Successful Event Committee Structure and Resources

Program Sub Committee

The program is the heart of an event. The program content will allow the event goals to be met as well as communicate the theme. A program can focus on one performance, or it can incorporate many different performances and media presentations.

What components will be used in the program will be suggested by the program committee and determined by the event committee. It is the job of the program committee to identify and secure what is needed.

When determining the program, these items should be taken into consideration:

Audience- who will be participating. Keep presentation relevant and interesting to the audience
Venue- where the event is located often dictates possibilities for the program
Event theme/goals- the program content must be in alignment with the overall event theme and goals
Available money- what resources can be made available to fund/create the program
Available time- how long is the actual program component of the event
Committees Available time- to secure/create the program
Technical support- for media development

The Chair of the Program sub committee is responsible for:

Convening a committee
Setting meeting times, rehearsal times, and agendas
Supporting the development of a program plan
Communicating the program plan to the Event committee
Identifying needed human and monetary resources
Creating a planning time line
Assigning task to committee members
Coordinating performer contracts and program budget
Communicating all technical needs to facility at facility meeting
Coordinating rehearsals and stage management
Welcoming all performers
Trouble shooting during program
Leading an evaluation after the event
Thanking all of the participants

The Program Committee is responsible for:

Creating a program plan
Contacting/Contracting with performers
Creating/Accessing all needed media
Creating a performance schedule/script
Work with Event committee to develop guest program
Identify and communicate all technical needs
Be stage hands, MCs, stage managers
Host Green Room

Program Planning Priorities Check List

Program Committee Priorities

___ Develop goals for entertainment
___ Choose a Director of Entertainment and Programming (see previous page for specific duties)
___ Develop a budget for committee
___ Establish and create a backwards timeline for program planning
___ Brainstorm possibilities of entertainment
___ Present ideas to Event Committee
___ Contact all performers, assess needs
___ Meet with facility staff: 1. Determine room set-up; 2. Determine light and sound needs; 3. Determine equipment needs; 4. Determine door control, security, and other personal needs
___ Complete contract worksheet: *personal service contracts are required for all performers. Contract worksheets are available @ Student Involvement 149 MU East/Snell Hall
___ Turn in contract worksheet to Student Involvement
___ Arrange for payment to performer (Purchase request)
___ Script the entire performance: 1. What will be the sequence of events?; 2. Will you have MCs? How will they participate?; 3. How will light and sound play a part?; 4. Prepare a written script for the stage managers, light and sound operators
___ Plan logistics, and assign tasks for event night: 1. Who will be there, when?; 2. Who will greet the performers?; 3. Who will keep the show moving along?; 4. Where will the performers dress?; 5. Will you be providing food for the performers?
___ Rehearsal

Day of the Event Priorities List

___ Meet with the Event Coordinator
___ Map out the Day
___ Troubleshoot
___ Confirm arrival of Entertainers
___ Confirm light and sound are set