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Student Activities Club Resource Manual

Santa Ana College
Student Activities

PROGRAM CHECKLIST

Identify the tasks that need to be accomplished in order to have a successful program, and delegate assignments to the proper committee members. Check the dates when the tasks need to be completed. Extra space is provided for additional task assignments. Circle the numbers for each of the areas and/or items that pertain to your program.

	DATE TO BE DONE	ASSIGNED	DONE
I. THE PROGRAM: BEFORE A. GENERAL
1. Check Calendar Conflicts	______	______	______
2. Complete Activity Approval Form	______	______	______
3. Reserve Facility (room, building, outdoor areas)	______	______	______
4. Prepare and sign Contracts and/or Letter of Agreement	______	______	______
5. Reserve Special Equipment (audio-visual, lights, chalkboard,etc.)	______	______	______
6. Coordinate, Physical Set-up (seating, arrangements, etc.)	______	______	______
7. Arrange for Security	______	______	______
8. Comply with College	______	______	______
-Sales/Solicitation
-Party/Dances	______	______	______
-Publicity Regulations	______	______	______
-Other	______	______	______
9. Decide Theme	______	______	______
B. THE BUDGET-TREASURER:
1. Complete a Requisition to Senior Account Clerk	______	______	______
2. Prepare Budget Income/Expenses	______	______	______
3. Pick up Checks	______	______	______
4. Review and Pay All Invoices
C. COMMITTEE ASSIGNMENTS:
1. Design Decorations	______	______	______
2. Buy Materials	______	______	______
3. Construct Decorations	______	______	______
Entertainment
1. Contract Band, Hold Harmless Forms for Performers, Speakers	______	______	______
2. Process all paperwork	______	______	______
Programs/Awards
1. Design and Print Programs	______	______	______
2. Order Awards	______	______	______
3. Prepare Script	______	______
4. Arrange for Emcee	______	______	______
The Publicity
1. Prepare Calendar of Events (dates, event, time, place)	______	______	______
2. Prepare Material for Bulletin Boards and Special displays	______	______	______
3. Prepare Press Passes	______	______	______
4. General Layout - design and print - Logo - Letterhead - Programs - Ads - Posters - Flyers - Table Tents - Buttons	______	______	______
5. Prepare News Articles for: - Bulletins - Newspapers - Newsletters	______	______	______
6. Weekly Calendars - Campus/Community	______	______	______
7. Contact Public Affairs Officer
8. Prepare Public Service Announcements	______	______	______
9. Set up interviews Radio/TV Shows	______	______	______
10. Write Letters to Targeted Audiences	______	______	______
11. Obtain Photographer	______	______	______
Refreshments:
1. Arrange for Food Service (reception, dinner, etc.)	______	______	______
2. Contact Servers	______	______	______
3. Obtain Name Tags	______	______	______
Resource People (VIP's,judges, speakers, etc.):
1. Select and Invite Special Guests (letters, phone, personal meeting)
2. Arrange for: - Transportation - Lodging - Meals	______	______	______
3. Request Vehicles in Advance	______	______	______
Tickets:
1. Decide Seating Arrangements	______	______	______
2. Have Tickets Printed and Numbered	______	______	______
3. Verify Tickets with Business Office	______	______	______
4. Design Sales Campaign	______	______	______
5. Reserve Ticket Outlets	______	______	______
6. Obtain and Schedule Ticket Sellers/Ushers	______	______	______
7. Prepare Complimentary Passes	______	______	______
8. Secure Cash Boxes/Hand Stamps	______	______	______
9. Arrange for Cash Advance	______	______	______
Other Committees and/or Functions	______	______	______

2. Miscellaneous
Order Special Items
- Sweatshirts
- Gifts
- Flowers
Obtain Special Equipment
- Flashlights
- Clipboards
- Stopwatches
- Pencils
- Magic Markers
- Paper, Newsprint
- Other:
II. A FEW DAYS BEFORE THE DAY OF PROGRAM:
Recheck the following: (adjust if necessary)
A. Facility and Physical Set Up (room reservations and arrangements)
B. Technical Arrangements (audio-visual, chalkboards, etc.)
C. Security Arrangements
D. Refreshment Order
E. Transportation / Lodging Arrangements
F. Confirmation of Guests
G. Ticket Sales
H. Programs
I. Ushers, Servers, Emcee
J. Decorations
K. Publications
L. Budget
M. Check on Payment of Entertainment, Speakers
III. DAY OF PROGRAM:
Check on:
A. Facility - Room Arrangements
B. Technical - Set Up Audio-Visual Equipment
C. Coordinate Press Representatives
D. Ticket Arrangements:
1. Obtain Cash Boxes, Cash Advance, Tickets, Hand Stamps
2. Assign Sellers, Ushers
E. Transport VIP's
F. Security Arrangements
1. Unlock/Lock Doors, Gates
2. Station Security
G. Put up Decorations H. Pay performers, Speakers
I. Distribute:
1. Programs
2. Name Tags
3. Awards
J. Introduce Guests
1. Script/Agenda
K. Other

Source:
The Program Planner's Workbook
Linda Eldred, 1985

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