Now that you've found people to help you to organize your program...WHAT DO YOU DO NOW? Your palms are sweaty, and you're ready to keel over from anxiety and, and... These are all normal reactions. Don't worry.

If you haven't already had a brainstorming session-or an equivalent planning session-call together your team and have one now. That's right. Now. Planning is crucial. It's absolutely CRUCIAL to the success of your event.

Here's a sample framework for thinking through the details of your event. Remember, it is always a good idea to form working committees to address specific areas of your program development (so that no one person does the lion's share of work). For example, you can develop a "Program Content" committee, which only books your artists or performers; a "Program Details" committee could address the nuts and bolts of the program; a "Promotion" committee can work on advertising the event, and so forth. Each committee should be in constant contact and coordinate their efforts carefully. One way to ensure coordination is to hold regular meetings of all program planners. Individual committees can then report their progress to the whole group, and get feedback on their efforts. Here are some of the details each committee might address:

Program Content

• "booking talent": selecting and booking speakers, artists, performers, etc. (auditions, slide reviews, etc.)
• renting films

Program Details

• organizing ticket sales with box office
• borrowing or renting equipment (slide projectors, sound systems, lighting, VCR's, tables, etc.)
• hanging the exhibit or show
• purchasing refreshments
• reserving hall or auditorium space
• security
• cleaning up after the event
• room decorations/set up

Promotion

• writing press releases
• hanging posters
• distributing table tents
• creating a radio announcement (cart)
• placing newspaper ads
• initiating a word of mouth campaign
• making in-class presentations or announcements
• providing information on an internet site
• sending letters to key faculty, staff and students
• writing articles for newsletters
• sending email announcments

Evaluation

• tracking attendance (including number of admissions sold)
• distributing questionnaires
• surveying visitors
• soliciting verbal and written comments from program participants

As you can see from the list above, each type of event requires a different approach to program development. Perfoming arts program,s films, speakers and visual arts exhibits all have individual peculiarities that need to be incorporated into your overall program planning process. If you have any questions after you review this section, give us a call (at 545-0202) and we'll be happy to provide assistance!