Programming 101
Hosting an Event
Are you an individual, a student organization, faculty and/or staff member(s) who wants to host a program? Well, you have come to the right place. Student Activities helps to provide funding for programs and events that enhance and support student life.
See if we can help further enhance your program. We have programming expertise, limited funding and a bundle of other things to help your group. Programming requests should be received a minimum of four weeks before your event and need to include the following:
___Organizational Checklist for Contingency Program Proposals
___Program Proposal
___Room Reservation Form
___Copy of Advertisements
We always welcome appointments, drop-ins, phone calls and e-mails. Call 215-717-6615 (ext. 6615 on campus) to schedule a time to discuss how Student Activities can work with you and/or your organization to plan quality events.
Of course, every program is different, but the information elow, along with our staff, should help you along the way as you and your group enters the beautiful and challenging world of programming.
1. Start planning at least a month in advance or more, depending on the breadth of the program.
2. Fill out and complete the necessary steps on the Organizational Checklist for Contingency Program Proposals.
3. Complete a Program Proposal clearly and legibly (if we cannot read it and/or understand it; it will not be accepted).
4. Schedule an appointment with the Student Activities at least a month before you plan to have the program to take place.
5. Reserve necessary room(s) with proper area (see reservation sheets).
6. Make sure your group has decided who will be responsible for what task in the planning and implementation of the program.
7. When and if the program is approved, confirm with necessary groups and individuals (Food Services, entertainers, etc.) the need for their services.
8. Make sure necessary contracts; check requests, etc. are completed way in advance of the program date.
9. Make necessary purchases that you were approved to make (Save those receipts).
10. Advertise the program. Make sure advertisements receive approval from the Office of Student Life, and get signs, posters, flyers, etc. stamped with Student Activities.
11. Make sure all money is accounted for and absolved through the Finance Office and Student Development & Activities.
12. Write thank you notes to necessary groups and individuals.
13. After the program, meet with Student Activities to discuss the program, and submit a Program Evaluation.
Below are other forms that will help you in the programming process:
- Program Planning
- Check List
- Things to Know About Expenses
- How to Make Friends at the Finance Office
- Office Contacts
- Advertising your Program
Finance Office Forms:
-Contract for Standard Services
-Check Request
-Cash Advance
-Reimbursement Request and Petty Cash Reimbursement
-Return of Money and Receipts Agreement
Volunteer Opportunities
Volunteering for Student Activities is the best way to get involved with and learn all about programming. Volunteer opportunities include:
- planning events
- advertising
- word of mouth promotion
Work Opportunities
Working for Student Activities is challenging, exciting, and rewarding. Student Activities employees work office hours during the day and evening events with tasks that include, but are not limited to:
- event planning
- advertising
- promotions
- event management
- room setups/clean up
- peer counseling on events
- weekly meetings
To get involved, please contact a representative in Student Activities (Gershman 309), or call 215-717-6970.
