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Programming Expectations


All student organizations that program must follow University policies and procedures as well as applicable federal, state, and local laws.

Organizations are responsible for the costs of programs as well as for the conduct of their members and guests at all group functions.


Preplanning is considered the most important element in programming for an organization.

  • Who within the organization is responsible for planning the event? Is it a single individual or a committee?
  • Who is your audience? What do they enjoy? What does your group want?
  • Is the organization bringing a speaker or performer? What are the production needs? What are their travel needs?
  • How will programs relate to your organizational mission? What is the desired outcome from this event?
  • What is the budget for the event?
  • What will be happening at the event?
  • Is the organization working with a vendor? What are their space requirements? What are their technical needs?
  • Will food be provided? For catering and food needs visit WKU Conferencing and Catering- Catering Needs
  • What is the desired date for the event? Is there enough time to thoroughly plan the event?
  • Will dates interfere with exams or other University activities (i.e. Homecoming)?
  • What can you afford to do?
  • Select and reserve appropriate spaces.
  • Submit a room reservation and/or space request through the following: (dependent on where you would like to host your event)
  • Will meetings be needed?
  • Best way to communicate updates/changes?
  • Design publicity strategies for targeted audience.
  • Design your promotion to fit the style and theme of the program. Be creative.
  • Distribute publicity in ample time. This allows people to plan ahead. Two weeks advance notice is encouraged.

  • What are the “behind the scenes” to consider?
  • Who will be designated for set-up, tear-down, and clean-up? How long will it take?
  • How many people are needed to do the task most effectively and efficiently?
  • Look for any safety issues and potential risks to participants/staff.
  • Interact with the audience in a customer service manner.
  • Promote future organization events.
  • Should a thank you be sent?
  • Should equipment be returned?
  • Did you document the programming steps for future years?
  • Did the program meet stated goals?
  • What was effective/ineffective?


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 Last Modified 1/14/19