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Program Planning Manual

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Program Planning Manual PROGRAM PLANNING MANUAL TABLE OF CONTENTS STUDENT ACTIVITIES AND INVOLVEMENT..………..…………………………….……………………………………...................................................…3 EVENT PLANNING…………………………………………………………….…………………………………………………………………………………………………….……..….......3 Planning a Program……..……………..……………………………………………………………………………………………………………………………..……..…...3 Program Permitting……………………….………………………………………………………………………………………………………………………………….......4 Co-Sponsorships…...…………………………………………………………………………………………….....................................................................................5 Use of Facilities…..…………………………………………………………………………………………….........................................................................................5 Reservable Space for Student Organizations…………..………………………………………………………………..........................................................5 TYPES OF EVENTS….…………………………………………………………………………………………………………………………………………………………………………….…8 Meetings..………………………………………………………………………………………………………………………………………………………………………………8 Tabling..………………………………………………………………………………………………………………………………………………………………………………….8 Small Scale Events…..………………………………….…………….……………………................................................................................................................9 Large Scale Events…...……………………………...……………………………………………………………...................................................................................9 Major Events and Concerts……...………………………………...…………………………………………………………………………………………………………..9 Political Speakers on Campus……...…………………………......……………………..………………………………………………………………………………..10 Demonstrations and Protests……...…………………………………………………………………....…………………………………………………………………11 Runs/Walks……………………………………………………..……………………………………………………………………………………………………………………11 Off Campus Events…...……………………………………………………………………………....…………………………………………………………………………11 FINANCES...…………………………………………………………………………………………………………………………………………………………………………………………….…12 Student Government Finance……..…………………………………………………………...…………………………………………………………………………..12 Student Organization Banking……..…………………………………………………………………………….………………………………………………………..12 Fundraising……………………………………………………………………………….....................................................................................................................12 Solicitation…………………………………………………………..……………………....................................................................................................................13 EVENT POLICIES….…………………………………………………………………………………………………………………………………………………………………………………13 Alcohol Policy……………………………………………………………………………………….....................................................................................................13 Americans With Disabilities Act……………………………………………………………………………………......................................................................13 Amplified Sound………………………………………………………………………………………...………...................................................................................14 Copyrighted Material……………………………………………………………………………………………................................................................................14 Fireworks and Pyrotechnics…………………………………………………………………………………...…………………………………………………………….15 Food Service on Campus…………………………………………………………………………………...………………………………………………………………..15 Use of Live Animals……………………………………………………………………………………………………………………………………………………………...16 CONTRACTS…………………………………………………………………………………………………………………………………………………………………………………………….16 Contacting an Agent/Artist/Company…………………………………………………………………………………………………………………………………17 Ethics and Agents…………………………………………………………………………………………...........................................................................................17 Professional Ethics………………………………………………………………………………….……………………………………………………………………………18 EVENT LIABILITY…………………………………………………………………………………………………………………………………………………………………………………….21 Risk Management and Your Organization…………………………………………………………………………………………………………………………...21 Insurance……………………………………………………………………………………………………………………………………………………………………………..22 Security……………………………………………………………………………………...………………………………………………………………………………………...22 Waivers………………………………………………………………………………………………………..............................................................................................23 Misrepresentation/Fronting…………………………………………………………………...…………………………………………………………………………….23 ADVERTISING...………………………………………………………………………………………………………………………………………………………………………………………23 Banners………………………………………………………………………………….…………………………………………………………………………………………….23 Chalking………… …………………………………………………………………………………………………………………………………………………………… 24 Printed Material………………………………………………………………………………………..................................................................................................24 TRAVEL AND YOUR ORGANIZATION…………………………………………………………………………………………………………………………………………….25 Preparing for the Trip……………………………………………………………………………………………................................................................................26 General Travel Risk Management Plan……………………………………………………………...……..............................................................................26 Trip Timeline………………………………………………………………………………....……………….…………………………………………………………………….27 Types of Vehicles…………………………………………………………………….………………...…………………………………………………………………………28 2 STUDENT ACTIVITIES AND INVOLVEMENT The Department of Student Activities and Involvement is committed to providing innovative programs to help students get involved on campus, giving Gators opportunities to develop leadership skills and pursue their passions through experiential learning. Our team supports over 950 registered student organizations, a vibrant and diverse Greek Community, TRiP (an outdoor adventure program), the IDEAL involvement ambassadors, and advises Student Government. EVENT PLANNING PLANNING A PROGRAM What type of program? 1. Work with the members of your student organization to assess the potential audience & their needs, interests and the purpose of the program(s). Create a "game plan" for the semester or year - be organized and use your calendar. a. What nights do you want to program? b. Do you want theme nights? c. How many programs a month? d. Do you want to do daytime programs? e. Do you want to do programs for limited markets, e.g. married students, specific colleges, minority groups, families, etc.? 2. Schedule a "How to Program" session for all your staff-contact IDEAL. 3. Brainstorm ways to define the program to meet the needs. Nothing is outrageous in brainstorming even if you know it may not be possible on campus! 4. Decide on specific programs. Make a show folder to record all information, copies of forms and notes. How do you do it? 1. Decide how much of your budget you can and want to spend on the program. Think about co- sponsorship. If you co-sponsor an event, fill out a co-sponsorship agreement. 2. Select a date & time after checking what other events may be scheduled for that date. 3. Use a planning sheet to break down the program into easy steps and then delegate responsibilities of the program to members of the organization. Select & reserve a venue. 1. Arrange the required setup - (chairs, tables, etc.) with the correct staff (Physical Plant, JWRU Event Services, Hotel Conference Planning, etc.) 2. Note: if the event is outside, reserve an alternative inside location in case of bad weather. 3. Complete a Program Planning Form if program is held on UF campus. Fill out contract, SAR's, purchase requests, or any other necessary paperwork. If your organization is SG funded, you must meet with Student Activities and Involvement before you contact an agency or performer. Create a publicity plan. 1. Make sure you have all the information on whom, what, when, where, why, and the American Disabilities Act (ADA) information (required, see the ADA section of this handbook for more information). 2. Plan when ads will run both in print and other media. 3. Plan where flyers will be distributed. 3 Arrange for technical support. 1. If on campus, Tech Support Request Form must be submitted at least 10 days in advance. Contact the person with whom you reserved the event venue. 2. If off campus, contact the venue reservation office for guidance. 3. Arrange for hospitality, if necessary. 4. Transportation: The University of Florida driving policy (students cannot drive an entertainer or speaker contracted to perform at UF). 5. Identify student host or hosts to be with the performer or lecturer while they are guests here. Arrange ticket sales. 1. On campus - University Box Office (JWRU) or Center for Performing Arts Box office contract should be completed at least two weeks in advance. 2. Off campus - use good business practices in selling or distributing tickets and securing the money or checks. Examine security issues. 1. Do you need UPD or T-shirt security? (This is identified in the Program Planning Form). 2. Follow up frequently with everyone to find out if they have completed their tasks. 3. Delegation is a good thing! Make sure you explain the task or identify who can help or clarify questions they may have. 4. Motivate students who may be lagging. 5. Make sure your event complies with ADA requirements (see section in Handbook) or disabled students' needs. Consider whether you need special set up at the venue, for example chairs for interpreters, etc. 6. Decide who will introduce the program and what information needs to be announced. Be attentive at the event. 1. Assess the audience 2. Look for any safety issues or risks. 3. Are people interested and enjoying it? 4. How many people are there? 5. Thank the performer at the conclusion of the event. Clean up any trash. 1.
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