Chapter 13: Preparing the Program Plan Flashcards
1
Q
the program plan need to be communicated to
A
other staff members who will help implement the program
2
Q
programmers are unable to produce a program
A
single handedly
they need to be able to communicate all the details of the design to other people to help
3
Q
the written program plan communicates
A
the role of each person involved in producing the program
4
Q
if you do not communicate with other staff members- particularly those implementing your program
A
it will fail
5
Q
if someone designing, someone marketing, or planning, or implementing they must all be
A
on same page as to what the program is and what objective is to be met
6
Q
what is the program plan
A
a blueprint that outlines the various roles and functions to deliver the program
7
Q
all roles come together to ensure program’s success and if one is not ready
A
program will not succeed
8
Q
the program design phase allows the programmer
A
to have a well thought out and clear idea of the program
9
Q
the benefit of writing the program plan is that
A
flaws can be discovered and corrected before the program is implemented
10
Q
program plan is a …
A
dress rehearsal or practice for the real thing
11
Q
the more detailed your plan, the
A
more successful your program
12
Q
successful programs are experienced during each of these 4 phases:
A
- design
- planning
- operation
- evaluation
13
Q
successful programs are operated or experienced
A
4 times
14
Q
design
A
first experienced by designer through design phase
15
Q
planning
A
in writing the plan, designer must vicariously experience the program and develop the interaction scenarios necessary for animating
16
Q
operation
A
program is actually operated
17
Q
evaluation
A
in evaluating the program, the designer relives it vicariously through regressive imagery, and the program is modeled with proposed modifications using projective imagery
18
Q
written plan is a
A
working document subject to ongoing revision
19
Q
program plan serves 3 purposes:
A
- a record of information about the current status of the program
- record of the resources used to operate the program
- provides a reference for use during future operations of the program
20
Q
what does each various section of the program plan serve
A
each its own purpose
21
Q
what is in the program title
A
name of program
sponsoring agency
brief description that indicates the who, what, when, where, why and how of the program
22
Q
after reading the brief description what should reader have
A
a basic understanding of what the leisure opportunity is going to create
23
Q
what is after the program title
A
agency mission and programming strategy
24
Q
why provide the mission statement and program strategy
A
so it is clear why you are offering this program
25
what questions should the need for the program answer
why is this program needed?
how was this need determined?
26
need for program is
needs assessment
using gap analysis, program review, surveys, demographic research, focus group
27
questions for the terminal performance outcomes
what is this program supposed to accomplish?
are the goals of the program consistent with the goals of the agency?
28
the design goals should
specify what leisure experiences the program is supposed to create and the participant outcomes expected
also serve to guide resource allocation
29
design goals should also have a rationale for
how these goals are consistent with the agency's goals and objectives should also be included
30
staging the program
detailed set of instructions about staging the program
provide enough info for someone to reproduce the program
better to include too much info then not enough
31
venue arrangements
the location used to stage the leisure experiences and includes buildings, special facilities, and park areas
any unique facility attributes needed should be noted
32
the program plan for venue arrangements also include
maps that indicate the location of the venue and diagrams of the areas and facilities
33
Special arrangements need to be made
Early in the planning process to ensure availability
34
Contractual agreements (special arrangements) are often used for
Transportation
Entertainment
Concessions
35
Special arrangements may also require
Permits
Insurance
Special maintenance services
36
Inclusion plan
1. Individuals with disabilities have the right to participate in programs with the general population
2. Agencies are required to provide reasonable accommodation in all programs for those with disabilities
37
Why is the inclusion plan tough to do
Because of the lack of funding for providing these opportunities, constraints on stand due to lack of support resources, lack of training, negative staff attitudes
38
What will the agency have to do for the inclusion plan
Need to figure out how to accomplish inclusiveness regardless of how difficult it may be
39
A lit of … must be included in the plan
Equipment, supplies, and materials needed to operate the program
40
Any special supply or material needs should be
Noted and their availability and source indicated
41
Equipment
Non-consumable product that can be used by people to participate in leisure
Includes items that can be used more than once
42
Supplies
Items such as chalk, paper, paint, clay, food that are consumed during program operations
43
Materials
Items such as cement or lumber that are used in the construction of something of a permanent nature
44
Program plan also identifies supplies and materials that may need to be
Acquired through a bidding process or take some lead time to obtain
45
Need to include in promotion plan:
Who is the target market?
How will you reach this market?
Details about promotional materials, their distribution and the timeline for promotions
46
Budget and pricing information
Program revenues, income projections, expenses and how the price for participation was determined
47
Registration plan must specify the registration procedures including:
When it will occur
Who will conduct it
Where it will occur
How it will be conducted
If there are any special requirements (licenses, pre-requisites, certifications)
48
Staffing and orientation plan includes
Number of staff needed
Qualifications required
How they will be hired, oriented and trained
49
If volunteers are required for the program
A plan should be developed for their recruitment, training and supervision
50
Management plans are a
Coordinated effort of many individuals
51
Management plan identify the
Activities needed to complete a project and schedule their completion in an acceptable time span, given a finite set of resources
52
What can use for management plans
Checklists and flow charts
53
Cancellation plan
What will occur if the program is cancelled?
54
Considerations in cancellation plan
Back up plans
Refunds
Public relations
55
If the program is instructor lead there should be
Substitutes available so that if the instructor is sick the class does not have to be cancelled
56
For outdoor events, and
Alternate indoor location could be an option or an alternate date
57
To avoid bad public relations the program staff must be ready to
Operate the event or be at the event location to redirect patrons to an alternate place or date
58
For the cancellation plan, the programmer must
Cancel an event and manage its cancellation- events will not cancel themselves
59
For events where there is a fee its is best to
Let patrons know how their fee will be refunded at the time of the cancellation
60
Specifications for setup need to be
Determined and arrangements made
- drawn stage plan illustrating aerial view of the physical layout of the venue
61
Setup must be
Complete before patrons arrival
62
If setup is critical to the success of the program
The programmer should be present
63
For special events, programmers may need to request set up
Assistance from maintenance staff through the use of a work request form
64
Risk management plan
The anticipation of a situation and the exercise of reasonable care and judgment as a precaution to reduce or eliminate hazards
65
Risk management plan should include
Reporting and record keeping
Facilities inspection
Participant safety briefing and preparation
Staff supervision and emergency procedures
66
Reporting and record keeping
- participants or parents/guardians have read and signed all required forms, including waivers, releases and assumptions of risk
- program leaders know where to find and are capable of completing and filling all risk management forms, including accident and incident reports
67
Facilities inspection
- appropriate staff inspect all required facilities before each session
- broken equipment is identified and either repaired or removed
- routine maintenance procedures on the program area are completed in a timely fashion
68
Participant safety briefing
Behavioural expectations outlined regarding program and equipment usage
69
Staff supervision
Programs have adequate staff/participant ratios
Staff understand sexual harassment laws
Staff know their responsibilities prior to program
Staff have appropriate certifications
70
Emergency procedures
Clearly posted
Program leaders knwo what to do in case of an emergency
If appropriate, the participants know what to do in an emergency
71
Animation plan
Describes key animation frames, transitions and scenarios
72
What does animation plan share with other staff members
how the program will be experienced by participants
73
Animation plan describes
Step by step how participants will move through the program experience
74
Program wrap up
Ensure equipment is returned and venue is in the pre-event state
Thank you letters or post-event news releases may be sent out
May include the distribution of awards, trophies, or certificates
75
Program wrap up is what phase
Reflection phase
Provides an opportunity for capturing the reflections of participants and lead them to anticipating the next operational cycle of program
76
Program evaluation plan
Description of how the program will be evaluated
Outlines specific instruments and techniques for evaluating the program
77
Disposition decision plan
The basis on which the future of the program will be determined
78
Once the program has been designed, you will need to develop a
Management plan that outlines how the event will be implemented
79
Flow chart method for management plan is a specific technique for
Identifying, sequentially ordering, and prioritizing the tasks that must be completed to implement a program
80
4 steps of flow chart method
1. Divide the program into major functions: staff, facilities, promotion, program design, registration
2. Analyze each major function independently by generating a list of necessary tasks or activities that must be addressed
3. Prioritize each activity within the major function s
4. Chart all activities on flow chart
81
2. Examples of anazlyzing each major function independently by generating a list (staff)
Recruiting, interviewing, hiring, conducting orientation, and evaluation
82
Flow chart method provides an
Elementary network diagram that can be used for managing a program
Graphic representation of a series of activities and events depicting the various aspects of a project in order in which they occur
83
If flow chart used properly it is intended
To reduce the possibility of careless mistakes or omissions in the program planning process
84
3. How can you prioritize each activity within the major functions
By projecting the amount of time it will take to complete each task and establishing a deadline for each task
85
what is the 4th and final step of flow chart method
to chart all the activities on a flow chart
each activity on chart should include completion date
should be as long as the time estimates indicated in the previous step
86
once the flow chart is established what does it serve as
a guide that can be used to map the progress of the plan
also acts as a record of work accomplished and a good guideline for use in next operation of program
87
what programs do not need flow charts and can use checklists
smaller programs that can be planned in a shorter time frame
for example a month or two
88
what programs benefit from a graphic representation provided by flow chart
programs that require extensive planning over 6 to 9 months
89
what 4 elements are considered simultaneously in scheduling of programs
impact
balance
location
timing
90
what does appropriate scheduling do
maximizes attendance, increases patron satisfaction, and efficiently uses agency venues
91
balance (scheduling programs)
avoid simultaneously scheduling similar activity to the same target group
a variety of activity types at a given time will maximize attendance in all activities
92
to avoid overlap (balance)
one must be familiar with all of the agency's program services and with program being offered by other providers in a given service area
93
example of balance
at a given time it would be best to have an art, individual sport, team sport, and fitness activity scheduled rather than 4 team sport activities
94
impact (scheduling programs)
understanding how different activities scheduled in close proximity to each other will affect patron enjoyment
95
example of impact
scheduling a valentines dance for teenagers and one for senior citizens at the same time in different rooms of the same facility
each group would adversely affect the enjoyment of the other became of imcompatible age groups, loud noise, incompatible activity requirements for the same space
96
location (scheduling programs)
location will affect attendance
the program needs to be accessible to the target market
97
timing (scheduling programs)
need to understand the schedules of target market
98
what to do when developing an annual schedule
- review annual holidays
- block out programming seasons
- mark dates that must be avoided
99
what do many public park and recreation systems organize their program offerings around
winter, spring, summer and fall
need to specify dates when the seasons start and end
100
facility scheduling
create a scheduling matrix appropriate for the facility that includes each hour that it may be potentially scheduled
each space of the matrix can only be filled once
101
what must consider in facility scheduling
facility maintenance, custodial care, set up and take down time
102
what do you need to have when scheduling a facility
an effective booking system to avoid double booking which can lead to patron displeasure and bad public relations for the agency
