5 Ps of Programming for McDougal Student Life Fellows

1
5 Ps of Programming for McDougal Student Life
Fellows

• Everything you need to know but were afraid to
  ask about being a McDougal Student Life Fellow
• Mcdougal.center_at_yale.edu, 432-BLUE, 123 HGS
• 8/2008

2
5 PS

• PLAN
• PROGRAM WORKSHEETS
• PUBLICIZE PROMOTE
• PREPARE PERFORM
• PROGRAM EVALUATION (A)PPRECIATION

3
PLAN- GENERAL

• Meet with team partner(s) program adviser to
  discuss well in advance
• Do Co-Programming with
• Other SL Fellows Teams
• Other McD Offices- Careers, Writing, WMW, GTC
• GS Diversity Office (ODEO)
• GSA, GPSS Other Grad Student Groups
• Make contacts with speakers, sources, co-sponsors
  resources
• Seek freebies co-sponsorship from merchants,
  organizations

4
PLANNING GUIDELINES FOOD

• Modest Refreshments
• Basic snacks soft drinks- individual servings
  from 119 snack closet when appropriate
• Self-Catering where possible
• McD orders bulk cheese, crackers, fruit,
  desserts, etc. Fellows platter serve them
• See Staff member Anna for possibilities
• Limited Restaurant Take Out/delivery food -Pizza,
  wings, sandwiches
• See Anna in Office to order on Yale Credit Card
• HGS Dining Hall
• prepares simple hot apps, lunch desserts for
  pickup
• Group dinners at reserved tables in DH
• Sheets of baked goods from Yale Bake Shop
• Discuss with HGS Manager McD Office staff

5
PLANNING GUIDELINES- DRINKS

• Mostly bottled water, soda, juices
• 119 Closet B38 if large event
• Coffee/tea by the Carafe from Blue Dog Café
• Regularly weekdays poss. Weekend service
• Order with BD Fellows in advance
• Sponsoring Fellow picks up takes to 119/211 HGS
• Coffee/tea coupons for events possible
• Alcohol- very limited use
• At receptions, social events with Adviser
  approval
• Must be served monitored by Fellow- no
  self-serve
• Always offer non-alcoholic beverages with alcohol
• Wine by bottle, canned/bottled beer from B38
• Pre-mixed cocktails in thermos from HGS DH
• Post 21 in event ads, monitor as needed

6
PLANNING- FOR KIDS FAMILIES

• Is Event Family-Friendly?
• Are children welcome at workshop, social, trip?
  Note in email web calendar
• Provide Kids snacks drinks as needed
• Juice boxes, animal crackers, snacks from 119
  closet in Kids snack baskets
• Label punch mixed drinks (punch with rum,
  non-alcoholic cider)
• Borrow Kids toy bins from basement- to entertain
  kids at meetings, workshops
• Offer discount child tix price if needed

7
PLANNING TICKETS TRIPS

• Registration or Tix needed?- discuss w/adviser
• McDougal Ticket Office- Tix sales _at_ 125 HGS, M-F,
  9am-430pm, cash or check
• Purchase Tickets- negotiate McD group discount or
  student price
• McD center resells tix at face value
• Consider McDougal value-added- talk or
  reception before ticketed concert or play
• McD office-made tix for classes, workshops, trips
• Advance head count- Online reg. or email RSVP?
• Bus, train or DIY transport
• Bus rental usually 10-15pp in CT
• Staff to Arrange 4-6 weeks in advance

8
PROGRAM WORKSHEETS - PAST
Bookmark it- Fellows Work page (link at bottom
of pics page) http//www.yale.edu/graduateschool
/mcdougal/fellowswork.html

• PAST EVENT WORKSHEETS- A GREAT RESOURCE
• Review Past Event program worksheets,
  evaluations and notes online
• Login to program worksheet public site
• Password Fellows08
• Click at Top- Public Search Form
• Search by event name, your program area, etc
• See Notes on past events menus, resources,
  attendance, evaluation hints

9
PROGRAM WORKSHEETS- NEW
Bookmark it- Fellows Work page (link at bottom
of pics page) http//www.yale.edu/graduateschool
/mcdougal/fellowswork.html

• Submit New Program Worksheet after planning event
  with team Adviser
• 2-4 weeks in advance of event submit worksheet
• After submitting worksheet, check with McD office
  staff to clarify finalize program details

10
PUBLICIZE PROMOTE- WEB Calendars

• Web Calendars
• http//www.yale.edu/mcdougal/studentlife
• Click on Calendar, then select one (SL, Kids,
  Arts, Intl, etc)
• To add event, click on Yellow Add Event button
  in upper right corner
• Use ctrl click to post to multiple calendars in
  List
• Approved by Staff every 1-2 days

11
PUBLICIZE SL NOTES

• Weekly McD SL Notes
• Sent on Mondays from mcdougal center email, only
  by SL Coord Fellow
• In HTML this weeks McD SL events, upcoming McD
  events, general event announcements box office
  on sale now (event date, time, tix price)
• By 12noon Sunday, email your blurbs to
  mcdougal.center_at_yale.edu
• Put For Notes in subject line
• All Program info, short form date, time, place,
  2 sentence description, online signup email
  rsvp/tix info
• Include Your Tip of the Week too

12
PUBLICIZEFLYERS MINI-FLYERS

• FLYERS POSTERS
• Fellows design basic flyers - size 8.5 x11
• McD office copier makes BW Copies on color paper
• For Big Events or Series- RIS Color Laser
  Posters, 11x17
• Flyers campus mailed to GS depts. GP schools
  dorms 7-10 days in advance
• Complete Copy/mail Request Form for 125 Program
  Assistant (student worker) to do
• Flyers posted in Center on Bulletin Boards _at_
  HGS
• Fellows take flyers post around campus- bring
  to meetings
• MINI- FLYERS TABLE TENTS
• 125 HGS Copier makes ¼ sheet mini-flyers from
  original
• Handout at preceding events (F3, concerts)
• PAs or Fellows put in HGS Dining Hall in BD
  Café table tent holders, on piano

13
PUBLICIZE PROMOTE- MISC

• Formsite web registration/signup if needed (see
  Wendy/Lisa)
• Use specialized Email lists
• Family, previous tix buyers, women, etc
• Email to depts schools by Adviser
• Use Your personal contacts emails
• Dept School emails
• Facebook
• Friends Labmates
• Yale International email list

14
PREPARE PERFORM

• Confirm speakers, supplies, food drink, tickets
  to sell _at_ box office
• Remind assisting Fellows of the event time,
  location, responsibilities
• Prepare room, setup, refreshments, supplies
• Prepare pre-registration/ticket purchased list,
  sign-in sheet a/o at door ticket sales
• Host enjoy your event
• Keep track of actual attendance, registration
  signups or at door ticket sales
• Cleanup and put away everything

15
PROGRAM EVALUATION (A)PPRECIATION

• Paperwork
• Turn in credit card receipts or collected to
  125 office immediately after event
• Turn in copy of sign-in list of attendees
• Update program worksheet online - revise general
  info complete evaluation section
• http//www.yale.edu/graduateschool/mcdougal/fellow
  swork.html
• Password Fellows08
• Select Public Summary Table to Update
• Fill in attendance, notes, tix sales
• Add costs of catering (DH, credit card), etc.-
  ask Office staff for info
• Click Update at bottom of form to save changes

16
PROGRAM EVALUATION (A)PPRECIATION

• Write Thank You notes to speakers or sponsors
• HGS Note Cards in office- staff can provide
  postage or use campus mail
• GS mugs or other items as thank you gifts for
  speakers
• Review written audience evaluations if any
• Organize computer and paper files on event
• Flyers, materials, signs

17
Remember the 5Ps youre good to go!

• New SL Fellows should plan their first fall event
  with a veteran fellow on their team, or with the
  Coordinating Fellow
• Review your first McD flyer with Coord Fellow or
  Adviser prior to sending out
• Ask the staff or other SL Fellows any questions
• Mcdougal.center_at_yale.edu, 432-BLUE, 125 HGS