Planning and Preparation

Steps to Developing a Great Program:

1. Generate ideas
• Ask your residents what they want to do or learn about
• Take a “boring” subject and make it fun
• As you come up with ideas, think of which areas of the C.H.I.P.S. model your program will fulfill.  Are there areas you have not covered yet this semester?
• Think outside of the box!!
2. Preparation
• Location– where will the program take place?  In a hall lounge?  Or do you need to reserve another space?  Do you need a rain location?  Make sure you reserve all spaces through conference services.
• Time - When choosing a date and time, it is a good idea to know when your residents are glued to the TV, studying, or when they have other meetings.  Try to avoid as many scheduling conflicts as possible.
• Guest speakers – if you invite a speaker, be sure you ask as early as possible so they can be available when you want to do the program.  Always follow up with a speaker a day or two before the program.
• Food – pizza is always good, but trying something new and different is even better!  Be sure to get things early… don’t wait until the day of the program to gather your supplies.
• Money – determine the cost (if any) of your program, and make sure you turn in your program proposal on time to secure funding from your RD/RLC. 
• Advertisement – start advertising early and use more than one means of advertisement
3. Program proposal
• This form should be filled out (3-7) days before your program. 
4. The day of the program
• Do some last minute advertising – word of mouth, notes on doors, etc. 
• Setup and clean-up
• Evaluation of program by residents – once per semester, you need to get some feedback about a program from those who attend.
5. After the program
• Complete the program evaluation form.
• Send thank-you notes to guest speakers or others who helped out.
• Turn in any receipts to your RD/RLC.

Need more help planning? 

Check out this link: A Road Map to Event Planning

Helpful Hints for Programs

• Start off with a bang! It is important to fill the first few weeks of school full of great events and activities. This will help to set the tone for the rest of the year.
• At an opening meeting, hand out a survey to find out what your residents are interested in. Ask questions about hobbies, skills, area of study, favorite foods, topics of interest, and things they would like to learn about
• Take advantage of events on campus. There are so many opportunities for groups of people attend Hope activities together. Theatre productions, basketball games, dinner at Phelps, speakers, and SAC movies are a great way to get new students familiar with campus and helps them become aware of student life at Hope. 
• If you want to provide a meal (cookout, etc.) you can have the food ordered and/or prepared for you through the catering office. You can also call catering in advance and give them the food service numbers (on the back of ID) of those on meal plan who are planning to attend.  This will reduce the cost of your program.
• If you are planning an outdoor event in fall/spring, be sure you have a back-up location in case of rain.  If you’re planning a “snow” event in winter, make sure you have a “Plan B” in case there isn’t enough snow.
• Plan programs around a topic your residents are really interested in, and ask them to help you plan it.  If you have low attendance at program, this can definitely help.  When residents are involved in the planning, they will come and bring their friends.
• Work with another residence hall, cottage, or neighborhood to plan a program.  This helps students get to know more people on campus, and gives you the chance to work with other RAs.
• Utilize offices across campus.  The following (and other) offices are available to provide resources, speakers, etc. for programs: Multicultural Office, Fried International Center, Campus Ministries, Career Services, Academic Support Center, CrossRoads, Health Clinic and the Counseling Center.