Organizational Summary

 

 

Programs and Activities Council

Organizational Summary

February 2011

Mission Statement

 

The Programs and Activities Council shall develop and provide a variety of co-curricular and extracurricular opportunities that promote a balanced and enjoyable education that encourages a “community spirit” at Madison College through involvement in campus activities.

 

History of the Organization

 

The Programs and Activities Council (PAC) was formed in 1976-77 when the entire college was located in downtown Madison. The first PAC Office was located in the El Esplanade Building in Room E401. Initially, the board planned outdoor recreation, coffeehouse entertainment, concerts, dances film series, travel, and convocation type events. Originally serving Madison College with a variety of programming including film series, mixer dances, interest groups based on the diverse interests of the student body, convocations and speakers, outdoor recreation, a winter carnival, coffeehouse entertainment, concerts, a spring picnic, and travel programs. 

The move to the Truax campus brought about changes to PAC.  A restructuring occurred that broke off some of the original aspects and formed new entities in order to expand those individual programs; other aspects were dropped entirely due to a decreased interest from the student body.  In addition, the new campus offered new venues for PAC.  The student lounge was built with a stage and spotlights in order to facilitate programming there.

In the 2003-04 school year, another restructuring occurred.  This was primarily internal, and set up the current Chair positions and committees in order for PAC to more smoothly operate.

The 2004-05 school year PAC dealt with a 30% budget cut from the previous year.   PAC focused on fewer but better planned events.  PAC realized there is more to an event planning than just money.  With different marketing strategies and support from other organizations are attendance increased by over 400%.

PAC coordinated 26 events in the 2010-11 school year.  Besides the normal events we added a couple speakers and educational programs.

 

 

Deliverables to the Student Body

 

Programs and Activities Council offers students the opportunity to take part in planning and coordinating events that enhance the recreational, social, cultural, and educational mission of Madison College. Deliverables to the student body are the programs and events offered to students and the Madison College community that encourage a community spirit.

 

As stated in the original PAC constitution, deliverables to PAC members are a leadership experience that enhances classroom learning in areas such as marketing, publicity, accounting, public relations, public speaking, budgeting, developing basic life skills which may not be provided in the classroom such as communication, social skills, self-confidence, time management, leadership, and other areas of personal growth.

 

Audience Served

 

The audience served primarily is Madison College students and their families although the entire Madison College community is welcomed at all PAC events. The focus is on students but PAC does not turn away any interested persons. At events where a small fee is charged, MATC students are either free or at a reduced rate from the rest of the Madison College community.

 

Accomplishments

• We are on target to increased attendance by 10% from last year
• PAC coordinated 27 events this school year
• Enhanced promotions and displays for their events. 
• Expanded to South Madison
• Enhanced  our social media marketing, Facebook
• Increased the number of volunteers
• We did an evaluation after each event in order to improve our future events
• Advertised and opened some of our programs to the community.
• Collected 325 names and email addresses of students that want PAC to inform them of upcoming events.
• New brochure, with a insert of a list of events
• Coordinated a talent show, that we produced a I Movie that was viewed and judged by PAC’s Facebook Fans
• Attended national conference
• Enhanced the PAC web site which included a poster of the upcoming events
• Coordinated educational competition
• We booked performers corresponding to monthly theme. Such as Black History Month, Asian Month, Women’s History Month, Disability Month, and Earth Day.

 

Challenges and Opportunities

 

• In two-year colleges recruitment and retaining members can be difficult with turnover.
• Finding ways to market our events so they are appealing to the students.
• We find it is difficult to get commuter students to return to Madison College at night for our events.

• Adjusting events to make appealing to the wide age and interest range

Three Year Goals

 

Programs and Activities Council

Three-Year Goals

February 2011

 

Following are goals for the Programs and Activities Council budget, which are consistent and inclusive of the Student Life 3 Year Goals/Plan.

 

Goal:  The Programs and Activities Council will provide social and recreational programming opportunities that develop a sense of community on campus.

Objective:      Enhance student awareness and participation in PAC events and activities

Actions:         

• Create a yearly marketing plan(including tabling and other innovative promotional tools)

                  Give-a-way – give away t-shirts after each event

                  Stickers – on soda can, condoms, freebees

                  Coupons – free admission

                  Fliers – with events and web- site information

• Create  larger and colorful posters for events
• Give promotional item with the PAC logo.
• Tabling   

                                                Folding Board with photos and all events

                  Interactive game – prize include t-shirts, bags

                  Candy with stickers on them about PAC

• Facebook – enhance, with invites of events, movie clips, put surveys up, change profile picture often, invite friends to events, upload video clips, trivia questions, add more photos, increase status updates, contest on Facebook, create a monthly scavenger hunt-give prizes to winner
• Wearing PAC t-shirts during events
• Create mascot to use as a tool for marketing

Attend our Events

Use for Scavenger Hunt         

Secret clues on web / bulletin boards

Include on posters and other promotions

• Advertising through movie clips
• Enhance web site

                  Encourage students to fill out surveys

                  Click for a chance to be the events VIP

                  Links to movie clips

Measurable Outcomes:

• Size of Audience

• Audience comments

• Asking the students

 

Objective:      Assess student participation and student interest

Actions:         

• Survey students and audiences to determine how they learned about the activity/ program and to determine student “wants” for the purpose of developing activities.

• While negotiating contracts we hope request that performers allow us to tape their shows so we are allowed to live stream events

• Feedback- evaluation at each event

• Evaluate the number of open clicks of the student bulletin for PAC events

• Focus Group- early spring before our spring conference

                  Broad range of students – variety ages, backgrounds

                  Include food to encourage them to attend

                  Handout small fliers on the focus group at events

                  Where and how to register

                  Give small thank you gift for attendees

 

Measurable Outcomes

• Survey developed and conducted at a family event

• Size of audiences

• The number of collected surveys or event evaluations

• Number of students that click on our events in the Student Bulletin

Objective:      Increase student recruitment opportunities

Actions:            

·Create an marketing plan to recruit students

• Displays of past photos of events and members

• Free snack at the committees first meetings

• Promotional Item Giveaway

• Include large colored posters 

• Offer volunteer hours for extra credit in the classroom

• As instructor to offer extra credit for attending our educational programming                                                 

Measurable Outcomes:

• Number of general members

• The number of collected  student email addresses

 

Objective:    Enhance the learning of PAC Chairs and student members                               

Actions:         

·Continue to improve the manual to support the Chairs on all aspects of their positions

• Retreat / sessions at the beginning of each semester

· Chairs will have the opportunity to attend Conference for networking opportunities with students from different colleges plus more of a variety of educational workshops

• Develop tool to assess chair/ member learning

• Created a post event assessment forms that students coordinators use during their events.

• Set aside time each month for the group to enhance / develop as a group each position

• Encourage student to attend leadership workshops

• Develop small learning opportunities at the end of  meetings when time allows

• Check with faculty to see if  they could attend one of our meeting for event training

Measurable Outcomes:

• Conference attendance at 100% for chairs

• The manual is a quality reference guide

• Growth through evaluations

 

Objective:    Explore and develop new avenues of entertaining the student body                             

Actions:         

• Research use of internet in combination with gaming and other events

• Try a new type of entertainment that all coordinators plan as a team

• Live streaming

Measurable Outcomes:

• Number of student participants

• Team building

 

 

Operations Plan

February 2011

Structure of Group

The eight areas with chair position for 2007-08 school year were Child and Family Events, Live Music Events,  Publicity and Promotions, Office Manager, Education Events, Graphic Designer, Recreation Events and Special Events.

 

Below is a brief job description for each of the Chairs.

 

Position:        Child & Family Events Chair

Position description:

The Child & Family Events Chair coordinates the various PAC events that particularly appeal to Madison College students with young children, which may include events such as Free Halloween party, and Breakfast with Santa and scavenger hunt at the zoo. This chair works with the members of PAC to plan and implement a variety of entertaining and educational events of interest to young children and their families.  This position may be best suited for a person that enjoys working with young children and is interested in strengthening his/her leadership skills.

 

Position:        Live Music Chair

Position description:

The Live Music Chair coordinates the PAC live music events from solo acoustic artists to larger bands that appear on campus including Battle of the Bands and a Hip Hop contest. This chair works with the members of PAC to plan and implement a variety of live musical events of interest to Madison College students.  This position may be best suited for a person that is interested in strengthening his/her leadership skills and has an interest in live music of all types.

 

Position:        Special Events Chair

Position description:

The Special Events Chair coordinates the comedians, hypnotists and other special events such as New Student Daze, Involvement Week, and Campus Cookout that require entertainment. This chair works with the members of PAC to plan and implement a variety of events of interest to Madison College students.  This position may be best suited for a person that is interested in strengthening his/her leadership skills and enjoys comedy and other alternative entertainment options.

 

Position:        Publicity & Promotions Chair

Position description:

The Publicity & Promotions Chair works with the various event chairs to develop awareness of PAC, PAC events and insure a large Madison College student turnout at PAC’s events through various means such as table tents, posters, flyers, mass mailings, targeted mailings, e-mail announcements and Clarion ads. The Publicity & Promotions Chair will be responsible for maintaining and updating PAC’s website.   This position may be best suited for a person that is interested in developing his/her skills in communications and PR and in strengthening his/her leadership skills.

 

Position:        Graphic Designer

Position description:

The Graphic Designer Chair is required to work with all the different areas of PAC to design promotions such as the posters, table tents and all other designs that the group requires.  This position may be best suited for a person that is interested in developing his/her skills in graphic design and in strengthening his/her leadership skills. 

 

Position:        Office Manager

Position description:

His/ her position will be responsible for the PAC budget, meeting agendas, meeting minutes, the SAB representative, plus office support for all of the PAC Chairs.  This position may be best suited for a person that is interested in developing his/her skills in office dynamics’ and in strengthening his/her leadership skills. 

 

Position:        Education Events Chair

Position description:

This student will coordinate education programs for Madison College such as speakers, panels, displays of event history and other programs that education the students.  This position may be best suited for a person that is interested in strengthening his/her leadership skills and enjoys working towards education programs.

 

 

Position:        Recreation Chair

Position description:

The Recreation Chair coordinates the billiard tournaments, leagues and other special events such as Card tournaments, Video Game tournaments, and other entertainment in the appropriate in the WolfPack Den. This chair works with the members of PAC to plan and implement a variety of events of interest to Madison College students.   This position may be best suited for a person that is interested in strengthening his/her leadership skills and enjoys billiards and other alternative entertainment options.

 

Significant Operating Procedures

Members Benefits

 

The members’ benefits and responsibilities are included within the coordinators’ job descriptions.

Manuals were developed with step-by-step instructions on event planning.  This manual also included their job descriptions, calendar, to do list, agendas and action items, tips on staying organized and time management.  This was created to keep the students organized.

 

Methods and Process for Obtaining Student Body Feedback

 

The traditional survey the results indicated students prefer lunchtime events during the middle of the week.  When asked what are the two best ways to inform them of campus activities students receive their information from emails, posters, and the student bulletin.  The programs that students are interested in are dances, themed events, talent shows, video games, comedy and live music.  Most students enjoyed a wide range of music. 

 

Current Officers

Child & Family Events Coordinator –  Jessie Nunez

Live Music Events Coordinator – Gloria Ohima

Publicity & Promotion Coordinator –  Kelly Markor

Special Events Coordinator –Rose Pangilinan

Office Manager – Mai Chong Lor

Graphic Designer – Tiffany Manning

Recreation / gaming Coordinator – Nina Rouse, Grace Broadnax

Education Events Coordinator – Dalia Mohamed

There were several others student that supported PAC and their events.

List of Activities and Events including Attendance Numbers

 

Date	Event	Campus	Attendance Numbers
	1st Semester
9/9	Campus Fun Day	Truax	160
9/14	Campus Fun Day	West
9/16	Campus Fun Day	DTEC
9/22	Singer Nick Motil	Truax	223
9/29	8-Ball Tournament	Den	10
10/6	Matt Glowacki	Truax	63
10/13	Hypnotist Jim Wand	Truax	525
10/23	Kids Halloween Party Dave Rudolf	Truax	111
10/26	Tennis Faces	DTEC	75
11/3	Dynamic Duo - poetry	Truax	104
11/11	8-Ball Tournament	Den	4
11/15	Madison College’s Got Talent	DTEC	75
12/4	Breakfast with Santa	DTEC	141
	2nd Semester
1/26	Cappella Group Chapter 6	Truax	314
2/2	Singers Trouble Annie	Truax	176
2/8	Psychic Fair	DTEC	49
2/9	9-Ball Tournament	Den	6
2/16	Mike Winfield	Truax	348
3/3	Singer / Comedian Amanda Duncan	DTEC	63
3/9	Beach party with Dave Rudolf	Truax	107
3/30	Women’s Quiz Bowl	Truax	74
4/6	Lynhurst	Truax	186
4/14	8-Ball Tournament	Den	5
4/16	Kids scavenger Hunt at the Zoo		60
3/22 – 3/27	APCA Conference		6
4/27	Comedian Amy Anderson	Truax	135
5/3	Cookout	DTEC	500
5/5	Cookout	Truax	1500

 

 

Funding Plan

 

Rationale and Assumptions Used:

SAB will be able to fund an increase in 2011-2012 and will allow an increase of 3% which is $1,317

 

Travel - $8,221

Hotel and registration for National Association for Campus Activities national conference for students and advisor and reservations for retreats

 

Food $1,000

Most of the food charges are from events for example Breakfast with Santa and cookies for children events.  

 

Membership $765

         Membership for National Association for Campus Activities

 

Supplies $2,927

         Event supplies – decorations, props, costumes, prizes and T-shirts

             

Duplications $304

The increase is to obtain promotional items for instance colored posters, table tents, brochures and bookmarkers. 

 

Advertising $1,000        

Advertising in both the Clarion and outside public publications.

 

Repair Service $328

         PAC’s share of the copier repairs

 

Contract Service 26,000

         Performer contracts and hotel expenses

 

Telephone $437

         PAC’s telephone expenses

 

Awards $4,200

         Seven students stipends of $600 each, $300 each semester. 

 

TOTAL BUDGET REQUEST FOR 2011-12 - $45,182