Program Checklist (Off Campus and Overnight)

Program Checklist (on campus)

This checklist will serve as a guide to programs that take place on campus. This timeline will help you stay on top of the many tasks leading up to a great program.

Timeline Task Completed Assess the needs of the students Select the program topic Determine the goals of the program 4–6 Weeks Before Select the date and time for the program the Program Identify funding sources Establish a preliminary budget Contact the speakers/performers (if applicable) Reserve a space 3 Weeks Before the Create and post publicity when funding is approved Program Reserve/order equipment 2 Weeks Before the Post advertisements, announce program. Program

Complete a Food Order At Least 1 Week Request food from Sodexo or get food from off campus (with approval) Before the Program Confirm speakers/presenters, room reservations and equipment

reservations (if applicable) Intensify publicity efforts Week/Day of the Submit all contracts and waivers to Assoc. Director Program Purchase necessary supplies, food, etc. Pick up reserved equipment and food Send thank you notes to presenters, speakers, participants and those who Within 1 Week After helped with the program the Program Return borrowed equipment Complete a program evaluation Program Checklist (Off Campus and Overnight)

This checklist will serve as a guide to programs that take place away from campus.

Timeline Task Completed Assess the needs of the students Select a program topic Determine the goals of the program Select the date and time for the program 4–6 Weeks Before Identify funding sources and establish a preliminary budget the Program Contact the speakers/performers (if applicable) Research locations for the event and get approval to reserve the location Discuss liability insurance needs with the Assoc. Director Find transportation (SLC or off campus) 3 Weeks Before the Put up advertising when funding is approved Program Reserve/order equipment At Least 2 Weeks Post advertisements, announce program Before the Program Complete a Food Order and have it approved by the Assoc. Director Confirm speakers/presenters, room reservations and equipment reservations (if

At Least 1 Week applicable) Host a mandatory meeting for participants of off‐campus trips. Cover trip Before the Program information, expectations, rules and regulations Have students sign liability waivers and collect them Intensify publicity efforts Week/Day of the Submit all contracts and waivers to Assoc. Director Program Purchase necessary supplies, food, etc. Pick up reserved equipment and food Complete a program evaluation Send thank you notes to presenters, speakers and those who helped with the Within a Week After the Program program Return borrowed equipment