1. Determine the goals of the program.
Examples: to bring a community together, to educate, to expose individuals to different points of view, to support other programs, to provide entertainment, to provide opportunities, to socialize or to relax.

2. Brainstorm the type of program and possible themes that will match your goals.
Examples: speaker, film, dance, fund-raiser, trip, food, festival, athletic event, recreation, tournament, quiz bowl contest.

3. Decide on a program within your budget.
Discuss the options within your group and make a group decision.

1. Pick a date.
- Consult the Norris University Center event calendar.
- Find a convenient day for members in the group.
- Check on facility availability through Events Planning.

2. Choose a location.
- Project attendance.
- Determine the program needs – chairs, tables, lighting, sound, stage, open space, cooking area, ticket booths.

3. Decide on a time.
- Determine a convenient time for the targeted audience. For example, commuter students are on campus during the day, so plan a time between day classes for a program. Do not plan a program when major organizations have standing meetings.

4. Don’t forget your budget.
- Project all expenses and incomes.
- Stay on budget.
- Brainstorm additional funding sources.

5. Think about the entertainment value of your event.
- Determine the type of entertainment.
- Research local, regional, and national possibilities.
- Contact and negotiate.

6. Decide whether or not you will have food.
- Determine food needs.
- Design a menu.
- Make arrangements- Remember: If the event is taking place in Norris, you must order the food through Sodexo Marriot.

7. Think about and decide on publicity.
- Consider all publicity possibilities.
- Design publicity strategies for targeted audiences.
- Design your promotion to fit the style and theme of the program (i.e., educational, serious, festive, informational).
- Remember: All fliers must be approved for posting in the Norris University Center.
- Some ideas:
1. Banners
2. Fliers- on campus, in student organization mailboxes, in residence halls, in classroom buildings
3. Posters
4. Listserv on email
- Remember to publicize on both the Evanston and Chicago campuses!!

8. Is there anything else that needs to be covered?
- Cover all aspects of the program – additional possibilities are: travel arrangements, lodging, postage, decorations, cleanup, security, and volunteers.

1. Use backward planning.
- Develop a list of tasks that need to occur before, during and after the event, and determine who is responsible. For example: ushers, clean-up, stage crew.

2. What to do the day of the program.
- Come early to check on room arrangements and setup.
- Prepare a brief introductory statement. For example, "Welcome to tonight’s performance sponsored by _________. If you are interested in having more events like this one, please talk to a representative from our organization."

3. Do an evaluation of the program at the next meeting.
- Determine if you have accomplished your program goals.
- Record results (positive/negative) for future planning.
- Prepare financial statement of actual expenditures.
- Send thank you notes to the appropriate people.




Other Leader TIPs to consult: "Backwards Planning"