
PROGRAM PLANNING WORKSHEET

What are the overall goals for this program?



Who are the target participants?



What community partners could benefit by collaborating on this program?
(individuals, organizations, institutions, businesses, etc.)



What community partners could contribute significantly by collaborating on this program?



How will the collaborative process be structured?
(communication, decision-making, meetings, roles/responsibilities, artist selection, etc.)



What are the expected outcomes and how will they be measured?




1The following important questions are answered by measuring your program's outcomes:
* How will your target population be changed by their participation in your program?
* How will their status be improved or to what degree will they benefit from your program?
Outcomes are the benefits or changes for individuals or target populations during or after participating in your program.  Outcomes may relate to changes in behavior, skills, knowledge, attitudes, or other attributes.  Outcomes are what participants know, think, or can do that is different following their participation in your program.


99 DRUMS SAMPLE OUTCOMES
Students will gain joy through creative expression.

Students will experience excitement and interest in arts of music and dance.

Students will gain knowledge about the rich heritage of the West African, Native American, Mexican and Caribbean cultures.

There will be more acceptance and better understanding among children with disabilities and their non-disabled peers.

The community will gain a better understanding of the abilities of all children.


2A PRELIMINARY CHECKLIST FOR PROGRAM DESIGN & MANAGEMENT

GETTING THE BALL ROLLING
* Identify and recruit partners
* Organize first meeting and set timeline for entire process

DEFINING
* Share wishes, dreams, vision that will inspire program
* Define the target program participants (age, abilities, size of groups, etc.)
* Give all partners a stake in the process of determining concrete, measurable outcomes

PLANNING
* Determine the duration of the program
* Determine desired components (workshops, showcase event, culminating activity, publications)
* Decide what arts disciplines will be offered
* Establish a projected budget
* Based on the outcomes, design an evaluation process for the participants, artists, partners, etc.

FUNDING
* Identify every possible resource (grants, in-kind donations, corporate underwriting, etc.)
* Develop timeline for securing support (include a "point of no return")
* Assign responsibility for developing each source of support

SECURING THE ARTISTS
* Develop and distribute a position announcement outlining the goals of the project
* Create an application form that requires the artist to show how his/her artistic abilities can be integrated with the program goals
* Involve partners in the artist selection process

WORKING WITH AND TRAINING THE ARTIST
* Determine travel and lodging needs
* Create a contract that includes payment schedule, materials/supplies budget, schedule for planning/preliminary training or orientation/actual program work/follow-up/evaluation, etc.
* Conduct a training session that focuses on outcomes and how they will be measured/evaluated
* Ask the artists for input on the program process and evaluation methods
* Get resumes, photos and other artist materials that can be used for marketing purposes

STRUCTURING, MARKETING & MANAGING
* Collaboratively develop descriptions of services artists will provide (including time requirements, optimum number of participants, space requirements, set-up needs, etc.)
* Design and distribute a flyer/registration form to appropriate audiences
* Determine how the registration process will be executed

ADVOCATING THROUGH PUBLICITY
* Write and distribute press releases, newsletter articles, broadcast e-mails, etc.
* Make sure the media is informed of program schedule and invited to all public events

EVALUATING THE OUTCOMES
* Administer the evaluation process for the participants, artists, partners, etc.
* Organize and follow-up/evaluation meeting with artists and partners
* Document all evaluation results and create final reports for funders
1 Excerpt from VSA arts Collaborator Accreditation Application
2 Adapted from Kansas Alliance for Arts Education "Practical Concerns: Nuts & Bolts Planning"
