The information listed below is intended to help “walk you through” the various components of planning a program/event on campus.  This list very comprehensive and should be taken as a guideline for implementing a program/event on campus.  Please do not get discouraged if you have not completed all of the steps listed below in the same time sequences that are indicated.

Eight Weeks before the program:

• Check on availability of auditorium, gymnasium, and room(s) for proposed date and put hold on the appropriate facility with Corie Matijevic x4080.
• Check on available acts/lecturers/performers, decide on one, negotiate, deal and request an immediate exchange of written confirmation contract.
• Only employees of the university are authorized to request contracts, which commit University funds (state dollars or Student Activity Fee monies).
• Determine who will be the publicity chairperson.
• Set details of program, such as time of event, when will doors open, etc.
• Establish general budget for program.  If requesting monies from the Student Government Association you must follow established timelines and procedures that are outlined in the Budget Board Policies.
• Complete a Campus Activity Form.

Seven weeks before the program:

• Receive contract on artist/lecturer/performer; bring it to the Office of Campus Activities for review and signature by the Director of Campus Activities.
• Include a city and campus map with the contract.  As a rule we do not make deposits on contract for lecturers or performers.
• Process the contract for payment.
• Confirm with Corie, which facility will be needed (remember dressing rooms if needed) and the date facility is needed.  Release all other holds.
• Telephone the artist, lecturer or performer’s agent to determine the level of promotional support, if any, is available.
• Order posters, flyers, and other promotional materials.  Materials must be printed by the University print Shop or Copy Center if paid with student fee money.  Special permission to go off campus for printing must be approved by the Director of Printing Services. 

Six weeks before the program:

• Meet with publicity chairperson and work out details for advertising schedule and committee duties.
• Complete final budget.
• Determine ticket-selling procedures (if applicable).

Five weeks before the program:

• Make arrangements with “local paper” if planning to place ads in local newspaper. All arrangements are to be made through the Communications Office.
• Check to see if there are any city licenses that need to be obtained for your program.
• Discuss all set-up needs with the Physical Plant, Media, Dining Services, and Public Safety.

Four weeks before the program:

• Meet with Aramark Food Service to order any food/refreshments for the performer.
• Make reservations with Sleep Inn for rooms, if necessary.  Speak with Maria Topper to receive a purchase order number to get the University discount at Sleep Inn.
• Send first press releases with photos, etc.
• Submit ads.

Three weeks before the program:

• Determine who will provide transportation (if required) to and from the airport.
• Meet with publicity chairperson and committee to distribute promotional materials.
• Prepare and send direct or bulk mailing, if necessary.

Two weeks before the program:

• Start promotional campaign on campus and in community.
• Begin radio-advertising campaign, if any.
• Make arrangements for reporters/reviewers from the “local paper” to cover the program/event.

One week before the program:

• Confirm all set-up requirements with George and others.
• Confirm food, refreshments, etc. with Aramark Food Service.
• Confirm hotel reservation.
• Confirm arrival times of lecturer, performer or artist and when he or she will arrive at performance facility
• Last minute promotional push.
• Call to confirm check for payment will be cut on time and confirm pick up or mailing instructions.

Day of the program:

• Make sure dressing rooms are clean and set-up as needed.
• Open doors to performance facility to the public 30-45 minutes before the program.
• Discuss any special instructions with the emcee or announcer.
• Pick up performer from airport (if required).
• Pick up check from the Accounting and Finance.
• Deliver payment to performer after program/event.
• Verbally thank everyone involved.

One week after the program:

• Mail thank you notes to everyone involved.
• Clip and send reviews to artist, lecturer, performer, and agency, etc.
• Develop a final budget sheet for the program/event and pay any outstanding bills.
• Complete program evaluation on the program/event to help future programs.  Include suggestions for the future and what forms of publicity were especially effective.
• Complete Eval Form.  Turn in to the Office of Campus Activites no later than 2 weeks after program/event.
• Take time for you to recover from the program/event and get caught up on homework!