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Program tool 8. Tips for planning your program
Use this work sheet to help plan your program. Answer the questions in each part as best you can. It may help to do a survey of your members if the program is brand new to them. A program planning committee can be very helpful.
Part 1 Program Basics: These questions will help describe the program. You or your members will have the answers.
Part 2 Action Plan: This checklist will help you develop a detailed plan and make the program happen.
Part 1–Program Basics
| Key questions |
Your answers |
| Who |
Who is the program for?
Who would the participants be? (members and/or non members?)
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| What |
What are the interests and needs of the participants re: the topic or issue?
What do you hope will happen as a result of the program? (your objectives)
What do you hope will happen during the program?
What type of program would best suit the participants and meet your objectives. (e.g. discussion group, presentation, try-it-out session, exercise class, watching a video) |
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| Where |
Where could you hold the program?(What safe and activity-friendly place/space best suits the participants, the activity and is available?) |
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| When |
What days/times best suit the participants?
Is space available for your program at those days/times? |
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| Who else |
Who can help with the program planning and preparation? |
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Part 2 – Action Plan
Each task needs to be done in time to make sure your program will run smoothly. A task may take months, weeks or days depending on the type of program. Larger, more detailed programs require more time.
Some tasks such as leadership or reserving facilities need to be done very early in the process.
Each task needs to be done by the program organizer or by helpers. Helpers could be participants or members of a program planning committee. Share the fun of program planning, share the workload—and get more volunteers for future programs.
| Task |
Details |
Who will do it and when? |
Done |
| Logistics |
Reserve the room or space required for the dates and times for the program. |
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What equipment is needed? (e.g. TV/VCR?, tape recorder…etc)
Where can you get this equipment? |
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Will you have refreshments?
If yes—what? |
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| Leadership |
Who can lead the program? (It may be you, one of your members or a community resource.)
Contact potential leader(s) to confirm their involvement.
Provide the leader with information about the participants (number, age, interests and needs) and the purpose of the program, time and place.
Check with them about any fees, expenses and required equipment.
Are there any precautions you or the participants need to know about? |
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| Budget |
What costs will you have for the program? (room rental, equipment purchase or rental, refreshments and other supplies.)
What income will cover the costs? (registration fees, existing budgets, donations or sponsors) |
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| Promotion |
How soon do you need to promote the program in time for your participants to know about it and make plans to participate?
What promotion opportunities can you use to get the word out? (posters, word of mouth, articles in your newsletter, phone trees, announcements at meetings)
Note: All promotional materials need to include the program name, date, time, location cost and a brief description. See Program tool 13 - Sample poster for active living. |
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| Registration |
Will you require a registration procedure or not?
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Liability
Forms for Participation |
See Active living for information about PAR-Q forms, consent forms and safety tips if you are planning a physical activity. |
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| Safety Procedures |
Have safety procedures and an emergency plan established before the program is to start.
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| On the day of the program |
Arrive 30 – 60 minutes early.
Make sure that the space and equipment are ready.
Have any handouts and feedback forms ready.
Have someone to introduce and thank the leader. |
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| Evaluation |
Have enough copies of a feedback form to distribute to all participants. (See Program tool 21– Member satisfaction survey for a sample form)
Make sure to take attendance. |
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| Follow up |
Send thank you notes to leaders and other helpers.
Note key details for future programs and planning. |
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| Active Independent Aging was a joint venture between the University of Ottawa and the Public Health and Long-term Care Branch, City Of Ottawa. For more information please visit our website at: www.falls-chutes.com. Funding provided by Health Canada/Veterans Affairs Canada Falls Prevention Initiative. The views expressed herein do not necessarily represent the official policies of Health Canada, Veterans Affairs Canada, the University of Ottawa and the Public Health and Long-term Care Branch, City Of Ottawa. The information in this handout is current as of 2004. |
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