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Recreation Programming 101

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Jessica Campbell

on 27 February 2013

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Transcript of Recreation Programming 101

\ A Management Plan Recreation
101 Jessica Campbell, CPRP
City of Aiken PRT Department

Tara Dickerson
Richland County Recreation Commission

Emory Langston, CPRP
Aiken County PRT Department The Program Summit Need for the program? ASSESSMENT Agency mission Program type? Goals and objectives? Judge existing services or lack thereof.
Make informed decisions about services to be provided. Measurables? Purpose Agency mission
Purpose of the program
Program Goals and Objectives Promotion Plan? PLANNING Financial Plan? Facility Plan? Supply List? Safety/Risk Management Plan? PLANNING
(Continued) Staffing Plan? Management Plan? Registration Plan? Policies? PLANNING
(Yes, There's More!) Operation Plan? Cancellation Plan? Evaluation Tools? EVALUATION Quantitative and Qualitative Evaluations Teach Skills IMPLEMENTATION Provide Direct Leadership Delivery Completion & Follow-Ups Programs are born in a variety of ways...current trends or issues, community interest, success of other organizations.

Programs meet needs and fill gaps that exist. To get ideas......

*Explore other Parks and Recreation websites (inside and outside your state / region).

*Use / read publications such as Family Fun Magazine, Highlights, Recreation Management.



*Brainstorm with Co-Workers TARGET POPULATION? What is the.... What are the... The means to be able to gauge the outcomes.
Head counts, observations, interviews, surveys, document review, etc.... The purpose is...
the justification for why the program is being created or developed and how it helps implement the agency's mission. Goals

A general statement about is to be accomplished within a program. The big picture and a longer time frame.
To improve....
To provide...


Specific regarding how the goal will be accomplished or addressed. The who, what, how and when. "Goals are where we want to be and objectives are the steps to get there" Programs should fall in line / support the mission statement for the agency or organization. business license insurance

workers comp emergency/medical forms

waiver/liability photo permission

certifications permission slips

equipment safety emergency procedures

accident reports incident reports

background checks food permits/DHEC How many and what types of employees are needed (classification or skill level). If it is a seasonal program, a timeline for recruiting, hiring and training should be explained. An agenda for employee or volunteer orientation for the event or program should be included. The plan for promoting the program should
be explained including the conduits to be
used, a timeline for the release of each form of promotion, and copies of promotional literature to be used. A plan of how a program will be
financed should be included here. Normal practice is to include a list of expenses and anticipated revenues calculated at the proposed price for participation. Identify the venue where the program is to be operated. Provide a list of the equipment needed and a diagram of the layout of the facility including an illustration of the placement of special equipment. If the venue is reserved or contracted, a copy of the confirming documents should be included. An itemized list of the supplies and their suppliers. If some supplies are to be contracted (e.g. by a food caterer) a copy of these contractual agreements should be included. Are there specific risks involved? Even in a seemingly safe program, some statement about the risks anticipated and the appropriate safety precautions to use should be involved. A written plan that identifies each management function to be completed, the specific activities within each, and a targeted completion date for each activity.A master schedule or checklist that is referred to on an ongoing basis to track the implementation of the program. How to register? Regulations regarding age, residency restrictions, refund policies, etc. Management/leadership actions that must be implemented to ensure a programs / special event operation. Who will be responsible for what, when, where,and sometime why. Detail procedures for inclement weather cancellations, plans for relocating or rescheduling the program, refund procedures in the event of a cancellation, methods and procedures for notification in the event of a cancellation, etc. Some PRT professionals are aquatic specialists, fitness specialists, sport specialists, cultural arts specialist, and so on. In performing their duties, these individuals may only teach recreation activities and skills, or they may teach as well as organize and supervise programs in this area. Or you may hire an outside professional to run certain parts of your program or event. Establishing a positive environment; Methods to get the group's attention; Introductions and descriptions of the activity or any directions for the participants. GENERAL SUPERVISION:
1. Ensure the program is being conducted.

2. Observe the program operations to make sure they are being delivered as intended and planned and at a level of quality desired by the agency. Interact with participants and address any problems or issues that are seen.

3. Observe the program staff. Provide on-site, verbal feedback and identify possible training needs for staff. Recognize strong performances and address any areas of concern. Supervision Specific Supervision:Tasks and/or areas to supervise during the event.

supervise delivery and set up
ensure all equipment and signs are at proper locations
check trash receptacles frequently
set up information/registration booth
post site map
test communication equipment to ensure its working correctly
ensure all areas are staffed
brief security and staff on location of key areas (first aid, headquarters)
coordinate handling of cash and ensure sufficient change is available
supervise breakdown and cleaning
arrange to thank staff, volunteers and sponsors Plans are only good intentions unless they immediately degenerate into hard work.
- Peter Drucker Activities that need to be completed at the end of a program will vary depending on the event itself.

writing and sending thank you letters
filling out appropriate evaluation and financial reports
inventorying equipment used
initiating appropriate follow-up with participants or parents/guardians if minors Promote self-directed activities and/or refer participants to other appropriate recreation services. When developing evaluation tools you must look at three issues: Reliability, Validity, and Usability. RELIABILITY

-Is the tool consistent?

-Would it produce similar results if used again? VALIDITY

Is the content on the evaluation tool measuring what it is supposed to be measuring? USABILITY
How easy is the evaluation tool to complete?

Things to watch out for:

-length of time to complete the instrument
**most should be completed in 15 minutes or less

-make sure it is easy to complete

-cost effective to administer

-results are easy to analyze and interpret AND THEN A MIRACLE OCCURS! An absence in having policy in an organization would lead to inconsistency in decision making.

*Know your agency's or organization's policies. As well as any partnering agency or organization.*

Policy helps to provide control by...

Helping staff to make decisions efficiently.

Providing instruction on how to do a task.

Standardizing an action for all staff.

Increase accountability. What is your refund policy for a day trip that was canceled? What is the alcohol policy for a facility? What is the policy for games that are rained out? The assignments of the logistics of the program or event.

Some designations that would be covered in the operational plan...itinerary /agenda of the event (internal and external),assigned duties and tasks, appointed times (performance, pick ups, deliveries), etc.... Calendar Unveiling October 10 - Aiken County Histoical Museum
Auctioneer Mike Shumaker Main Ballroom
Registration / Sales Carolyn Rushton Parlor
Registration / Sales Krystle Gregory Parlor
Registration / Sales Tandra Cooks Parlor
Greeter / Auction Information / Recorder Sara Baker Foyer, Parlor, Main Ballroom
Room Moderator Host Vincent DiPietro Main Ballroom
Photographer /Runner Ryan Peters All areas
Greeter / Floater Brad Barnes All areas
Announcements / Intro to Auction Emory Langston All areas

2:00 - 4:00 Set up at Musuem
5:15 Staff Reports
6:00 Program Starts
6:15 Announcement of itinerary 30 mins on Silent Auction
6:30 Announcement of itinerary and 15 mins on Silent Auction
6:40 5 Minute Warning on Silent Auction and reminder to register for Live Auction
6:45 Pull the clip boards - Sara /Ryan
6:55 Announcement of 5 minutes until Live Auction please register and get paddle
7:00 Welcome / Thank you to Judges, Connie's Framing, all participants, explaination of program - Intro Mike - Emory
7:10 Mike Starts Auction of the 11 canvas
7:50 Announcement of Silent Auctions winners / Thanks for coming - teaser for Home Brew - March 14
8:00 End Program
8:00 - 8:30 Take down

Job Duties
Auctioneer Live Auction all Bids start at $25.00 - Will have Script
Registration People who would like to participate in the Live Auction need to register for a paddle - Majority will be done prior to 7:00
Sales Sales for the calendar, silent auction photographs, and live auction canvas - Start taking payments
Calendar $12.00
Greeter Standing in the foyer, greeting and giving directions
Auction Recorder Standing by the Auctioneer recording the winning bid and paddle number
Room Moderator In the ballroom answering questions keeping an eye on the placement of photos and canvas
Photographer Taking "action" photos of the event in progress
Runner Taking up the clipboards from the silent auction
Floater Checking in with all staff throughout the program Have a
meeting! Prior to the event, get all staff together to briefly go over the operational plan. What is your plan in case of.....
*Rain / Inclement Weather.
*Not enough participants for the program.
*Unforeseen construction (broken water pipes).
*Unforeseen emergency (fire, accident, power outage).

Cancellation plans will differ in complexity. from using Rainout.com for rained out games to possible facility evacuation plans for emergencies.

Know your plan BEFORE your event so if it needs to be implemented the process will be smooth for participants and staff. Policies, Operation Plan, and Cancellation Plans all work together and build on each other. Your policies should be plugged into your operational plan and cancellation plan. Your operational and cancellation plans should reflect your polices. Judging the worth of our Programs 2 Primary Types of Evaluations

Formative Evaluation
Summative Evaluation Formative:
-conducted while a program is being operated

-used to FORM and SHAPE a program while it is being implemented Summative:
-conducted at the end of a program

-will help determine if a program should be continued, modified or dropped
A Quantitative:

-obtaining information about the relationship among variables

-normally used to convert ones thoughts or attitudes into numbers Common Types of Quantitative Evaluations

-Head Counts

-Surveys Head Counts

-One of the most widely used tools

- simply counting participants at an event or program Surveys

-most common method

-questionnaire given to participants about the program/event

-can be administered to a large group quickly Ways to give a survey:

-hand out
-email,website,constant contact
-over the phone
-in a group format 2 Types of Questions on a Survey:

Open ended
-similar to an essay question on exam
-no predefined answers are provided

Close ended
-provide a set of possible responses Things to enhance Reliability, Valididty and Usability:

-slang,jargon and abbreviations
-emotional language
-bias (ex.please rate this popular program on a scale of...)
-double barreled questions(2 questions in one) ex. Was this program fun and well organized?
-leading questions(Don't you agree....)
-questions that are beyond respondent's skill(eg.Did the instructor have all the skills of a professional artist?) Continued.............

Do these:

-provide clear concise directions
-use 10-12 point font
-simple vocabulary and grammer
-be cautious of words or phrases
-start the survey with easy questions
-put demographic questions at the end
-limit white space
-group similar questions
-allow enough space for open-ended questions PROPOSAL Qualitative Evaluations

-produces an in depth perspective on the issue

-produces descriptions instead of #'s Common Qualitative Techniques:



-Focus groups

-Public Meetings/Town Hall Meetings

-Review of documents and records They provide:

- accountability and documentation of agency outputs

-financial accountability

-historical record of activities

-use as a guide to implement again Why do you need a proposal??

-Great way to organize your thoughts
-Brainstorm ideas
-Will this program be a good fit for your site/target population
-does it meet the need of your community Comprehensive Reports


-Purpose, Goals, and Objectives

-Design/implentation procedures

-Financial Data

-Staffing Plan

-Evaluation Date

-Recommendations for future operations Report should Include: *Title, Location, Goals, Overview *Program Benefits *post event evaluation *Patron Program Evaluation What this report Lacks:

Financial Report

Staffing Plan

Summative Evaluation Report

Design/Implementation Procedures

Recommendations for future You have assessed the need for the program and you have planned all aspects of the program. Are you ready to finally DELIVER the program? What work is there left to do?? *Program CheckList All of your PLANNING can be written up as a PROPOSAL... Name of Program, Date,
Description and Goals... *Example Financial Document General VS Specific
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