Emerging Male Leaders, Homecoming King and the recipient of a Student Service Recognition Award. He is vice president of Communications for the school’s Campus Entertainment Productions and Morale Committee chair for the Dance Marathon. Additionally, he is co-student coordinator for Big Brothers Big Sisters, treasurer for Leaders Striving For Success and vice president of Membership Development for Sigma Phi Epsilon. Sean Ducey is the recipient of the undesignated NACA® Scholarship for Student Leaders. Ducey is pursuing

Rachel Dannen is the recipient of the NACA® heart of America Region Scholarship for Student Leaders. She recently earned a bachelor’s degree in mass media and Spanish from Baker University (KS). She

has studied abroad at the Hispano Continental Spanish School in Salamanca, Spain, and at the Amauta Spanish School in Cusco, Peru. She has served as vice president of the Cardinal Key National Honors Society and has been involved with the Order of Omega Greek Leadership Honor Society. In addition, she has been a Wildcat Welcome Orientation Leader at Baker University. Thuy-Khue Tran is the recipient of the NACA® Illiana Region Scholarship for Student Leaders. She is

pursuing a bachelor’s degree in economics from the University of Chicago (IL). An active volunteer, she has been involved with Habitat for Humanity, Delta Gamma Fraternity and Women in Business, has served as an interpreter for the National Justice International Center and has been a publisher’s aid for Coi Nguon Literature. She has been named a Bank of America Student Leader for accumulating more than 4,000 hours of community service, is an Advancing Aspirations Economic Empowerment Honoree and has received the PG&E InspirAsian and Women’s Network Service Award. Sabrina LoBue is the recipient of the NACA® east Coast Region Thomas e. Matthews Scholarship for Student Leaders. She earned a bachelor’s degree in English from Rowan University (NJ) in May and

expects to earn a bachelor’s degree in elementary education from the University in December. She is currently president of Rowan’s Student University Programmers, as well as the Rowan Aer Hours Student Coordinator. She previously served as director of Special Events for the Student University Programmers and she as been a Freshman Connection leader. She has also volunteered for Habitat for Humanity and NACA, having presented at the 2011 NACA® Mid Atlantic Regional Conference.

a bachelor’s degree in organizational communication, with a minor in education, from the University of Portland (OR). He is currently director of the Campus Program Board, an Admissions tour guide and a Residence Life hall intern, and has previously served as the Activities Fair coordinator. He was named Campus Program Board Member of the Year in 2010 and has also been honored for Residence Life leadership and for his work with the Boy Scouts of America. He is also a lifeguard and is CPR/AED and first-aid certified.

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Tese Caldarelli Memorial Scholarship Presented emily e. Taft, who recently earned a bachelor’s degree in legal studies from Gannon University (PA), is the 2012 recipient of the Tese Caldarelli Memorial Scholarship. The award was established by the former

NACA® Great Lakes Region to provide financial assistance to undergraduate or graduate students enrolled in schools in the area comprised by the former region. While an undergraduate, Ta served as president of the Activities Programming Board (APB) at Gannon, an organization she also served as Special Events co-chair. In addition, she served as vice president of Service and Philanthropy of the Gamma Sigma Sigma Service Sorority. Active in NACA, she participated in the 2010 NACA® National Convention and was a presenter at the 2010 NACA® Mid Atlantic Regional Conference.

Zagunis Scholarship Awarded Galen R. Crawford, who recently earned a master’s degree in student affairs in higher education from Wright State University (Oh), is the 2012 recipient of the Zagunis Student Leader Scholarship. The Zagunis Scholarship was established by the former NACA® Great Lakes Region to provide financial assistance to undergraduate or graduate student leaders enrolled in colleges and universities located in the area comprised by the former region. Crawford also holds a bachelor’s degree in science, food and nutrition, with a minor in business, from the University of Cincinnati (OH). While a graduate student, he served as a Programming and Community Service graduate assistant. He also previously served as a Student and Academic Support Services intern at Sinclair Community College (OH), as a Student Involvement and Residence Life intern at the Savannah College of Art and Design (GA) and as a Student Services intern at Anglia Ruskin University in Cambridge, England. At Wright State, he currently serves as director of Student Affairs, Student Government. He previously served as a graduate senator in Student Government and as co-founder and president of the Graduate Student Assembly at the university. At the University of Cincinnati, he was involved in the Beta Theta Pi Fraternity and the Student Senate. He has received a number of awards, including Wright State’s Rev. Dr. Martin Luther King Jr. Distinguished Service Award and the Cincinnatus Scholarship.

Upcoming NACA® Foundation Scholarship Deadlines The NACA® Foundation offers numerous scholarships that are available to graduate students, undergraduate student leaders and associate members on an annual basis. Scholarship nominations are solicited each year. Upcoming scholarships and deadlines: • Markley Scholarship—Sept. 1, 2012 • Ross Fahey Scholarships—Oct. 1, 2012 • Scholarships for Student Leaders—Nov. 1, 2012 • Zagunis Student Leader Scholarships—Nov. 1, 2012 • Tese Caldarelli Memorial Scholarship—Nov. 1, 2012 • NACA Scholarship to ACPA Mid-Level Management Institute— Nov. 3, 2012

A complete listing of scholarships and criteria can be found online at: http://www.naca.org/Scholarships/Pages/ScholarshipListings.aspx. For additional information, contact Paige Jeffcoat at paigej@naca.org.

62 Campus Activities ProgrammingTM Back to School 2012

PHYLLIS L. MABLE First Executive Director of CAS 1934–2012 Phyllis L. Mable, 78, the first Executive Director of the Council for the Advancement of Standards in higher education (CAS), died May 9, 2012, in Washington, DC, where she had lived

since 2001. At the time of her death, she still served as Executive Director of CAS. Born Feb. 13, 1934, in Delhi, NY, Mable spent her entire career in education, beginning as a nursery school teacher in Winnetka, IL. She went on to serve as a resident assistant in graduate school and spent the first 21 years of her career in college residential life at the University of Florida and Virginia Commonwealth University. In 1982, she became vice president of Student Affairs at Longwood University (VA) and served in that position until she retired in 2001. Dedicated to the student affairs profession and the students it served, she served as president of the American College Personnel Association and as president of CAS before becoming its executive director. She is the co-editor of three books on the educational role of college residence halls and is the recipient of many honors, including ACPA’s Annuit Coeptis Award, the organization’s Esther LloydJones Professional Service Award and its Lifetime Achievement Award. The organization also named her a Senior Scholar Diplomate and as an ACPA Foundation Diamond Honoree Recipient. In addition, the National Association of Student Personnel Administrators (NASPA) named her a Pillar of the Profession. Condolences may be sent to phyllislegacy@gmail.com. For more information about the life of Phyllis L. Mable, or for information on memorial donations, visit the CAS website at http://www.cas.edu/ index.php/category/updates/announcements/.


NACA® SPOTLIGHT CAMPUS NEWS

Max Vest Retires from University of Richmond Max Vest, a Past Chair of the NACA® Board of Directors and a long-time NACA® volunteer, retired from his position as director of Student Activities at the University of Richmond on June 30, 2012.

Active in NACA throughout his career, Vest also served as Site Coordinator for the National Leadership Symposium, on the NACA® South Regional Conference Program Committee and on the NACA® Foundation Development Steering Committee. At the University of Richmond, Vest developed the Office of Student Activities, being pivotal in the design and operations of the Tyler Haynes Commons, a model subsequently adapted by other universities. Throughout his many years of community leadership, Vest has been a national vice president of the Golden Key International Honor Society and served as the University of Richmond chapter adviser for 22 years. In addition, he was a leader in alcohol education efforts on Virginia college campuses, has served on the Virginia College Alcohol Leadership Council for 25 years and has been a 25-year member of the Inter-Association Task Force that focuses on alcohol and substance abuse issues. At the 2012 NACA® National Convention in Charlotte, NC, in February, he received the NACA® Lifetime Membership Award, which honors individuals who have unselfishly and tirelessly contributed to NACA. The award recognizes school staff members and associate members who have clearly given of themselves beyond the norm expected of volunteers or staff. And, as evidence of his impact on staff and students over the years, J. Scott Derrick, one of Vest’s former employees, offers the following tribute. When I was conducting my initial job search fresh out of graduate school, I had one criterion that was extremely important, and that was to be able to work for someone who was very supportive of becoming “entrenched” in NACA. In the summer of 1990, when I was offered the job of assistant director of Student Activities at the University of Richmond working for Max Vest, I knew I had hit the mother lode of student activities experiences. I spent two years on staff with Max, and there was NEVER a dull moment: he arrived early in the morning, went home around 9 or 10 pm every night, attended meetings all day, shuffled budget monies between varying accounts, and always made sure I got the experiences I needed as a new professional. I thought, at first, that I could outwork him, being young and having my own very strong work ethic, but I was proven wrong very quickly and needed a weekend retreat/intervention with my professional friends aer that first year just to let me know that was impossible. When I le the University of Richmond to move to the College of Charleston as director of the Stern Student Center, it was bittersweet. However, I knew I was prepared because I had trained all that time with Max Vest. When I recently traveled to Richmond to attend Max’s retirement dinner, it was with a feeling of excitement for Max, but also with a sense of loss to the field of student activities. I have been in the profession for more than 20 years now, and no matter where I have worked, or in what capacity I have volunteered with professional associations, I have always had the friendship and respect of Max to count on at every turn. He had already served in every leadership position NACA had to offer, including Chair of the Board, by the time I worked for him. Yet, year-in and year-out, he still served in whatever capacity the former Southeast Region (later NACA® South) or the National Convention needed him. (Who remembers the former Board Chair serving as Dance Showcase Coordinator for the Southeast Regional Conference?) He loves the Association with all his heart, just as we all love Max, and his presence will very much be missed, especially at the late-night dance parties of which has always been so very fond. Max’s retirement dinner at the University of Richmond on May 17, 2012, was just what you would expect: a combination of memories, family, friends and a hilarious roast of the honoree. Several of us “Max Groupies,” including Tim Moore from the University of Louisville (KY) and Richard Thompson from the College of William and Mary (VA), were able to travel to Richmond for this event, and we were glad we did. Former students, former colleagues, and former supervisees were there, and many friends and colleagues also sent letters to Max, which were included in a compilation book presented to him.

Max officially retires on June 30, 2012, but, in famous Max Vest style, he will be hosting a conference this summer, and helping with another next year, so I guess that means that “retirement” is really only a word on a piece of paper somewhere. Cheers to you, Max Vest! You are a legend in our field, and I am glad to call you my friend. I know about a thousand other people who will agree with me. Enjoy your new unscheduled time. At least for a couple of days … .

J. Scott Derrick Director of Student Activities & the University Center Furman University (SC)

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Nejman Retires from harper College

Pagios honored by Quinnipiac University

Michael Nejman retired June 29, 2012, as director of Student Activities at harper College in Palatine, IL.

The Student Government Association at Quinnipiac University (CT) recently honored Stephen Pagios

During his career, he accumulated 31 years of experience in the field and earned a master's degree in multicultural affairs and student services from DePaul University in Chicago. He has also presented diversity workshops and educational sessions on a variety of topics for more than 20 years and authored articles for Campus Activities Programming™ during a period of 29 years. He authored the first book in the marketplace to deal with diversity issues at the community college level and the first African-American female US senator, Carol Moseley-Braun, penned its foreword. The book,

with its 2012 Outstanding Staff Member Award.

Diversity, Student Activities and their roles in Community Colleges,

is listed as a resource for the section “The Role of Campus Activities” in the CAS Professional Standards for Higher Education manual.

Boulden Moves to Florida State Billy Boulden, who previously served as assistant director of Student Activities at Longwood University (VA), was recently named associate director of Greek Life at Florida State University. Boulden has been an active volunteer with NACA, most recently serving on the NACA® South RCPC, the Student GovernmentEast Institute staff and as a mentor for the National Convention Grad Intern program. Boulden was the 2010 recipient of the NACA® South Shuronda H. Smith New Professional Award.

Novak Moves to Johnson & Wales University Brian Novak, formerly director of Student Life at Cascadia Community College (WA), is now director of Orientation and First-Year Initiatives at Johnson & Wales University-Denver (CO).

Kratzer Promoted at University of Florida Dave Kratzer was recently appointed Vice President of Student Affairs at the University of Florida, aer having served as Interim Vice President since March of 2011. He is now responsible for developing and leading effective student services and programs, providing oversight for Housing & Residence Education, the Counseling & Wellness Center, Gator Well Health Promotion Services, the Career Resource Center, the Dean of Students Office, the J. Wayne Reitz Union, and Recreational Sports. Previously, he served as Associate Vice President for Student Affairs from 2005–2011 and Director of the J. Wayne Reitz Union from 19862004. His career also includes having served as director of the Curris Center at Murray State University (KY) and as director of the McCurdy Memorial Union at the University of Evansville (IN). In the late 1970s, Kratzer served as a member of the NACA® Board of Directors. He retired from the US Army in 2006 with the rank of Major General aer serving as a Commanding General in Afghanistan and Kuwait/Iraq. He now serves as a United States Army Reserves Ambassador for the State of Florida. He holds a bachelor's degree from Western Illinois University and a master's degree from the University of Illinois. He may be reached at kratzerd@ufl.edu.

McKinney Named Assistant Dean

hartzheim Takes Position at UW-LaCrosse Jennie hartzheim, previously director of Student Activities at Beloit College (WI), became First Year Experience/Student Success Coordinator at the University of Wisconsin-LaCrosse on July 9, 2012.

Quinlan Moves to Nichols College Brian Quinlan has le Anna Maria College (MA) to become director of the Center for Student Involvement at Nichols College (MA).

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Barry McKinney has been named Assistant Dean of Students and Director of Student Activities at The University of Texas at San Antonio, where he has served as Director for Student Activities since 2006. He previously worked at Texas A&M University-Kingsville, Virginia Tech, Randolph-Macon College and Texas A&M University. McKinney holds a bachelor's degree in sociology from St. Mary's University (TX), a master's degree in educational administration from Texas A&M University, and a doctorate in educational leadership from the joint doctoral program at Texas A&M University-Kingsville and Texas A&M University-Corpus Christi. He has served on several university-wide committees, including the Game Day Committee, which helped set two NCAA records for attendance for football in its inaugural season. He also serves on the Sustainability and Green Fund committees and provides leadership to the campus-wide Homecoming and Roadrunner Days committees. Active in NACA, McKinney has presented numerous educational sessions at regional conferences and National Conventions and he has written for Campus Activities Programming™. He currently serves as a member of the NACA® Board of Directors.


heather Cantwell Miller Now at Wentworth heather Cantwell Miller is now Director of New Student Programs at Wentworth Institute of Technology (MA). She may be reached at: phone: 617-9894838; email: Millerh1@wit.edu

Gardner Named Director for Student Involvement On June 1, 2012, Brian Gardner became director for Student Involvement at Maryville University of Saint Louis (MO), where he has served as Assistant Director for Student Involvement since 2008. He began his career at Maryville in 2003 as a program coordinator in Student Life. An alumnus of the school, he earned a bachelor's degree in marketing as a fellow in the Institute for Leadership and Values in 2003 and earned an MBA degree at the school in 2007. He has served on several university-wide committees, has taught in the University Seminar program for the past four years and currently teaches a business communications course. Active in NACA, Gardner has written for Campus Activities Programming™ on a number of occasions and currently serves as Vice Chair for Programs on the NACA ® Board of Directors. Contact him at: bgardner@maryville.edu.

COMING SOON! NACA® Internship Program A resource to provide undergraduate and graduate students experiential opportunities in business and collegiate settings. Online host applications available Oct. 1, 2012.

NACA’s Campus Activities Programming™ earned an Honorable Mention designation in the Magazine/Journal category from the South Carolina Society of Association Executives (SCSAE) during its 2012 Best in the Business Awards Program. The presentation was announced April 20, 2012. Pictured are SCSAE President Joe Jones, IOM, and Campus Activities Programming™ Editor Glenn Farr (right).

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NACA® LEADERSHIP 2012–2013 NACA® BOARD OF DIRECTORS

Chair DAVID DeANGELIS Suffolk University (MA) 617-573-8320 ddeangelis@suffolk.edu

Immediate Past Chair BRIAN WOOTEN Kennesaw State University (GA) 770-423-6329 bwooten@kennesaw.edu

Chair-Elect MATT MORRIN University of South Florida-St. Petersburg 727-873-4180 mmorrin@mail.usf.edu

Treasurer KEN BRILL Augustana College (IL) 309-794-2695 kenbrill@augustana.edu

Vice Chair for Programs BRIAN GARDNER Maryville University of Saint Louis (MO) 314-529-9480 bgardner@maryville.edu

Executive Director ALAN DAVIS NACA Office 803-732-6222 aland@naca.org

Member KEN ABRAHAMS Fun Enterprises, Inc. (MA) 781-840-0180 ken@funent.com

Member DEMETRIA BELL ANDERSON Hiram College (OH) 303-569-5182 andersondb@hiram.edu

Member CHRIS GILL Culver-Stockton College (MO) 573-288-6322 cgill@culver.edu

Member CINDY KANE Bridgewater State University (MA) 508-531-1275 cindy.kane@ bridgew.edu

Member BARRY McKINNEY The University of Texas at San Antonio 210-458-4160 barry.mckinney@ utsa.edu

Member BRIAN WAYMIRE Buddy Lee Attractions (TN) 615-244-4336 brian@ redgorillamusic.com

Member CRISTINA RODRIGUEZ DePaul University (IL) CRODRI45@ mail.depaul.edu

Member PEGGY DIXON Missouri State University peggy.dixon13@ gmail.com

NACA South STEPHANIE COYLE Georgia Gwinnett College scoyle@ggc.edu

NACA West ANDREA RAMIREZ University of Washington-Bothell aramirez@uwb.edu

2012–2013 NACA® PROGRAM LEADERS

NACA Central BEN HOPPER Kansas State University blhopper@ksu.edu

NACA Mid America JESSE DOUGLAS University of Mount Union (OH) douglajs@ mountunion.edu

NACA Mid Atlantic STACEY SOTTUNG Saint Joseph’s University (PA) ssottung@sju.edu

NACA Northeast HEATHER BARBOUR Salve Regina University (RI) heather.barbour@ salve.edu

National Convention Program Committee Chair DARRELL CLAIBORNE Shippensburg University (PA) djclai@ship.edu

International Programs Chair SHELBY HARRIS University of Massachusetts-Boston shelby.harris@umb.edu

Institute Series Coordinator AMANDA HORNE Stephen F. Austin State University (TX) aphorne@sfasu.edu

Leadership Fellows Coordinator LYDIA WASHINGTON University of Massachusetts-Amherst lwashington@ stuaf.umass.edu

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NACA Northern Plains MELISSA BEMUS Ripon College (WI) bemusm@ripon.edu


TEN QUESTIONS with 1. Leadership/management book you are currently reading?

6. Technology that most benefits you at work?

I’m not. It’s summer and time to catch up on some “beach reads.” I just finished the Hunger Games trilogy, which I highly recommend.

As much as I like my paper calendar/to-do list, I am a tech junkie and my iPad has literally changed my life! I don’t know how I lived without it.

2. What recent campus program most exceeded your expectations and why?

7. Most challenging aspect of your job?

Not having enough time in the day to do all the things I want/need to do.

The University Egg Hunt. This was the second year we held this event and, once again, it exceeded everyone’s expectations. The concept is so simple; it takes you right back to your youth. Remember being younger and hunting for eggs in your yard or home? When you found one, there was a gi waiting—candy, a quarter, etc. Well, my students did, too, and they decided to bring that bit of

childhood back for their peers. Last year, we hid 1,500 eggs. It was such a hit that this year we hid 2,500. I always tell my students that although the big names are nice to get, usually the best events are the ones that are creative, thoughtful, and homegrown. 3. Favorite campus program in your entire career and why?

As an undergraduate at Roger Williams University (RI), I was the Theme Weekend Chair for a few years. In this position, I was in charge of spirit events, and spring weekend. While I can honestly say I adored them ALL, my all-time favorite was and will always be the Fall Bonfire. It was still early in the school year, so it was warm enough to be outside, and it was the first “school spirit” event of the year. There was always such a buzz and great energy attached to it. 4. Three things on your desk right now you couldn’t live without for work?

• Water—I always have a bottle of it on my desk. • My calendar/to-do list—No, it is not electronic and, yes, I still write it by hand and make boxes to check when each task has been completed. • PICTURES—My family and friends are a huge part of my life and I love having them around me, even if it’s just in a photo. We moved offices this summer, and when I started to pack things up, I really missed “seeing” all of them.

8. Tip you can share for balancing work with a personal life?

Melissa A. Arroyo Program Coordinator, Student Activities Programs Office, University of Connecticut-Storrs

Step One – REMOVE the phrase “I’m so busy” from your vocabulary. In our line of work, there are times of the year that are busier than others, and that just can’t be helped. The trick is to figure out when those times are and not let them sneak up on you. Step Two – REMEMBER! Everyone is busy, but the work will be there when you get back (I promise). Designate one night a week as your “stay-late night” for all that extra catch-up time you might need. Then, always make sure not to miss the important things, karaoke nights, your nieces’ recitals or the family dinners, because those won’t be there. 9. Best programming advice you’ve ever received?

Advice in general that I carry over from life into programming and offer to my students is, “It’s not a life.” Just a little reminder, that things will never be perfect, and sometimes will not go as planned. But that’s OK, because it’s not the end of the world. 10.Something unique about your programming board?

5. Best teaching tool for your students?

There is a Chinese proverb I thought of oen as an undergrad when I was student teaching that goes, “Tell me, I forget. Show me, I remember. Involve me, I understand.” I try to make sure to incorporate this in my day-to-day work, especially with my students. Everyone learns differently, so I make sure to have patience, answer questions (as many as there may be), and learn things with them if neither of us knows the answer.

Besides all the wonderful and amazing students on it? I would have to say their name, SUBOG, which stands for the Student Union Board of Governors. Not only are they the programming board for the campus, but they also help to develop policies for the Student Union.

It’s not a life.

“10 Questions with ...” is a recurring feature in Campus Activities Programming™ that recognizes individual campus activities professionals for their outstanding work and gives readers a chance to know more about them. If you’d like to recommend a professional staff member to answer “10 Questions,” contact Editor Glenn Farr at glennf@naca.org.

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CURTAIN CALL

Things to Do on Vacation in a Hurricane By Nancy Oeswein O, I’M SITTING IN A VACATION CONDO IN ORLANDO watching torrential rain and 70 mph winds make white caps on the surface of the hot tub. I have a bronchial cough and huge shin bruises from battling a ladder eight days ago on the only day of scuba diving in the Keys before 10 to 15 foot swells cancelled the dive boats … I know, that is soooo “first-world-problems.” I work really hard and when I’m not working to keep the doors open on a business in this economy, I’m raising a five-year-old and a 10-yearold (who would really like to be traipsing about The Wizarding World of Harry Potter right now), and when I’m not working or raising kids, I’m trying to make the world better for said children. So, I won’t lie, there are a few moments when I’ve thought I really deserved a vacation with somewhat less than six inches of rainfall. Tropical storm Debby is a downer for most vacationers. But I am blessed with 13 glorious days off with my family in what is paradise about 340 days out of the year. And we keep finding things to be grateful for, like no painful sunburns, we haven’t been reduced to surviving on Spam and Pop Tarts like that cruise ship, we drove through Naples hours before the tornado, I haven’t had a concussion (which, believe it or not I’ve managed to get on two of my last three vacations), and we haven’t been in a ship wreck, hotel fire, car accident, or experienced outbreaks of communicable diseases. All in all, we’re still having a better day than 70% of the world’s population. I’ve been delighted with how patient and cheery we’ve all been—and how much perspective, planning, patience and ponchos have made a difference. It’s had me thinking about the coming year and our role in planning events and making a difference on our campuses. We come into this year and into some of our events with such high expectations. We work months in preparation for an event that is over in a few hours. We think about a million details, knowing that something as unpredictable as the weather could bring it all crashing to a halt. But it doesn’t have to come to a grim end. So what if you spend your semester planning that perfect concert and your reputation is on the line, and the artist calls from the highway two hours away in DC rush-hour traffic and it’s one and a half hours from the show time. They allowed a two-hour buffer for travel, but a pile-up shut down the highway at just the wrong time of day. While you are within your rights to cancel, you know this poses a huge hardship for the artist and means re-advertising, paperwork and a dissatisfied audience. Making the best of a situation sometimes results in an event that is even more memorable than one that has gone smoothly. Whether you amass a list of student performers on campus that could provide a half-hour opener on an hour’s notice at the beginning of the semester or round up stacks of board games and puzzles and icebreaker activities and have an impromptu party to hold your audience, everyone will likely be impressed that you calmly handled the situation and made it memorable.

S

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I remember booking a famous filmmaker once for a speaking engagement and Q&A at a college. His flight got cancelled aer sitting on the tarmac for hours. Even with a first-class ticket, he sat on standby for a full flight that would have had him arriving at 9:20 pm for his 8 pm show. But that didn’t work. And finally, there was a flight that would put him there at 11:45 pm. We arranged for public performance rights for first one, then another, of his films, and students went back to their dorms in between and grabbed pillows and PJs. The speaker went on to a pajama-clad audience at 10 until midnight and answered questions until 3 am—and not one audience member asked for a refund. It was an adventure that was talked about on their campus for years. And a couple of years later, when they looked at booking him again, they specifically requested a midnight show. Back on the vacation front, we’ve just spent the day on which I write this zipping from attraction to attraction at a theme park in the pouring rain. Beyond our family, it seemed that everyone there chose to make it an adventure. It was a sea of rain ponchos and smiles and lines that weren’t more than 20 minutes. I honestly don’t think I heard a single person complain. And now we’ve talked about planning any future trip to Orlando for hurricane season to avoid long lines. We now know we can face the imperfect with smiles and a sense of adventure. Nancy Oeswein owns Auburn Moon Agency and lives

in Rochester, MI, with her husband and two children, a dog and two hamsters. She leaves the frozen North as oen as possible for adventures and exotic ports around the world or just anywhere, except Detroit. “Curtain Call” is a regular feature of Campus Activities Programming™ in which performers or agents who are members of NACA share anecdotes that help illuminate their perspectives and experiences in the college market. Entertainers and agents wishing to submit a prospective column should contact Editor Glenn Farr at glennf@naca.org.


ENCORE! ENCORE! Everyone enjoys an encore performance, so be sure to read Curtain Call in Campus Activities Programming™! Curtain Call provides an opportunity for artists and agents to share their unique experiences and perspectives that come from working and performing in the college market. See Nancy Oeswein’s “Things to Do on Vacation in a Hurricane” (opposite page) and keep your eye out for other unique anecdotes and perspectives from other associate members in future issues. Want to contribute to Curtain Call? Write Editor Glenn Farr at glennf@naca.org.


RENEW ONLINE The 2012–2013 Membership year begins May 1. To renew, simply login to www.naca.org (click Membership, then MyMembership) anytime after April 1, update your demographic and contact information, and make a credit card payment. If you plan to pay by check or PO*, you still can. Just click on the appropriate payment method online and then mail it to the NACA Office.

NACA 13 Harbison Way Columbia, SC 29212 Phone: (803) 732-6222 Fax: (803) 749-1047 info@naca.org www.naca.org *PO available for schools only


Some student delegations are well prepared for the conference and get right down to business when visiting associate members’ booths in CAMP.

Observing Block Booking meetings can help associate members monitor buying trends.

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WEB EXCLUSIVE


How New Associates Can Make the Most of Their NACA Experience By

Gina Kirkland Kirkland Productions, Inc./ KP Comedy (CA)

t’s almost back-to-school time! and while students and staff are preparing to return to campuses across the country, Naca associates are also preparing for the new school year. We have submitted our showcase applications and received some of our showcase announcements, and now it’s time to prepare for the whirlwind of the fall regional conference season. if you are new to the college market and trying to find the best way to reach college buyers, these are just a few thoughts on making this fall a great success!

I

So, I didn’t get a showcase ... one of the most frequently asked questions from new associates is how to handle conference season if you didn’t get a showcase. Does this mean you shouldn’t attend the conference? Definitely not! attending conferences without a showcase is one of the best ways to increase your likelihood of getting a showcase in the future. there is no better way to understand the market and what students are buying than attending, meeting the students, and seeing what is really clicking with these buyers. in addition, once you have attended the showcase, be sure to show up to the block booking meetings, as well. You don’t have to have an act being discussed to show up and observe. this will allow you to witness buying trends in action.

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Working with colleges is an investment of time and money, and once you are at the conference, you should make the most of that investment by attending as much of the conference as possible. there are several components that are key to maximizing your experience. The anatomy of a conference ... • The Marketplace (the campus activities marketplace, otherwise known as camP) is where you will have an exhibit booth and meet with buyers. • Showcases are your opportunity to see performances by the acts that were chosen in showcase selection and see how the campus buyers respond to those acts. • The Staff/Associate Member Reception takes place on the first night of the conference aer camP closes and is a great opportunity to mingle with staff from the campuses in attendance, as well as your fellow associates. • Block Booking Meetings (three during the conference) are essentially formal meetings to establish dates and routing for artists in which the buyers in attendance have expressed interest. this is where the magic happens! • Meals—there are three meals that are part of the conference program,

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including the conference Dinner on the first night, the conference luncheon on the second day, and the closing banquet on the final night. seating for the conference Dinner and closing banquet is in rounds, so find an empty seat with a campus delegation and get to know new people. this is a great place to make connections. • Educational Sessions are sometimes geared towards associates, but most are designed with professional staff and students in mind. however, this doesn’t mean you can’t attend and observe. You will feel more in tune with the conference by participating and you might learn something new about trends and practices on campuses. • Associate Member Orientation takes place on the first day of the conference in the aernoon. it is well worth your while to work your booth setup around attending this important meeting. many conference basics will be covered at this time and you will be able to meet your associate volunteer team. if you have questions later in the conference, these are the perfect people to answer them for you. Planning a booth setup ... You do have a sales office at the conference—this is your booth in camP. Planning for your booth can be daunting the first time you do it. as a guideline, remember that you have a 6’ table, two chairs, and a curtained backdrop from which you can hang things. electricity needs to be requested ahead of time if you want it available on site. be creative! You want your booth to stand out and to be inviting to students. be sure you have signage that makes it clear what you do and can be read from at least 10 feet away. as students are walking down the aisle and glancing at the booths, they are more likely to stop if they know what you are marketing. i also highly recommend that no matter what design concept you use, you bring pens, packing tape, a notepad, a highlighter and scissors.

Working with student buyers ... the campus market is unique for many reasons, but one of my favorite aspects is the educational component. some of the students we are dealing with through Naca are seasoned pros and some are new to working with their campus programming office. their interactions with us may, in fact, be their first real business experiences. there is a learning curve here; and if we can keep that in mind, this is a great opportunity to turn a situation that could otherwise be frustrating into a chance to help a student grow in an aspect of the business with which they are not familiar. Not only is this something we encounter when selling dates and executing contracts, but also in the camP. some student groups will have received extensive preparation and training for their conference experience. they will enter the booth, ask about the product/act, tell you what their role is in their campus group, and know if the product/act is a fit for them and if so, what dates they have available for booking. some student groups will wander into the booth and not really know how to proceed from there. others will walk past the booths, making as little eye contact as possible. i hear a number of associates complain about students who don’t want to talk to them, but it is our job to take the lead on improving these interactions. keep in mind that the marketplace can be intimidating to students, especially if this is the first time they have been exposed to this type of environment. as associates, it is our job to maintain a friendly and open atmosphere in the way we present our product/act to ensure that the students will feel comfortable coming into the booth and speaking with us. i have found in my experience, over the years, that the less pushy and aggressive we are in the booths, the more comfortable students will be in engaging with us; thereby increasing the chance that we can share our offerings with potential buyers. No one wants to get stuck in a neverending sales pitch for a product in which they may have no interest.

Everyone has a different take on what works best for them with marketing materials and it does take some experimenting to find the perfect fit, but a good general recommendation for associate members is to be selective about what they hand out.

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WEB EXCLUSIVE


Often, it’s the associate member who must take the lead in discussions that take place in CAMP because many student delegates are new to the NACA® Regional Conference experience.

and, truthfully, not every student will be interested in your product. there are some campuses that send one or two delegates who are in charge of handling all aspects of programming, but most have multiple delegates and each is in charge of a specific area. You might notice this on name tags, i.e., comedy chair, lectures and Film coordinator, etc. You will also find some campuses that do Not program novelties or speakers, etc., because they have learned from experience what works for them. You can lead the conversation in your booth to find the students who are potential buyers for what you are selling. Suggestions for initiating booth conversations ... i prefer to open a booth interaction with a question or two to establish who i am speaking with and how i may (or may not) be able to assist them with their programming. examples include: • What campus do you attend? (this is listed on the name badge, which you can sometimes read if it is facing forward and you have good eyesight.) • What campus group are you a part of? • What kind of events do you book? • have you had (insert what you are selling) on your campus in the past? allow the students a chance to tell you about the kinds of programming that interest them. once you have gotten to know a little more about the person in your booth and established that they are a good fit for what you are selling, it is time for the sales pitch. i highly recommend that you work on refining a sales pitch before you get to the conference and that your sales pitch is no longer than 60 to 90 seconds. if they express interest past that point, you can elaborate.

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Marketing materials—What is the best ROI (return on investment)? once you have presented your sales pitch, you want to have something to hand the potential buyer to take back to campus with them. everyone has a different take on what works best for them with marketing materials and it does take some experimenting to find the perfect fit, but my general recommendation is to be selective about what you are handing out. some enthusiastic new associates may spend $10 to $25 each on materials that they intend to hand out to every student. that is a huge financial investment that may not have a strong return. Not every student is going to be a potential buyer and those pricey materials (t-shirts, DVDs, cDs, high-dollar sample products) might be enjoyed and appreciated, but may not lead to a sale. i recommend that you keep the samples you hand out en masse at an inexpensive price point and that you have an inexpensive postcard, flyer or one-sheet you can hand out in general. if you have more expensive items that really show off your product or act well, save those for the truly interested buyers. students love the goodies, but just because they like your t-shirt does not mean they are definitely going to book your band. these are discerning buyers and they are more likely to book a band whose music they think is a great fit for their campus environment than the band with the best promotional materials. You might get into a conversation and realize that while you book speakers, you are speaking to the music chair. if that is the case, you can ask that student to take a handout with them and give it to their speaker chair. many student groups compile all of the information they collect when they get back to campus and divide it up among responsibility areas. if you can get your materials into someone’s hands now, it might end up with the right buyer down the line. another tool that is used in the marketplace is the collection of contact

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information from interested potential buyers for follow-up later. at the start of the conference, you will receive a delegate list that has general contact information, but not every student’s information is listed there. so, you can offer a sign-in sheet to collect that information for later use. Finally, don’t be offended if the students in your booth don’t want any marketing materials. this is especially true for the professional staff from the campuses who oen come by to say hello, but let their students collect the materials. When i was a student attending Naca conferences as a buyer, we had to bring a tote bag with us to the conference just to store all of the materials we collected in the marketplace. that small tote seems to have morphed into the need for a large suitcase or two over the years. it’s a lot of stuff to carry!! some students might ask that you follow up with them at a later time or mail the materials to their campus. All good things must come to an end ... once you have presented your product, given your sales pitch and handed out marketing materials, you are sometimes le with a student staring blankly at you, unsure what happens next. this is another time it is important to keep in mind that this whole business/sales interaction might be new to the student. they may be ready to move on to the next booth and not know how to make a clean getaway. it really helps to offer them an out, such as, “it was great to meet you. enjoy the rest of the conference!” Decreasing the awkwardness is appreciated and makes the conference more enjoyable for everyone.

Back at the office ... my favorite conference sales tool is the delegate list. i keep detailed notes on who i spoke with, what we talked about, and when i should follow up. then, when i get back to the office, i am in a great position to follow up. some schools attend the conference to do business and a lot of business is done on site. however, many campus delegate teams attend to get ideas and handle their business aer they return to their campuses. there are oen committee meetings, votes, etc., that take place before they are ready for follow-up conversations, so it is always best to allow some time aer the conference before you reconnect. the college market is extremely rewarding and conferences are a great time to meet a group of people who are dedicated to bringing the best in programming to their campus population. as you prepare for the season, if you have any questions, a great resource is your associate member liaison or your associate member Projects coordinator for the regional conference you are attending. the contact information for these volunteers can be found at http://www.naca.org/Volunteers/Pages/current Volunteers.aspx. here’s to another great Naca fall conference season!

About the Author Gina Kirkland is president of and an agent with Kirkland Productions, Inc./KP Comedy (CA). she previously worked in corporate events with cadbury schweppes and as an event planner with Ramada. she served on the student activities board while a student at amarillo college (tX), where she earned an associate’s degree. she later earned a bachelor’s degree in literature from West texas a&m University. active in Naca, she has served as the associate member Representative for Naca® West and Naca® central, which honored her with its markley award and outstanding service award. Follow kirkland Productions on twitter: @kirklandProd. Follow kP comedy on twitter: @kPcomedy.

NACA Regional Conferences 2012–2013 NACA NORTHEAST Hartord, CT | Nov. 8–11, 2012

NACA MID ATLANTIC NACA NORTHERN PLAINS St. Paul, MN | April 4–7, 2013

NACA WEST

NACA MID AMERICA

Portland, OR Nov. 15–18, 2012

5 Campus Activities ProgrammingTM Back to School 2012

Lancaster, PA Oct. 18–21, 2012

Grand Rapids, MI | Nov. 1–4, 2012

NACA CENTRAL

NACA SOUTH

Arlington, TX | Oct. 4–7, 2012

Winston-Salem, NC Sept. 27–30, 2012

WEB EXCLUSIVE


Preliminary Schedule for All NACA Regional Conferences (Regional Variances Noted in Parentheses) DAY 1

DAY 2

DAY 3

11:00 am–7:00 pm ......CAMP Load-in/ Associate Member and School Registration Open 2:00 pm–2:45 pm ........Block Book It Now™ Orientation #1 3:00 pm–3:30 pm........Conference Kick-off 3:30 pm–4:30 pm ........Sampler Showcase 4:45 pm–5:30 pm ........Block Book It Now™ Orientation #2 4:45 pm–5:30 pm ........Associate Member Orientation 4:45 pm–5:45 pm ........Educational Session Block 1 4:45 pm–5:45 pm ......Last Chance School Orientation 6:00 pm–7:15 pm ........Conference Dinner (NST and SOU only– dinner special event showcase) 7:20 pm–8:20 pm ........Campus Activities Marketplace 1 8:25 pm–10:30 pm ......Spotlight Showcase 1 10:30 pm–11:30 pm ....Campus Activities Marketplace 2 11:35 pm–12:35 am......Special Events Showcase 11:45 pm–12:45 am ....Staff/Associate Member Reception

8:30 am–5:00 pm ........Registration Open 8:00 am–9:00 am........Advisor Mixer over Breakfast (SOU only) 9:00 am–10:00 am......Educational Session Block 2 10:10 am–11:10 am......Educational Session Block 3 10:50am–11:20 am ......Block Book It Now™ Rally (SOU and NST only) 11:00 am–3:00 pm ......Graduate Program Fair/Resource Center 11:20 am–12:20 pm ....Block Book It Now™ Meeting (pick up boxed lunch in Conference Luncheon) 11:20 am–12:20 pm ....Conference Luncheon 11:20 am–12:20 pm ....Professional Development Luncheon 12:25 pm–1:45 pm ......Lecture Showcase 1:30 pm–2:45 pm ........Professional Educational Session Block 1 (except MAT) 1:50 pm–2:50 pm ........Campus Activities Marketplace 3 2:55 pm–5:00 pm ........Spotlight Showcase 2 5:00 pm–7:00 pm........School Showcase/Swap/Infor mation Exchange Setup 5:00 pm–7:45 pm ........Dinner on Your Own 5:00 pm–7:45 pm ........Hot Topics on Hot Plates (SOU only) 7:00 pm–7:45 pm ........New Pro & Grad Student Meet and Greet (NST only) 7:15 pm–8:00 pm ........Diversity Social (MAT only) 7:30 pm–8:30 pm ........School Showcase/ Swap/Information Exchange Event 8:45 pm–10:50 pm......Spotlight Showcase 3 10:30 pm–11:30 pm ....Multicultural Networking Reception (NST only) 10:50 pm–11:50 pm ....Campus Activities Marketplace 4

8:30 am–9:00 am ........Block Book It Now™ Rally/Networking Meeting (SOU and NST only) 8:30 am–5:00 pm ........Registration Open 9:00 am–10:00 am......Educational Session Block 4 9:00 am–10:00 am......Block Book It Now™ Meeting 10:10 am–11:10 am......Educational Session Block 5 11:00 am–2:00 pm ......Discover NACA 11:20 am–12:50 pm ....School Delegation Lunch on Your Own 11:20 am–12:50 pm ....Associate Town Hall 12:50 pm–2:35 pm ......Spotlight Showcase 4 2:35 pm–3:35 pm ........Campus Activities Marketplace 5 3:40 pm–5:45 pm ........Spotlight Showcase 5 3:45 pm–5:00 pm ........Professional Educational Session Block 2 (except MAT) 5:45 pm–6:25 pm ........Break/Delegation Meetings 6:25 pm–7:55 pm ........Closing Dinner 8:00 pm–10:05 pm......Spotlight Showcase 6 10:05 pm–10:50 pm....Campus Activities Marketplace 6–Final CAMP 10:50 pm–11:50 pm ....CAMP Load-out 11:00 pm–12:00 am ....Special Event Showcase 11:15 pm–1:00 am........Final Block Book It Now™ Meeting 12:15 am–1:15 am ........Special Event Showcase (MAT and NST only)

WEB EXCLUSIVE

Back to School 2012 Campus Activities ProgrammingTM 6

Campus Activities Programming™ - Back to School 2012  

The Back to School 2012 issue of Campus Activities Programming™ magazine.