Student Activities

Planning Checklist

Downloads

SPC-Program Checklist (Download as a Word Document)

SPC-Program Checklist (Download as a PDF)

Program Planning Checklist

Student organizations/advisors must wait until an allotment has been approved by the administrator supervising the budget source requested or approved by the Funding Board to make any payments towards a program or facilitate the signing of any agreement for services (contract, Standard Riders, Purchase Order/Request, waiver, etc.).

Remember to check off the boxes that apply to your program. Date of Completion
Complete a programming proposal for funding – DO NOT MAKE ANY PURCHASES UNTIL FUNDING FOR YOUR PROGRAM HAS BEEN APPROVED.
Make a reservation for space on the La Salle University On-line Events Calendar on the mylasalle Portal.
Share programming ideas with your student organization, advisor or Resident Coordinator
Make an appointment with a staff member in the Student Programming Center to discuss your programming idea.
If using the Dan Rodden Theater, make arrangements through the Masque if lighting beyond a light switch being turned on is going to be needed for your program.
Create a publicity campaign for you program (see Advertise)
Decide on what kind of documentation will be needed for paying any performer, vendor, and/or supplies, etc.
Review documentation for payment with the Director of the Student Programming Center. Legal documents MUST be signed by a University Official. Students CANNOT sign legal Documents such as contracts, Standard Riders, Waivers, etc.
Review electrical/room set-up needs with the Union Services Director in Administrative Services.
Arrange for ticket sales in the Student Programming Center if required. You may inquire about selling tickets for your program in the Student Programming Center.
Work with your advisor, Resident Coordinator, or Student Programming Center staff member on notifying La Salle Security about the date and details of your program- including any on-campus parking need you may have for your program.
Work with a staff member in the Student Programming Center to secure an outside security company if you are planning a larger program.
Work with a staff member in the Student Programming Center to secure a emergency ambulance company to be on site for your program if deemed necessary.
Work with your advisor, Resident Coordinator or Student Programming Center staff member to arrange for on-campus catering through Food Service.
Work with your advisor, Resident Coordinator or Student Programming Center staff member to arrange for hospitality and hotel needs if deemed in contract.
Submit any changes to the electrical/room set-up need to the Union Services Director in Administrative Services (205 Union Building).
Reimbursement: Keep original receipts & credit card statements/bank statements (see Check Requests) and give to the administrator who supervises the budget the reimbursement is being paid from.
Delegate secure responsibilities for the program to your fellow organization member
Have publicity flyers approved by Administrative Services (205 Union Building) before distribution.
Prepare Check Requests/Purchase Requests/Orders (see Expenses FAQ).
Secure professional staff volunteers if they are required for your program if deemed necessary.
Retrieve checks from the Finance and Administration Office (remember the Check Request deadline is Monday at noon. Checks are cut on Thursday afternoons.
Double check facilities, catering, and volunteer coverage for your program.
Communicate with your student organization members and volunteers on the itinerary for the program.

Bus Program Request Check List

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Remember to check off the boxes that apply to your program. Date of Completion
Make an appointment with the Programming Coordinator in the Student Programming Center complete and review the Bus Request Form.
Complete and review the Bus Request Form with the Student Programming Coordinator in the Student Programming Center.
Give the Programming Coordinator in the Student Programming Center a copy of the publicity flyer for your program.
Make arrangements with the Programming Coordinator in the Student Programming Center for ticket sales, retrieval of the Bus Registration Form, Ticket Sales/Sign-Up Sheet with the names of participants…and any supplemental items for your program.
Return any materials borrowed from the Student Programming Center after your program is completed.

Ticket Sales/Sign-Up Request Check List

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Remember to check off the boxes that apply to your program. Date of Completion
Make an appointment with a professional staff member in the Student Programming Center complete and review the Ticket Sales/Sign-Up Request Form.
Complete and review the Ticket Sales/Sign-Up Request Form with a professional staff member in the Student Programming Center.
Create coupons for distribution to students participating in your program.
Give the coupons (cut, numbered, and in numerical order) to a professional staff member in the Student Programming Center for distribution to participants as they sign-up for your program.
After the Last Day of Ticket Sales/Sign-Up: Make an appointment with a professional staff member in the Student Programming Center to retrieve the Ticket Sales/Sign-Up Sheet of participants, Bus Registration Form, deposits, or any supplemental items for your program.
Return any materials borrowed from the Student Programming Center after your program is completed.

Publicity flyers must include ticket sales start-end dates, times of sales, cost of the deposit or program, and the ticket sales policy of the Student Programming Center.