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2012 -2013 INCLUSIVE PROGRAMMING

AND PROGRAM PLANNING

CHECKLIST .................... 2

RESERVATIONS AND

CATERING ..................... 4

PUBLICISING AND

MARKETING ................... 5

Student Organization Advisor “ LET OUR ADVANCE WORRYING BECOME ADVANCE THINKING AND PLANNING.” - WINSTON CHURCHILL

Event & Program Planning

Too much information?

Schedule a meeting with the Student Organization and Leadership

Coordinator if you would like to discuss your event in detail!

Anna Hunter: anna.hunter@uwrf.edu

Dates You Won’t Want To Miss 90 days before the event: If using a large venue space for your event, make

space reservation Process performance contract with Office of Student

Life 60 days before the event: Develop publicity timeline for event Schedule promo/vendor tables with Reservations Request a Marketing & Graphics workshop time in

the Involvement Center to design promotion 30 days before the event: If you plan to seek funds for your event from Student

Senate, submit a Budget Request Form. Finalize all event details with Reservations Order food from Sodexo Catering Print paper promotion products Create event program 15 business days before the event: Determine volunteer needs and create sign-up Confirm food order through Sodexo Catering Publicity (according to your timeline) Submit Axis TV Slide Reserve UC Micros machine for Falcon dollar or

credit card sales at the event (fee applies) Send detailed script to Production Services if more

than one act is performing

Week of event: Confirm facility set-up Confirm production needs Confirm hospitality for performers Create Day-of-Event Itinerary Get water/snacks for performers Reserve parking permit Day of event: Check-in with UC Building Manager Set-up volunteer sign-in Count attendance Clean up space to best of your ability Check-out with UC Building Manager After Event: Complete a program evaluation Send thank you notes to volunteers and others in-

volved

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Inclusive Programming When programming, it is important to be mindful of the differences of the people in the community. Individuals striving to create, and maintain, inclusive communities must ask the following question: “Whose perspectives, experiences, viewpoints, and voices are included?” Below, you will find general questions to assist your community building efforts:.

HAVE YOU CONSIDERED GENDER BIAS AND GENDERED LANGUAGE IN YOUR PROGRAMMING? Did you assume that only men in your community

will be interested in participating in intramural foot-ball?

Did you assume that only women will be interested in doing a crafts project?

Are you referring to a group of people by using gendered pronouns (guys, girls, etc.)?

Western society assumes that males are supposed to act

one way and females another. Do not do the same.

UW-River Falls Office of Student Life

HAVE YOU CONSIDERED RELIGIOUS BACKGROUNDS, RITUALS AND TRADITIONS IN YOUR PROGRAMMING? If you have food at your event, will students of di-

verse religious traditions be restricted from eating it (restricted types of food or fasting months)?

In the month of December, will you have a Christ-mas party (while not acknowledging the other reli-gious celebrations during the month)?

The U.S., along with its practices and traditions, has been

heavily influenced with Christianity. Be aware of how the-

se beliefs have influenced your actions and ways of think-

ing, especially around the beliefs of other people.

HAVE YOU CONSIDERED WHAT MESSAGES YOU ARE SENDING REGARDING RACE OR ETHNICITY IN YOUR PRO-

GRAMMING? Will your event attract people of different races

and/or ethnic groups? Will your event culturally affirm, or demean, people

of diverse racial and/or ethnic groups? Does your advertisement indicate, whether in pic-

tures or words, that this event will be appreciated by people of different races or ethnic groups?

Do not program as if the people in attendance will be of

one particular race or ethnic group.

HAVE YOU CONSIDERED THE NEEDS OF STUDENTS WITH VARYING ABILITIES IN YOUR PROGRAMMING? Is the activity location accessible by wheelchair? If you are having a speaker, will there be an Ameri-

can Sign Language ‘Interpreter’? If you are passing out handouts, are fonts large

enough for individuals with seeing impairments?

Do not assume that all students are (temporarily) able-

bodied.

HAVE YOU CONSIDERED THE ECONOMIC LIMITATIONS FACED BY SOME STUDENTS IN YOUR PROGRAMMING? Does it cost money to attend ALL activities

planned? Are scholarships available for students who cannot

afford to attend the planned event? Do not assume that all students can afford to attend your

program.

HAVE YOU CONSIDERED THE HETEROSEXUAL BIAS AND DIVERSE SEXUAL ORIENTATIONS OF RESIDENTS IN YOUR PROGRAMMING? Does your advertising and dialogue before and at

the program assume that all participants are heter-osexual?

For example, at a Valentine’s Day Dance, have you said that same sex couples will be welcome?

Do not assume that all students are straight.

Adapted from ACPA Advisor Manual as of 6.2009

HAVE YOU CONSIDERED HOW ACCESSIBLE YOUR MEET-

INGS ARE TO STUDENTS LIVING OFF-CAMPUS? Is the time accessible to all students, regardless of

their commute and family situation? Is your programming occurring in a location that is

not accessible to students living off-campus (residence halls)?

It is already more difficult for commuting students to re-

turn back to campus for meetings and programs. Do not

assume all students live on campus.

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Program Planning Checklist Over the course of time, your student organization will most likely plan a program of some kind. Programs can range from

social to educational, for a cause or simply for fun. When planning a program, there are many factors to consider… the who,

what, when, where, why, and how factors:

UW-River Falls Office of Student Life

WHO

WHAT

WHERE

WHEN

WHY

HOW

WHO IS INVOLVED WITH THE PROGRAM?

Who will be involved with planning and implementing the program (hall council members, RAs, students, etc.)?

Are committees appropriate and who will be on them?

Who needs to approve the program?

WHAT--DESCRIPTION OF THE PROGRAM

What will the program accomplish? Is it necessary?

What is your target population (campus, local community, etc.)? How many people do you hope attend?

WHAT ARE THE COSTS INVOLVED WITH THE PROGRAM?

Consider food, supplies, advertising, tickets, prizes, transportation off campus, etc.

What co-sponsors can you contact?

WHERE WILL THE PROGRAM BE HELD?

Which space is the right size for your target audience?

Is the location easily accessible for all the attendees?

Is the space quiet/loud enough for the event?

WHEN WILL THE PROGRAM HAPPEN?

Does the date conflict with major exams, holidays, or other important events around campus?

What time of the day should the program be held? Will you be serving food if it is planned over a meal-time?

How late is too late?

WHY ARE YOU PLANNING THIS PROGRAM?

What is the purpose of the program?

What are the goals?

How does this program support the vision and scope of our group?

What are you hoping the attendees will gain from this program?

HOW WILL PEOPLE KNOW ABOUT THE PROGRAM?

What needs to be done to advertise the program (posters, e-mail, personal contact)?

When does the advertising need to go out?

Who will be in charge of coordinating ads?

Adapted from ACPA Advisor Manual as of 6.2009

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RESERVING THE BALLROOM OR FALCON’S NEST

1. Fill out a reservation request form at least 90 days prior to

your event date.

2. The room reservation will remain in tentative status until the

group meets with staff to discuss/finalize event details.

3. Confirm all event details and needs with Reservations at least

30 days prior to the event date. (A $5 fee will be added each

day until event details are finalized)

4. Campus Reservations Office will confirm all reservation re-

quests via email.

5. Review the confirmation to ensure all details are correct.

RESERVING AN OUTDOOR SPACE

1. Submit a request at least 30 days prior to your event date by

emailing reservations@uwrf.edu or visiting http://www.uwrf.edu/Reservations/OutdoorSpaceRequest.cfm.

2. If the event does not include a bonfire, the request will be pro-cessed and a confirmation will be sent via email. If a bonfire is involved, the group will be sent a link to the regulations along with a tentative confirmation.

3. The group visits the link, reads the agreement and electroni-cally signs the form.

4. Review the confirmation to ensure all details are correct.

UW-River Falls Office of Student Life

MAKING RESERVATIONS:

Reservations All reservations for space on campus will be made with Campus Reservations, located in the Involvement Center. All activities and programs occurring in University Center’s facilities require prior approval from University Center’s staff. Some programs and activities may require the prior approval of the University Center’s Committee or the Dining Services Advisory Committee and/or the Director of University Center. Requests are processed in the order they are received. The standard turnaround time is three business days.

1 Fill out a reservation request form.

E-mail a request to reservations@uwrf.edu, fill out a form on-line at https://vems.uwrf.edu/vems/, or a paper form is available from the Campus Reservations Office at the Involvement Center Desk.

2 Order Food

If food and beverages are being ordered for the event, contact the Food Service Catering Manager by emailing catering@uwrf.edu. No outside food can be brought into the University Center for an event.

3 Receive Confirmation

The Campus Reservations Office will confirm all reservation requests via email. Each confirmation will include audio/visual/technical needs, and room setup information.

4 Review Confirmation

Upon receiving the electronic confirmation, it is the responsibility of the organization reserving the facility to establish that the facility reservation is correct and complete.

IMPORTANT NOTES: FOOD: No outside food is allowed in the University Center for an event or meeting.

LATE ADD: Events scheduled within three days (72 hours) of the date will incur a $25 late add fee if special set up is required.

SETUP FEES: Organizations using facilities may incur charges for setup, supervision, or other fees depending on the scope and nature of the event.

ONGOING RESERVATIONS: The maximum number of times an organization or department can reserve a meeting room for "ongoing, week-to-week use" is three times per week. (Series res-ervations are not allowed during final exam week.)

University Center’s staff reserves the right to change room assignments in the event of conflict or to accommodate additional requests.

RESERVING SPACE IN KARGES, EMOGENE, HUNT, OR KNOWLES 1. Fill out a Recreation Reservation Request form:

http://www.uwrf.edu/RecreationAndSportFacilities/FacilityRequest.cfm 2. Recreation Office will confirm all reservation requests via email

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Promotion & Publicity REQUIREMENTS: All advertisements, regardless of the type, must include the following information: Name of the organization Date(s) of event Contact information

PROHIBITED: The following may not be displayed on student organization advertisements: Sexually explicit material that may be construed as

offensive Explicit language Hateful and/or degrading language

Locations

RESIDENCE HALLS ACADEMIC BUILDINGS UNIVERSITY CENTER

All material to be posted in the Residence Halls must be no larger than 11”x17”. Bring 11 copies of the poster to the Residence Life Office in the basement of Hathorn Hall for approval. Residence Life will distribute your posters to the buildings. Student organizations caught posting without approval will be reported to the Office of Student Life and Residence Life for conduct violations.

Each academic college has different posting procedures for their public posting areas. Please visit with the Dean’s office in the college that you wish to post. North Hall has a few bulletin boards that are available for public posting and are not labeled as department specific.

The University Center has a specific public posting area located near the convenient store on the main level. Any student organization may post their materials on this board. If you would like to post in the display case on the lower level of the University Center, please contact Marketing & Graphics by emailing sa-requests@uwrf.edu.

Solicitation UNIVERSITY CENTER

Groups are allowed to disperse information to students from behind a vendor table, with approval from the Director of the University Center. Groups are not allowed to approach students or others using University Center facilities. This applies to material for sale, materials being given away (handed out) and to verbal conversations aimed at persuading students to a particular point of view.

RESIDENCE HALLS Door-to-door solicitation in Residence Halls is never allowed. This includes knocking on doors or putting information under doors, or putting door hangings on door knobs.

Groups may be able to set up a table to present their viewpoints or material in a Resident Hall lobby. However, they need prior approval from the Hall Council of that facility. If approved, they must have a member of the organization behind the table while materials are being handed out. The manner of presentation must not interfere with the flow of traffic, not constitute harassment to residents, and be presented in a fashion where participation is on a voluntary basis with the student resident.

ON UNIVERSITY GROUNDS Solicitation on University grounds must abide by time, place, and manner guidelines. Student organizations may contact the Office of Student Life with any questions.

OFF CAMPUS Groups not abiding by these polies are prohibited from using University grounds and facilities, but may utilize state owned areas (ie: 15 feet within non-University sidewalks and streets). Chalking and Flagging Chalking/Flagging are acceptable ways to advertise upcoming events but are permitted only in areas that have been designated by our facilities management. All chalking/flagging must be appropriate in content and include the required information. Student organizations may utilize the space between 3rd and 6th street; however, may not chalk the front or rear patio of the University Center. Please inform the Office of Student Life before chalking.

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Marketing and Graphics Due to the overwhelming amount of graphic requests within the Division of Student Affairs, the Student Affairs Marketing and Graphics team will no longer provide extensive services to student organizations. However, they will provide support that will encourage students within your organization learn design basics. Please review the process below.

Individual Workshops STUDENT ORGANZIATION DESIGN PROCESS

Workshops are available for anyone in a student organization looking to increase their usage and skill in Adobe Illustrator and Photoshop.

1) Sign up for a design workshop at the Involvement Center Desk in the binder labeled Marketing & Graphics.

2) Fill out a design form in the binder – this will let us know what type of project you will need assistance with,

otherwise you will be assisted with creating the following:

#1 – Main Poster

#2 – Axis TV

#3 – Handouts/Table Tents – Large-scale events only

-must reserve a table tent spot by emailing sa-requests@uwrf.edu.

3) Check in at the Involvement Center Desk during your scheduled time. Bring a USB flash drive if possible.

WORKSHOP TIMES:

Tuesdays: 10 a.m. – 12 p.m.

Thursdays: 2 p.m. – 4 p.m.

The first hour will be a guided session, and the second hour will

be time for you to work on your project, with assistance available

if you are working in the University Center.

Receiving Previous Graphics Marketing and graphics has kept all material created for student or-ganizations in the past. Request that Marketing and Graphics send you past work by emailing sa-requests@uwrf.edu.

Marketing and Graphics 101 Sessions The Office of Student Life is partnering with Marketing and Graphics to host “Marketing and Graphics 101,” a Student Organization Lead-ership Development Training for student organization leaders. This training will be offered as there is noticeable demand. Space will be limited, and applications will be accepted on a first come, first serve basis through OrgSync.

Contact Marketing and Graphics

If you would like to contact Marketing and Graphics, please refrain from emailing specific individuals (such as Rita Zawislak-Brandt). All communications will need to be sent to: sa-requests@uwrf.edu for tracking purposes.

Fast Copy Printing can be made through the campus printing office, Fast Copy. Student organizations are responsible for paying for any printing costs through Fast Copy. Phone: 715-325-3325 Email: fastcopy@uwrf.edu

UW-River Falls Office of Student Life

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Post - Program Evaluation It is important to guide organization leaders through the

evaluation process, so they begin assessing the successes and

potential areas for improvement for each program. Not only

does this help enhance their programs in the future, but it also

allows for substantial personal and professional growth with in

the program planners. Use the program evaluation example

below to facilitate conversations with the student leaders.

Program Name:

Date: Time: Location:

Description of Program:

Attendance: Description of Audience/Participants:

ASSESSMENT EXCELLENT VERY GOOD GOOD FAIR POOR

Quality of Presentation: 1 2 3 4 5

Publicity: 1 2 3 4 5

Audience Reaction: 1 2 3 4 5

Planning Process: 1 2 3 4 5

Overall Evaluation: 1 2 3 4 5

Extraneous Factors Affecting Program (weather, other events on campus)

Extraneous Factors Affecting Program (weather, other events on campus)

Specific Problems, Frustrations, Concerns:

Should this program be repeated: (explain)

Recommendations/Additional Comments: