Page 43 - Student Organizations Manual

MEETINGS TO SOLVE PROBLEMS: AWORKSHEET
1.
What is the nature of the problem?
2.
Should it be approached through a meeting?
3.
Are many involved?
4.
Can personalities be kept out?
5.
Will the group be open-minded?
6.
Should everyone get the same story?
7.
Will a meeting save time?
8.
What do you want to accomplish as a result of the meeting?
9.
What type of meeting should it be? (Check One, based on the purpose of meet-
ing.)
Informational – to pass on some information the group members do not have.
Directed Discussion – to get them to understand and accept an established
decision.
Exploration – to obtain facts, ideas, or opinions from the group.
Problem Solving – to get the group to make the decisions necessary to solve
the problem.
10.
Who should attend the meeting?
11.
Would it be helpful to give members time to think about that problem before the
meeting?
12.
What should be the title of the meeting?
13.
What objectives should be given to the group?
14.
What parts of the problem need to be discussed by the group to accomplish the
objectives of the meeting?
15.
Howwill you draw out or present facts, ideas, or opinion to get acceptance of an
established decision?
16.
Who needs to learn from the results of the meeting?
17.
Next steps? Other consideration?
Information taken from the book: “Meetings that Matter Revised Addition “Effective
MeetingManagement for Student Activities” written and compiled by Earl Reum, Lyn
Fiscus, Jeff Sherrill, and David Cordts
Event Programming
PROGRAMPLANNING
So, your organization wants to plan a big event, but you don’t knowwhere to start.
Don’t Panic! Instead, Identify your goal and the kind of programwhich will help you
reach it. Here is an outline to smooth out the rough spots of planning and preparation
for a successful and memorable event.
1.
Develop Program Ideas
a. Identify overall goals of the organization. What is the purpose of the event?
What do you want to achieve by this program?
b. Identify the audience and their needs: Whom is the program for?What do
they need? (by survey, discussions, or suggestion box.)
c. Identify what the programmer wants to get out of the program?Why are
you doing the program?
d. Decide what kind of program it will be: Will it be a social program, a service
project, a fundraiser, or an educational/cultural program?
e. Brainstorm for idea: Have ideas meet group goals. Have ideas fulfill audience
needs and interests?
f. Sort and evaluate ideas.
g. Some Program Ideas:
Potlucks
Recreational Events
Collection Drives
Picnics
Entertainment Events
Lectures/Debates
Dinners
Cultural/Artistic
Discussion Groups
Dances
Outings”
Seminars
Parties
Competitions
Workshops
Receptions
Sales
Conferences
2.
Organizing, Planning and Preparation
a. Schedule a date, time and place
1
Consider when most people will be able to attend
2.
Try no to compete with holidays or other events.
3.
Allow enough time to make arrangements.
4.
Set realistic time limits.
b Investigate Resources
1
Fine where speakers, microphones, lights and other equipment can be
rented or borrowed
2
Check into publicity and promotional help.
3
Find out what university and non-university organizations offer.
4
Investigate additional contributions and funds.
c. Develop a Complete Budget
1
Determine available funds
2
Project revenue from contributions, estimated ticket sales, etc.
3
Project expenses of publicity, rental fees, etc.
4
Itemize expenses, even the small ones.
5
Reimburse individuals as soon as possible.
d Develop effective publicity
1
What does the public want to know about the event?
2
Find the best way to reach the audience: Such as a mailing list, banner,
posters, buttons, radio and T.V. announcements, etc.
3.
Implementing Plans
A. Make a checklist of specific assignments and deadlines.
B. Delegate jobs.
C. Assign an overall supervisor.
D. Stick to time limits.
E. Make reservations and confirm them.
F. Ask for periodic progress reports.
G. Follow up on progress.
4.
At the Event
A. Set up equipment: box office ½ hour before the event.
B. Be prepared with back-ups for possible problems.
C. Welcome guests and collect tickets.
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