Program Planning Checklist
Program Planning Checklist Before 1. Discuss with your floor/building what types of programs they would like to attend. 2. Who is your target audience for the program? Are you meeting their needs with this program? What Compass Point Model requirements are you meeting? 3. Are you programming alone or with another staff member/Area Government (AG)/campus office? a. Contact people ahead of time so they can plan with you the logistics b. Are you using floor funds or LLC funds or will you need to approach your Area Government or IRHA for help? If using floor funds, items are purchased by you. Keep ITEMIZED receipts and attach to a reimbursement form that can be obtained from a GHD/CRA or senior secretary. Return the form to your area’s (West or East) senior secretary. 4. Set a date and reserve room with building front desk a. Schedule conflicts can include: tests, games, long weekends, holidays, Residence Hall Week, etc. 5. Guest speaker? a. Contact them for availability b. Reconfirm the date/time closer to the program Planning 1. Is it necessary to fill out a Program Permit Request Form? a. If yes, Fill out form on sharepoint. www.housing.ufl.edu then go to Intranet at the bottom of the page. Click on Housing, Departments, Residence Life and Education, Programming then Permit Request. Waiver of Liability is here too. b. The form will automatically be sent to SLE to evaluate c. Permit requests need to be submitted 10 business days in advance of the program You will receive an email confirming that the form has been sent to the correct people to sign and approve. When all signatures have been received, you will receive an email including the orange permit that should be present at your program. If you do need a waiver, you are responsible for printing that as well. d. Requesting IRHA equipment for the program? (e.g. lights, karaoke, cotton candy machine, etc.) e. If yes, Fill out Equipment Request Form at http://irha.housing.ufl.edu. Go to DocumentsBusiness Manager FormsIRHA Equipment Request – you will need to ask [email protected] where this form is, I am not sure anymore 2. Requesting Housing equipment?(e.g. easels, projection screen, etc.) a. If yes, follow the directions on the permit request form. 3. Requesting Housing equipment?(e.g. easels, projection screen, etc.) a. If yes, Fill out form on the RA/RCA/PM Resource Website (on Sakai). Go to Programming/Program PermittingHousing Equipment Checkout Form 4. Create publicity with all pertinent information on it a. Post publicity at a reasonable time before program date and in visible locations 5. Serving/cooking food? a. Make sure to go shopping ahead of time b. Factor in cooking time, everyone MUST sign a waiver if you are cooking
6. Delegate jobs a. Who is buying food, cleaning up, publicizing? At the Program 1. Arrive early to set up 2. Knock on doors to remind your residents to come out 3. Greet/socialize with residents and presenter to make them feel welcome 4. Have residents sign waiver if necessary 5. If it is a small program, make sure you speak to everyone at least to say ‘hi’ 6. Thank everyone for attending 7. Have fun! After the Program 1. Send a thank you card to your guest speaker 2. Clean up the area you used 3. Evaluate your program 4. Fill out Activity Assessment form and send to your GHD a. Fill out form on the RA/RCA/PM Resource Website (on Sakai). Go to Programming/Program PermittingActivity Assessment Form Helpful Information 1. For program ideas b. See programming binders in Residence Life and Education (RLE) office c. See www.residentassistant.com, www.reslife.net, www.rahelper.com 2. Creative advertising ideas a. Create something that will make residents stop and take a second look i. See www.adcracker.com b. Wear a T-shirt on program days that says “Ask me about today’s program” c. Have a text message tree to remind students of the program in addition to knocking on doors 15 minutes before the program begins d. Thank residents for their support and attendance. This kind of positive “advertising” helps publicize future programs. 3. Notes a. Use the natural leaders on your floor to encourage others to attend programs b. You cannot purchase a gift card from anyplace that sells alcohol (Best Buy is an option you can use) c. You can show any movie checked out from a university library or one that is currently on the IRHA movie channel for that month. d. If more programming funds are needed, approach your area government and/or IRHA
Program Permit Guidelines for RA/RCA/PM You need a Program Permit when any one of the following is applicable to your program: 1. Cooking Meat – A permit is required for the cooking of any meat including chicken, beef, and pork by a staff member. 2. Activity Requiring a Waiver of Liability – A permit and Wavier of Liability must be obtained for any physical activity and/or actions that may result in personal injury ( e.g. playing basketball, using tools, dancing, etc. ). 3. Presenters – A permit must be obtained for any program that has a presenter that is going to be compensated and therefore under contract. 4. Monetary Collections – A permit is required for any program in which funds are collected from residents. This is why area governments must permit for all programs 5. Recreation Field/Pool Reservations – A permit must be obtained for programs that utilize recreational sports fields and UF pools. A Wavier of Liability is also required. 6. Late Night Programs/Noise Issues – A permit must be obtained for any program that either starts or is in progress after 10:00pm. This is necessary because UPD may shut down your program due to noise. A permit may prevent this from occurring. 7. Gator Dining Services/Food Contract – A permit and food contract is required for any serving of food by GDS or other contracting organization. 8. Special Supply Requests – A permit is required for any program that requires IRHA equipment (e.g. sno-cone, karaoke, cotton candy, tents, light package, etc.) or other special equipment including the grill, sound system, chairs, and risers. Note: IRHA equipment must be reserved from the IRHA Business Manager Filling out a Permit Request Form does not automatically reserve IRHA Equipment 9. Co-Sponsored Programs – A permit is required for any program that is cosponsored with area governments. Have the area government fill out the permit. Please submit requests 10 business days in ADVANCE! If your program does not involve one or more of the above, you do not need a Program Permit.
6. Delegate jobs a. Who is buying food, cleaning up, publicizing? At the Program 1. Arrive early to set up 2. Knock on doors to remind your residents to come out 3. Greet/socialize with residents and presenter to make them feel welcome 4. Have residents sign waiver if necessary 5. If it is a small program, make sure you speak to everyone at least to say ‘hi’ 6. Thank everyone for attending 7. Have fun! After the Program 1. Send a thank you card to your guest speaker 2. Clean up the area you used 3. Evaluate your program 4. Fill out Activity Assessment form and send to your GHD a. Fill out form on the RA/RCA/PM Resource Website (on Sakai). Go to Programming/Program PermittingActivity Assessment Form Helpful Information 1. For program ideas b. See programming binders in Residence Life and Education (RLE) office c. See www.residentassistant.com, www.reslife.net, www.rahelper.com 2. Creative advertising ideas a. Create something that will make residents stop and take a second look i. See www.adcracker.com b. Wear a T-shirt on program days that says “Ask me about today’s program” c. Have a text message tree to remind students of the program in addition to knocking on doors 15 minutes before the program begins d. Thank residents for their support and attendance. This kind of positive “advertising” helps publicize future programs. 3. Notes a. Use the natural leaders on your floor to encourage others to attend programs b. You cannot purchase a gift card from anyplace that sells alcohol (Best Buy is an option you can use) c. You can show any movie checked out from a university library or one that is currently on the IRHA movie channel for that month. d. If more programming funds are needed, approach your area government and/or IRHA
Program Permit Guidelines for RA/RCA/PM You need a Program Permit when any one of the following is applicable to your program: 1. Cooking Meat – A permit is required for the cooking of any meat including chicken, beef, and pork by a staff member. 2. Activity Requiring a Waiver of Liability – A permit and Wavier of Liability must be obtained for any physical activity and/or actions that may result in personal injury ( e.g. playing basketball, using tools, dancing, etc. ). 3. Presenters – A permit must be obtained for any program that has a presenter that is going to be compensated and therefore under contract. 4. Monetary Collections – A permit is required for any program in which funds are collected from residents. This is why area governments must permit for all programs 5. Recreation Field/Pool Reservations – A permit must be obtained for programs that utilize recreational sports fields and UF pools. A Wavier of Liability is also required. 6. Late Night Programs/Noise Issues – A permit must be obtained for any program that either starts or is in progress after 10:00pm. This is necessary because UPD may shut down your program due to noise. A permit may prevent this from occurring. 7. Gator Dining Services/Food Contract – A permit and food contract is required for any serving of food by GDS or other contracting organization. 8. Special Supply Requests – A permit is required for any program that requires IRHA equipment (e.g. sno-cone, karaoke, cotton candy, tents, light package, etc.) or other special equipment including the grill, sound system, chairs, and risers. Note: IRHA equipment must be reserved from the IRHA Business Manager Filling out a Permit Request Form does not automatically reserve IRHA Equipment 9. Co-Sponsored Programs – A permit is required for any program that is cosponsored with area governments. Have the area government fill out the permit. Please submit requests 10 business days in ADVANCE! If your program does not involve one or more of the above, you do not need a Program Permit.
