Programming and Evaluation
Programming involves initiating, planning, and coordinating events or activities. As a student leader, programming gives you the opportunity to create experiences that reflect the needs and interests of Blinn College students—while also helping you develop valuable skills and achieve personal growth.
Programs should benefit the student body. For example, organizing an art exhibit can provide attendees with an enjoyable experience, introduce them to a new artist, foster cultural exposure, and even offer opportunities to engage directly with the artist. At the same time, programming benefits the sponsoring organization. Planning and hosting an event helps members develop important skills such as event planning, time management, promotion, budgeting, and problem solving. It also provides leadership experience, from motivating a team to delegating responsibilities and making decisions.
When developing a program, focus on making the process a learning experience for everyone involved. Remember that your organization’s members are key to your success. By delegating tasks, you can complete multiple parts of a project simultaneously, build a strong sense of teamwork, and empower members with hands-on leadership experience. Involving all members not only helps accomplish goals but also fosters a spirit of collaboration and prepares members to be confident, capable future leaders.
Conception
Before planning an event, your organization should clearly define its purpose and goals. Taking time to thoughtfully consider the event’s foundation ensures greater success and smoother execution.
Ask the following key questions during the early planning stage:
- Who is the target audience?
- Consider who will attend and what will appeal to them.
- What are their needs or interests?
- Ensure the program aligns with what students value or want.
- What is our budget?
- Determine available funding and set realistic financial limits.
- What additional resources are required?
- Think about staffing, equipment, marketing, and supplies.
- What campus or organizational policies apply?
- Review guidelines to ensure compliance.
- Is there support for this program?
- Gauge interest and backing from your members and advisors.
- Is there enough time to plan effectively?
- Allow for proper scheduling, preparation, and promotion.
- Should we charge an admission fee?
- Decide if a fee is appropriate or necessary to cover costs.
- What is the most suitable facility?
- Choose a venue that matches your event's needs and expected attendance.
- What dates are available?
- Coordinate around academic calendars and other campus events.
- What potential risks need to be addressed?
- Identify and plan for safety, liability, or logistical concerns.
Taking a strategic approach during the conception phase sets a strong foundation for a successful and meaningful program.
Advanced Planning
Thorough advanced planning is essential to the success of any event. The more complex or large-scale the event, the more time and preparation it requires. In fact, the success of your program may directly reflect the quality of your planning process.
All event planning must be fully completed and submitted for approval no later than four weeks prior to the event date. This includes securing all necessary permissions, finalizing logistics, confirming resources, and completing any required paperwork. Failure to meet this deadline may result in the event being delayed, denied, or canceled.
Completing the planning process on time allows your organization to identify and resolve potential issues in advance, ensuring a smoother and more successful event.
Co-sponsorship of Events
If your organization lacks the resources to facilitate or fund the event you had in mind, one option is co-sponsorship. Your organization may seek out other organizations to co-sponsor the activity both financially and in terms of human resources. Remember, the more groups and the more people involved, the greater the number of creative ideas, the greater the number of workers, and most importantly, the greatest opportunity for success. Co-sponsorship is a fantastic option that enables groups to pool their resources. For helpful hints and ideas to assist your organization in its attempt to find co-sponsors, stop by the Student Government Office or the Office of Student Leadership and Activities.
Once an idea for an event is agreed upon between the cosponsoring organizations, the event should also have a shared purpose or goal. This goal may be something as simple as raising money for the organization or as complex as raising the campus awareness of a particular issue. Just remember to clearly define what role each organization will play in developing and executing a co-sponsored event.
Selecting a Date
Once your organization has an event idea, the next critical step is selecting an appropriate date. Timing plays a major role in the success of your program. Because Blinn College hosts a wide variety of events—organized by student groups, residence halls, academic departments, athletics, and more—it’s important to coordinate your event to avoid scheduling conflicts. Overlapping events can reduce attendance and impact the overall success of your program.
When choosing a date, be aware of possible limitations such as competing events and the availability of campus facilities. Early in the planning process, visit the Office of Student Leadership & Activities to check the Master Calendar and confirm date and space availability. This applies to both on-campus and off-campus events. Regardless of location, all events must be submitted using the Event/Facility Request Form. Off-campus activities can also be added to the calendar to prevent conflicts with scheduled on-campus programs. Taking the time to select a well-timed date—and completing the required paperwork—is essential to ensuring your event receives the attention and participation it deserves.
Selecting a Facility
The third step in event planning is selecting an appropriate location and beginning the facility reservation process. When choosing a space, consider the size and layout needed for your expected attendance, as well as any specific requirements such as audiovisual equipment, food or alcohol service, security, accessibility, or other logistical needs. These factors may limit which facilities are suitable for your event, so it’s important to assess them early in the planning process.
Regardless of whether your event will be held on or off campus, you are required to complete the Event/Facility Request Form, which can be found on the Student Leadership and Activities page. This form is necessary to begin the official planning and approval process.
On the Brenham campus, any use of residence hall or apartment spaces must be approved in advance by the Office of Housing and Residence Life. In these cases, student organizations should first check with the appropriate office to confirm availability, then request the necessary approvals before submitting the final reservation through SLA. Please note that the Office of Student Leadership and Activities does not manage these spaces.
On-Campus Facilities
Recognized student organizations have access to a variety of facilities and locations across campus for meetings and events. All facility reservations—regardless of prior discussion or tentative scheduling during Fall or Spring planning meetings—must be officially submitted through the Office of Student Leadership & Activities (SLA) with the Event/Facility Request Form. Some campus facilities also require additional approval from specific departments or building managers. In these cases, student organizations should first check with the appropriate office to confirm availability, then request the necessary approvals before submitting the final reservation through SLA.
For regularly scheduled events, such as biweekly meetings, organizations are encouraged to reserve all dates at the beginning of the semester. Be prepared to provide the specific dates and times for each meeting when submitting your request.
Due to the limited space available space of each campus, there may be times in which an organization has a space reserved but may need to be forfeited. These happen on rare occasions but if the situation arises, the Office of SLA will notify club leaders and work on finding a suitable alternative.
On the Brenham campus, any use of residence hall or apartment spaces must be approved in advance by the Office of Housing and Residence Life. In these cases, student organizations should first check with the appropriate office to confirm availability, then request the necessary approvals before submitting the final reservation through SLA. Please note that the Office of Student Leadership and Activities does not manage these spaces.
Event Needs
If the organization intends to hold an event on campus, student leaders need to identify all the equipment required for the event. Listed below are the steps and timelines which must be followed to ensure the necessary technical support for the event.
6–8 Weeks Before the Event
- Meet with your organization or club members to discuss the event vision and goals.
- Check the campus event calendar to confirm availability and avoid scheduling conflicts.
- Begin drafting a list of supplies, equipment, and resources needed for the event.
- Identify key individuals or departments who may need to be involved (e.g., SLA staff, Marketing, Facilities).
- Complete and submit the Event/Facility Request Form, available on the Student Leadership & Activities (SLA) website.
1 Month Before the Event
- Create a list of outstanding tasks to complete prior to the event.
- Keep organization members informed and involved in planning efforts.
- Confirm the event location and ensure all technical and logistical needs are being addressed.
- Begin gathering necessary materials and supplies.
- Recruit volunteers or members to help staff the event.
2 Weeks Before the Event
- Distribute approved flyers or posters (after receiving approval from the Office of SLA).
- Confirm that the event has been officially approved and that location, equipment, and technical needs are secured.
- Finalize any outstanding purchases.
- Create a detailed responsibilities list for the day of the event.
Week of the Event
- Confirm arrangements with any vendors, speakers, performers, or presenters.
- Share final promotional materials or reminders.
- Reconfirm volunteer or staffing commitments.
- Finalize the event layout and setup details.
Day of the Event
- Address any last-minute details or changes.
- Check in with all volunteers, presenters, and staff to ensure everyone is prepared and in place.
After the Event
- Send thank-you notes to speakers, volunteers, sponsors, or anyone who contributed to the event’s success.
- Complete and submit the Activity Reporting Form through the SLA website.
Facilities Reservation Form
This form can be found on the SLA website. Submit the electronic form to the Student Leadership and Activities Office on your campus as soon as possible—this can be done electronically (consult their webpage for information and instructions). Even if special needs are indicated on the reservation form, be sure to contact all service areas personally to ensure that delivery date and time are correct.
Agreements, Confirmations, and Contracts
During the planning and programming process, an organization will probably encounter the need to enter into contracts with performers, facilities, and possibly other business organizations. If the event involves a contract, student leaders must meet with the Office of Student Leadership & Activities before entering into any verbal or written agreements. Students and their organizations are not authorized to sign contracts. All contracts must be approved by the Legal Department of the Blinn College District and signed by the Chancellor or his/her designee. If you need to have contracts requested and signed, please stop by the Office of Student Leadership & Activities on your campus.
Hospitality
If the event involves a speaker or performer, the hospitality required by the artist will be stipulated in the contract. Common hospitality requirements include a hotel room for an evening and a meal before and/or after the event. Please note that the college prohibits hospitality requests for any type of alcohol or tobacco products. Any stipulations concerning alcohol or tobacco products will be stricken from the contract.
Food Services
Blinn College’s Campus Food Services, located in the Student Center on both the Brenham and Bryan campuses, offers catering for student organization events. Catering menus and pricing guides are available in the Food Services Office. While Food Services may be a convenient option, they may not always be the best fit for every event—organizations should consider the type, timing, and scale of their event when evaluating catering needs.
To ensure availability and proper coordination, you must contact your campus’s Food Services Office at least four weeks in advance of your event. Additionally, be sure to indicate your request for catering on the Event/Facility Request Form.
When arranging catering, be prepared to provide the following information:
- Date, time, and location of the event
- Desired delivery or pickup time for the food
- The organization’s budget for refreshments and the account to be billed
- Estimated number of guests attending
After your event, Food Services will submit an invoice to the Business Office, and your organization’s account will be billed internally. About one week after the event, you are encouraged to follow up with the Food Services Office to review their services and address any questions regarding the invoice.
Obtaining Parking Passes for Guests
On both the Bryan and Brenham campus, parking passes can be obtained from the Office of SLA on the day of the event. Please coordinate with the office at least a week beforehand so that the proper number of passes can be reserved, and Campus PD can be notified.
Promoting & Publicity
Promoting your event effectively is key to its success. Publicity efforts should focus on reaching your intended audience and require thoughtful planning and creativity—far beyond just posters. To ensure all promotional materials align with Blinn College’s brand and communication standards, all marketing materials will go through the Office of Student Leadership and Activities (SLA).
The Office of Student Leadership and Activities (SLA) can coordinate with the Office of Marketing and Communications (OMC) for review and approval if an organization is requesting official advertising. Marketing requests must be submitted at least four weeks prior to the event, though OMC strongly recommends submitting them even earlier to allow ample time for design, production, and effective promotion. Any costs associated with marketing services will be charged to the student organization.
The Office of Marketing and Communications supports Blinn College’s mission by managing the college’s marketing, media relations, and communications. Working in partnership with students, faculty, staff, and administrators, OMC helps maintain a consistent and professional image for the college.
OMC services include:
- Designing and producing marketing materials (flyers, posters, brochures, newsletters, etc.)
- Managing media relations, including press releases and interviews
- Coordinating paid advertising across print, digital, TV, and radio platforms
- Developing and updating website content
- Overseeing all official college social media accounts
Partnering with SLA and OMC ensures that your event is promoted professionally, effectively, and in accordance with college standards.
Marketing and Communications Staff
To begin the marketing process, student organizations should first reach out to the Office of Student Leadership and Activities (SLA). SLA staff will help determine your promotional needs and ensure your request is submitted properly and on time. Early communication is key to a successful marketing plan.
Payment Methods
As your organization plans an event, you may need to pay for goods and services using approved college payment methods. Student clubs and organizations can use check requests, purchase orders, or internal billing. Cash reimbursements are not permitted under any circumstances, and individuals are not allowed to make purchases on behalf of the organization with the expectation of being reimbursed. To spend club funds, you must contact the Office of Student Leadership and Activities (SLA) in advance to ensure the correct procedures and forms are followed.
Check Requests
The standard form of payment is a Blinn College District check. All requests for money can be made by using the Purchase Request Form. A sample of this form can be found in the appendix. All forms must be filled out in its entirety and submitted to Office of SLA. Please note that for payments to individuals or companies providing a service, if the money earned is taxable, the college must be provided with a W-9 with the individual’s Social Security number or the company’s Federal Tax ID number before a check will be issued. Please ensure that you have completed this process in full before any individual or company provides the services outlined in the agreement.
All money requests must be accompanied by a receipt, invoice, or contract signed by the legal department of the Blinn College District. Any requests submitted without proper documentation will not be processed. Please allow ample time to complete this process. Please note that in some instances the College’s tax-exempt status may be applicable. Please contact the Business Office for more information on tax-free purchases.
Purchase Orders
A purchase order is a legal commitment to pay a business for the delivery of products. Purchase orders are most often used when merchandise is ordered, and payment is expected after receipt of the goods. Since the college has a policy of “no advance deposits or payments,” a purchase order is often requested by the business. If a purchase order is needed, you may contact the Office of SLA. Before doing so, please gather the following information:
• The name and description of item being purchased, including the quantity
of pieces
• The dollar value of the purchase
• The full name and address of the business
Off-Campus Events
Requirements for Off-Campus Events
• All off-campus events must be approved and registered with the Office of Student Leadership & Activities at least four weeks in advance. Written contracts approved by our legal department are required between Blinn College District and off-campus facilities.
• The advisor of the sponsoring organization must be present at all off-campus events.
Promoting Your Event
Effective promotion is key to the success of any event. Communicating clearly and engagingly with your target audience is one of the most important steps in the event planning process. Thankfully, several on-campus communication channels are available to help spread the word, and with a little creativity, you can develop fresh, eye-catching strategies to get your event noticed.
Here are some proven ways to promote your event on campus:
- Social Media: Use your organization's social media accounts (Instagram, Facebook, Twitter, etc.) to share event details, teasers, and countdowns. Create an event hashtag and encourage attendees to post about it before, during, and after the event.
- Flyers and Posters: Design visually appealing flyers and posters to be posted in high-traffic areas such as the student center, dining halls, dorms, and libraries. Make sure the design stands out and includes key event information (date, time, location, RSVP info). Note: The cost for printing materials is the responsibility of the club, and the SLA office does not cover these expenses.
- Tabling: Set up a table in a busy area of campus (like the student union or main walkway) to hand out flyers and talk directly to students about the event. This is a great way to answer questions and generate buzz face-to-face.
- Class Announcements: If possible, ask professors or student group leaders to make a brief announcement about your event at the beginning or end of their classes. Be sure to keep it concise and relevant.
- Collaborations with Other Groups: Partner with other organizations, clubs, or departments to cross-promote the event. Their networks can help amplify your message to a broader audience.
Remember, the key to successful promotion is creativity. The more unique and visually striking your promotion materials, the more likely your event will stand out among the multitude of competing campus activities. Don’t forget to monitor your event's success through engagement (likes, shares, RSVPs) and adjust your strategy as needed.
Posting Regulations
All recognized student organizations may post materials on campus which promote events. Once the materials are in final form, they must be taken to the Office of SLA in the Student Center for stamping. If acceptable, they will be approved and stamped with the “SLA” stamp. In order for the materials to be approved several conditions must be met:
- The event advertised must have been previously registered with the Office of SLA.
- The organization must be a recognized campus organization.
- The materials may not contain any negative publicity (i.e. “Skip the Humanities film and come to the sophomore semiformal”).
- Materials may not focus on alcohol or drugs (i.e. “Come drink till you sink at the Halloween Dance”). No references to alcohol or drugs.
- The materials must contain all of the necessary basic information - the date, time, location, and title of the event.
The following rules apply to the posting of approved materials.
Organizations MAY:
- Post on bulletin boards;
- Rearrange bulletin boards to make room for their materials so as not to cover up other postings.
Organizations MAY NOT:
- Post materials on windows, bricks, any type of glass, doorway, or painted surface and vehicles;
- Remove another organization’s materials;
- Cover up another organization’s materials.
For the Brenham campus if your organization is wanting to post materials in the residence halls they must also be approved by Housing and Residence Life. Approved materials will be posted by Housing and Residence Life staff. No clubs or organizations should be posting materials in the residence halls.
Finally, it is also expected that organizations remove their posted materials immediately after the event has taken place. This helps to keep our campus attractive and eliminates excessive clutter on bulletin boards. Any fliers hung on campus without the SLA stamp of approval will be promptly removed, and the organization may face repercussions.
Event Evaluation
Evaluating your event after it concludes is essential for two reasons. First, it helps your team identify what worked well and what could be improved, guiding decisions about whether the event should be repeated. Second, it creates a useful reference for future leaders, saving them time and helping them avoid past mistakes.
Complete your evaluation soon after the event, while details are still fresh. Store it in a permanent event file for future use.
Tips for effective evaluation:
- Collect feedback from attendees, volunteers, and organizers.
- Use a short evaluation form to assess areas like logistics, promotion, attendance, and overall impact.
- Include key information: names, contacts, prices, vendors, and timelines.
- Note any challenges, how they were handled, and suggestions for improvement.
- Save relevant materials—budgets, flyers, photos, and schedules.
A clear, concise evaluation will make planning future events smoother and more effective.