PLANNING ACTIVITIES

It is important for student organizations to plan activities throughout the year to provide its members a sense of purpose. Organization and planning are key elements to making any event a success. A well-organized event will go long ways in showcasing the effectiveness of an organization and show others meaning in what membership in the group is all about. Planning should occur by the group, not just the leader. Members should feel they are contributing to the ideas to increase commitment and avoid misunderstandings.

Steps to Planning Activities:

1. Identify what you want to do and what outcome you want.

• What is the outcome expected - knowledge, strengthen group ties, recruitment, accomplishment of a specific task?
• Who is to participate - members only, campus community, open to the public?
• What type of activity will help to achieve desired outcome? - educational, social, recreational, service, fund-raising?

2. Identify what arrangements may be necessary.

• What resources should be obtained - speakers, films, handouts?
• What facilities should be secured - meeting room, auditorium, athletic facility, park shelter house, booth at the Union?
• What special arrangements are required - lighting, audio/visual requirements, catering, auxiliary services?

3. Identify the University procedures to be observed.

• Will you need to fill out an Event Planning Form / Travel Planning Form? (yes, probably)
• Do facilities/transportation need to be reserved with appropriate offices?
• Is there anything in the activity which violates University Regulations?
• Have you allowed enough time to coordinate your plans with all of the departments involved?

4. Identify the financial arrangements necessary.

• What are the costs? What are the sources of funds?
• Will the organization pay all expenses?
• Will participants be charged an admission?
• What can you get donated?

5. Arrange for publicity of the event. (see PROMOTIONAL RESOURCES)

• Will flyers be distributed: sidewalks, bulletin boards, residence halls, fraternities, sororities, cooperatives, off-campus?
• Will media be used? The Exponent, Journal and Courier, radio and television (advertisements, articles, calendar, or public service announcements)
• Will mailings be used? (student organization presidents/advisors, certain student population, or faculty/staff)
• Will personal communication be used? (telephone, written invitations, canvassing, or information booths)

6. Check out all arrangements prior to the actual time of the activity.

• Are the facilities and arrangements adequate?
• Are resources there, e.g., overhead projector, VCR, etc.?
• Who is to be in charge during the activity?
• Who is in charge of cleanup?

7. Evaluate the activity after it is completed.

• Who participated and how did they respond?
• Was planning adequate and were goals realized?
• What recommendations are there for follow-up or a repeat next year?

8. Do the follow-up.

• Are the bills paid?
• Is another activity to follow and what plans must be made?
• Were participants and resource people thanked?

9. Prepare an event planning log to be kept in the files of the organization, with ideas and suggestions for next year.

HOW TO PLAN . . .

Refer to these information cards for valuable advice on how to plan a callout, an event, a fundraiser, travel, or a concert for your organization.

Reserving a Location

Students can reserve campus space by calling or visiting the following locations:

Krannert Building - Room 483, 494-4340 (to reserve the Krannert Auditorium and Drawing Room)

Purdue Memorial Union - Room 160, 494-8910 (to reserve space in the Union or Stewart Center)

Purdue Village Community Center - 1231 Gates Rd.; 496-3579 (to reserve Squirrel Park)

Recreational Sports Center (RSC) - Room 107D, 494-3117 (to reserve intramural fields, Pickett Park, "Wiley Beach," Vawter field, Lambert fieldhouse, or space in the RSC)

Space Management - ENAD 402, 494-3900 (to reserve the malls, Armory, classrooms, or Krannert "G" rooms)

Tippecanoe County Parks and Recreation - 4448 St Rd 43 N; 463-2306 (to reserve Happy Hollow Park)

University Residences - call or visit the appropriate hall manager (to reserve lounges or dining areas in a residence hall)

PROMOTIONAL RESOURCES

Mortar Board Calendar - Student organizations can have their callouts advertised in the Mortar Board Calendar. Submissions are accepted towards the end of the spring semester for the following academic year. For a request form, go to Schleman Hall, Room 250, or visit the Mortar Board website.

Ads displayed before PSUB movie showings - You can place an ad to be showcased during a PSUB movie in Fowler Hall. Contact Purdue Student Union Board for more information.

Websites - See General Information card for instructions for establishing a student organization website.

Boiler TV - University departments or officially recognized student organizations may submit Page Requests for the bulletin board. Resident Assistants may also submit ads for programming announcements. There is no cost to advertise on the bulletin board. Message will run for three days. Artwork and pictures are allowed. Please allow at least three business days prior to the day of broadcast.

Announcements on cable - ITaP broadcasts The Purdue Channel on Insight Communications Educational Access Channel 5 (which is shared with the Lafayette School Corporation), University Residence Television Antenna System (URTAS) Channel 15, and Purdue Cable Channel 4. Purdue departments and organizations interested in using the teletext service should contact ITaP at 49-45100. Forms to submit information for display on the bulletin boards can be obtained by calling 49-45100 or by visiting Room B-14, Stewart Center. The form is also available in the Student Activities and Organizations area of the Office of the Dean of Students in room 250, Schleman Hall. Programming consists mainly of a teletext information service accompanied by a background of classical music provided by Purdue University’s radio station WBAA-FM. During the fall and spring semesters, The Purdue Channel also airs the program “Discover Purdue,” featuring interviews with Purdue faculty and staff, as well as videotapes highlighting the activities and programs of Purdue’s schools and departments. Other special programs—including live coverage of all NASA space shuttle flights—are scheduled throughout the year. For more information, click here.

Display case in Stewart Center - Go to the Union Scheduling Office (PMU Room 160) to schedule use of a display case. Reservations are for 1-week intervals and it is first come-first serve. It is recommended to reserve space one semester in advance.

Purdue-Board - a web-based message board, provides student organizations, schools/colleges, and departments a single location to post information about upcoming events. Subscription by students, faculty and staff is encouraged and can be done via RSS (Really Simple Syndication) feed, to the messages they want to receive.

Purdue-Board was developed so that general messages - those not requiring action on the part of students - can be distributed in a different manner. Direct Student e-mail is no longer available to a student organization whose message is intended for all students and staff. Visit www.purdue.edu/eboard/ for more information.

Mailings to other student organizations - Students can request mailing labels of student organization presidents and/or advisors to advertise their organization or event. The request form can be downloaded from our website ("Request for student organization presidents and/or advisors information"), or it can be obtained in Schleman Hall, room 250. Labels need to be supplied by the organization requesting the data. Certain rules and restrictions apply. Please allow 3-5 business days to process.

Flyers/Chalking - Student organizations may be use water soluble chalk on sidewalks, but are not permitted to post flyers on campus sidewalks to advertise their event. PLEASE REVIEW THE POSTING OF PUBLICITY POLICY.

Activities Bonanza - Student organizations can set up a booth during the Activities Bonanza, held at the beginning of the fall semester. Contact Purdue Student Union Board (PSUB) for more information.

Boiler Gold Rush Activities Fair - Student organizations can set up a booth during the BGR Activities Fair, held the week prior to school starting in the fall semester. Contact the Admissions Office for more information.

TV/Radio/Newspaper - Student organizations can advertise their event through The Exponent, The Journal and Courier, TV Channel 18, or various local radio stations. A press release is the suggested format. Basically, what is important to cover is who, what, where, when, etc. Be sure to put the most important information first, as editing usually occurs at the bottom of a story.

NOTE: Radio advertisements should be used with caution. Since radio promotions reach a broad audience, it is inappropriate for use with events intended for Purdue students only.