Concerts, Fairs, Dance Parties and more. The opportunities to host events at Albion are endless, but while an idea may sound great in theory, a program is only as good as the planning that goes into it.
Event planning is a multi-step process, taking a lot of time and energy, therefore you will want to start early. Planning a major event should begin at least six to eight weeks in advance of the date of the event and at least four weeks in advance for smaller programs. The following “20 Questions” should assist you in developing a project.
The Kellogg Center is responsible for all non-academic room reservations for the college during the regular academic year. The following steps should be taken when requesting a room reservation.
Programs/events are not permitted on days/nights before or on reading days and final examination days.
Videotapes and DVDs that are available for purchase, rented from many commercial establishments, or checked out of the library are for home viewing purposes only. This means they can only be viewed in your private living spaces. These same rules apply for movies/television shows that are videotaped at home on VCRs. Therefore anytime a group shows a movie in any context, the group must purchase the public viewing rights (copyright) for that particular showing.
Copyright purchase for films currently runs between $150-$600 per showing for popular titles from major movie distributors. Independent films could cost less but must be negotiated with the holder of the copyright for those particular films. Swank Motion Pictures is a film distributing company that works with college environments and handles most commercial grade film titles. For pricing and availability you may contact them at 1-800-876-5577.
Students and student groups may organize to rally and demonstrate on campus regarding issues and causes as long as such students are consistent with the educational mission of the College and adhere to College policy. Rallies and demonstrations including spontaneous ones are not expected to be registered or approved, however, the location is subject to approval.
The College has two designated locations for rallies and demonstrations: (a) the campus Quadrangle between the Observatory and Ferguson Hall, and (b) the steps (entrance) to Baldwin Hall. For pre-approval of programs and events to reserve the campus Quadrangle for rallies and demonstrations, sponsors must first contact the Vice President for Student Affairs to submit a request. If a spontaneous rally or demonstration on the Quadrangle conflicts with a pre-approved program or event, the scheduled event has priority. The use of Baldwin Hall steps does not require pre-approval.
Other locations than the campus Quadrangle or Baldwin steps may be considered, but must first be approved by the Vice President for Student Affairs. If approval for a different location is not granted and a rally or demonstration is underway, a group may be given the option to move or disband.
While the College and the Division of Student Affairs supports students and their efforts to peacefully gather, students must also keep in mind that all activities must be conducted in compliance with all state and local laws as well as in accordance with the policies of the College. For example, student behavior that violates local, state or federal law; disturbs the peace; harms public or private property; or disrupts or interferes with the orderly processes of the College is prohibited. In addition, “intentional actions which obstruct, disrupt or physically interfere with the use of College premises, buildings, rooms or passages, or refusal to vacate a building, street, sidewalk, driveway or other facility of the College when directed to do so by an authorized official of the College having just cause” is a violation of student conduct.
Looking for some groovy program ideas? Here are some sure winners…
Debate***Canoe Trip***Organization Retreat***Tigers Game**Detroit Lions Game***Bowling***Tug of War***Aerobics**Community Service Project***Leadership Workshop***Theme Dance **Pizza Party***Improv Comedy***Holiday Parties***Barbeque Potluck***Dating Game***Twister Tournament**Lipsync Contest***Secret Pals***Karaoke**Variety Show***Murder Mystery
When planning an event think creative, cool and consistent with the educational mission of Albion College.
The following checklist has been designed to assist you in the development of programs. These guidelines refer to programs in which a resource is used.
Student organizations are encouraged to be creative in devising public relations programs. In planning a publicity campaign, here are some general guidelines to keep in mind:
The staff in CPO will assist organizations in developing publicity campaigns that are consistent with College policy, and in identifying creative publicity alternatives that will fit a fixed budget.
Literally thousands of techniques exist for publicity. Below are a few of the more popular and inexpensive ones.
Posters, Flyers, Pleiad Stories & Advertising, Newsletters, Table Tents, Chalk Talk, Logos, Painting the Rock, Tables outside of Baldwin Hall and the KC, Door Decorations, Balloons, T-shirts & Buttons, Fun Give-a-Ways, WLBN Radio, Channel 6 TV, Albion Today Messages, Teasers, Gimmicks, Sheet Signs, Announcements at previously sponsored programs
Is there a Picasso in the house?
If you are feeling like being a little creative and playing with paint, “The Rock” on the campus quadrangle is a prime target for those creative energies. The Rock has served for many years, dating back to the Stone Age, as a place for students and campus groups to advocate for issues and advertise campus events. It is a great place to display some creative masterpieces but don’t get too crazy and color the entire campus blue because only the Rock and its pedestal are considered “on limits”. Any costs incurred in cleaning, repairing or replacing surfaces that are not intended for “decoration” will be billed to the responsible individual(s) or group.
While the Rock cannot be reserved, groups should attempt to coordinate efforts so that all who wish may have an opportunity to paint the Rock. In other words “Fresh Paint”, like always, means don’t get too close. Common courtesy goes a long way here.
Last, the Rock has a reputation for getting a lot of attention, so remember, lets keep things in good taste and conform to the expectations Albion College holds as an academic institution. (Think PG and alcohol free)
Posters and flyers are great methods to get someone’s attention across campus but there are some rules for postings that you need to know about.
Albion College provides authorized spaces around campus for the sharing of written communication by college community members that does not interfere with the orderly appearance or operation of the College. Postings must be in good taste and conform to expectations Albion holds as an academic institution. All postings in campus buildings must be put on public area bulletin boards. Respect should be shown by not covering other's postings.
Sheet signs may be hung in the area between the Kellogg Center and Robinson Hall. Care should be taken to protect personal safety when hanging signs. Please make plans to remove sign immediately following your event.
What to avoid:
No mention of alcohol may occur in postings advertising group events.
Postings on windows, walls, doors, trees, sidewalks, etc. are not permitted. Removal of these postings and repair of any damage caused may be done at the expense of the individual or the group responsible.
Budgeting is a critical aspect to successful program planning. Below is a sample budget format which can be adapted to best suit your organization’s needs. By compiling estimated budgets for each planned event, an overall organization budget can be obtained. Keep in mind the estimated budgets are just that, estimated, and allowance should be made for unexpected costs.
Sources of Income
Organization Funds: ______________________
Student Senate Allocation: ______________________
Liberal Arts at Play: ______________________
Departmental Allocation: ______________________
Ticket Sales: ______________________
Space Rental: ______________________
Equipment Rental: ______________________
Service Charges: ______________________
Total Budget: ______________________
Total Expenses: ______________________
Evaluation is a process of looking back at a specific event or period of time to determine what went really well and also items that did not go as planned. Evaluation is very important if the group is to flourish and be effective. It is during the evaluation that members can freely and openly express their opinions regarding the group and the group’s goals and actions.
When evaluating a program you may wish to consider the following questions: