The Student Affairs Blog

Try the Novelty of Themed Weeks

So often, I have seen my students succeed by planning great events – just single, unrelated events that have some broad, student appeal. One day, a concert. The next day, a movie. The following week, a lecture. And the week after that, a comedian.  But, what I really like is when my students come together to plan events all around some themed week.

This year, my department took this unique approach to some of our programming. We have implemented “departmental” programming. Essentially, this means, all of our Resident Assistants (yes, I am in residence life) work together – collaboratively – to plan around the same departmental theme.

We have planned & implemented four departmental themes this year – Safety & Security Week, Alcohol Awareness Week, Hunger & Homeless Awareness Week, and, in the coming month, we will be doing Multicultural Week.

The idea behind these themed weeks was to create a departmental-wide effort to recognize these various topics/ideas/themes.  Our RAs split into teams, and each of those teams was responsible for planning a program using our theme. Each RA team had a day of the week, Monday through Friday, so that we could offer at least one program per day that week.

Some of our programs were passive, but most were active, interesting, and fun approaches at educating and entertaining our student population.

Alcohol Awareness Week featured everything from an educational spin on Beer Pong to the widely-favorite “Drunk Buggy” program. Hunger & Homeless Awareness featured a pledge to fast for 24 hours and a movie (“Pursuit of Happyness”), among other things. And Safety & Security Week included a casual, sit-down chat with our campus police officers (“Cop Talk & Donuts”), as well as a program on Driving Safely in Winter Weather.

Yes, this may sound like a typical approach to programming from a residence life office; but my experience with Student Activities Boards and other programming bodies are proof that themed weeks work effectively for these students as well. I’ve seen Winter Weeks, Homecoming Weeks, School Spirit Weeks, and more. You can create a themed week around any topic imaginable.

What are the benefits?

Among other things, you hopefully involve more people in the planning and implementing process, which, in turn, increases the number of students to whom your events appeal. Themed weeks also lend themselves to great advertising and publicity. Not only can you promote each, individual event; but you will also have the ability to promote the entire week’s events together.

Themed weeks can be difficult to implement successfully, but they are very rewarding ways to program on a college campus. I hope you will consider implementing a NEW themed week at your institution. If you already use themed weeks to program, tell us about your experiences.

Alter Ego Productions

Lower your costs. Increase your hipness. Who can argue w/ that?

We've been running our Alter Ego Series for about the last six years. It all started w/ the idea of supporting local music. This is the setup. Each show is themed - pop punk, metal, alt, etc. We do four bands per show, and charge $5 at the door. Each band gets 15% of door sales, but we also give the bands tickets to sell in advance. That's where they can really make some money. For those tickets, we tell them we need to get $2 back for every ticket they sell. So they can keep up to 60% or they can discount the tickets (to motivate fans to buy in advance). We use a ticket consignment form, and settle up w/ them before the show starts. This setup works for us because the bands do a large share of the promotion, and we can't lose money on the show.

Another important piece is the name/branding of the series. In the beginning, we created "Alter Ego Productions" to downplay the fact that this is a student group. We wanted to give the impression that we were an independent group who is renting out space at the college. Over the years, that has pretty much gone by the wayside, but we still don't put "Student Activities Program Board" on any of the promotion. Alter Ego Productions maintains the reputation for being a cool place to play or see a show within the local music scene.

Our audience numbers range from 50 to 150, which we consider a sellout for that room. These shows also create a following for the Alter Ego brand, and really help when we do our bigger concerts which typically sell out at 600 people.

Another perk, especially for community colleges like us, is that we do get some high schoolers at our shows which is a great way to get them on your campus and leave them with a "cool" image of the school.

A Summer Music Series

Things that work

I’ve just returned from performing at a couple of Summer shows.  As unusual as they are, I’ve done Summer shows on a lot of campuses for many years, and I’m always impressed with the interest and attendance.  Students enrolled in Summer classes pay student activities fees, so they are entitled to programs even if the campus is slow.  It’s important to make the programs fit into the needs and desires of Summer students. 

For several years, I performed at the University of Arkansas during the Summer.  They did an early evening concert series outside of their main cafeteria.  Students would flow out of student center and sit right down to listen to the music.  The activities staff knew how to do events right in the traffic flow and at the right time, so that students couldn’t miss the event.  I performed on their campus once on July Fourth while they grilled hamburgers and hot dogs for their students.  It was the traditional July Fourth Family Cookout, but with the “campus family.”

We all grouse about the most common way to get students to attend any event:  free food.  I just performed at the University of Tennessee (for the 15th summer in a row), and they have used a number of food giveaways.  They used to give away free snow cones.  How cool and cheap is that?  They got crushed ice from the athletic department and flavored syrups from Sam’s Club.  Then they shifted to ice cream.

Ice cream is a consistently popular food giveaway in the Summer.  At Boston University, they would give away three away three five-gallon containers during my Noon concert.  Students would line up thirty minutes in advance to get their scoop!  Part of my job, as a performer, was to keep them happy before the ice cream was ready.  I would actually start to perform at 11:30, and the ice cream wasn’t brought out until Noon.

The folks at the University of Tennessee found away to eliminate the hassle and mess of scooping ice cream.  They now giveaway ice cream novelties:  nutty buddies, pushups, ice cream sandwiches, etc.  It’s also great because students can grab them and run.

Look at scheduling your Summer programs at the right time and the right days.  Boston University, the University of Tennessee, and  Virginia Commonwealth University always scheduled my shows during summer orientation or a parents’ visitation.  It makes the campus look so inviting to those new students and parents to see something happening.   And it guarantees an audience.

Western Carolina University uses their Summer Concert Series for multiple purposes.  They are scheduled during summer orientation for the students and parents.  But in addition, they also promote them off campus, and view their Summer Series as a community outreach.  There were almost as many community residents at my concert last week as there were summer students and orientation students.

If you are doing Summer programs, I'd love to hear what works for you.

Why Series Programming

Series Programming

As much as we would all like to think that we are independent routine is what we enjoy in our life and helps us plan our lives.  Series programming has a number of benefits that seem to be lost sometimes as the word series brings up images of the same old, and boring, and repetitive, etc.  This of course is as far from reality as it can be if your series programs are done with intention.

A movie, coffeehouse, comedy, or performing arts series are all wonderful ways to build an audience.  One of the quotes I am always using is with quality comes quantity.  Meaning when you do a quality event your reputation builds and thus your audience grows too.  This is just one of the ways series programming can be used to help establish an office, committee, board, etc that maybe hosting these events.  Series work can establish creative long-range publicity methods.  Set up a tradition on campus.  Provide a method of progressive training for members and executives who are producing the events.  Create an atmosphere of school spirit.  Give a face-lift to an overused facility or event.

An idea for a comedy series is to label it Comedy Central Comes To (your campus name).  Then book several comedians over several months (the second Tuesday of each month for example) who have performed on Comedy Central, for those of us who are in the know that is almost every comedian that is on the college circuit.  You have added pop culture reference to your series that is familiar and appreciated by your audience.  Then run with it and do the creative inspirational programming that we all are capable of facilitating.

I could go on and on about series programming but we all learn best from each other.  Let’s share some examples of series programming that has worked in the past for you or maybe ideas you have for series programming for one reason or another you are unable to implement on your campus.  This type of programming is why television, movies, authors, music companies, etc are so successful and make money.  They build reputation, they build audience, they create expectations, and they build pride and competence.

Creative Uses for Small Acts: Take Your Show to the Audience

Posted by: Del Suggs - Saltwatermusic.com

Has this ever happened to you:  You’re at the APCA conference, watching this incredible duo showcase.  You get so excited, and you want to book them-- but you can’t figure out how to present them on your campus.  You think-- Sure, they are great in the showcase, but you don’t have a theater on your campus.

Or how about this:  you love all the showcasing acts, but you can only afford the least expensive performers.  Where would you put a solo, duo or trio on your campus-- when students only turn out to hear big bands? 

Whether you can only afford small acts, or you happen to find a small act you love, you’re actually very fortunate.  Some big acts-- concert bands or illusionists, for example-- can only perform in a traditional theater setting.  Smaller acts, on the other hand, can truly be presented almost any where on your campus.  Let’s consider some alternate uses for smaller, easily produced acts.

There can be any number of reasons to invite a performer to campus-- as part of an ongoing entertainment series, for a special event, as a complement to a traditional event (homecoming or spring weekend).  Maybe a performer offers a program that ties in with a national awareness week, or would be an appropriate addition to a community event.

The entertainment can be culturally enriching, or have an educational slant, or simply be entertainment for entertainment's sake --something that can be overlooked on campuses. College and university life can be very demanding, with academic deadlines, work schedules, cocurricular and civic obligations.  Entertainment can be the way you spell "relief."  A performance that allows or encourages people to set aside the details of their day-to-day responsibilities for a little while and relax, sing, laugh, dance or simply reflect on the talent and beauty that an artist might share accomplishes a great deal. People leave an event refreshed, rejuvenated and ready to go again. They'll be looking forward to the next show whether it's a week, two weeks or a month later.

Ordinarily a program-- whether it’s a concert, coffeehouse house show, comedian, performing arts-- features the "performance."   People are there for the performance, as opposed to putting the performer in a situation where a group has gathered for another purpose. The show might take place on a concert stage with theater seating, a function room in the campus center, or possibly a residence hall lobby. Regardless of the facility, there would be a defined stage area, appropriate lighting and sound, and, most importantly, the seating in the room would be arranged to focus everyone's attention on the act.

Consider bringing in a second act as an opener. This opening act slot is a prime opportunity for using a smaller act. Don't be afraid to mix and match here. You could have a male duo open for a female comic, or have a storyteller open for a mime and offset the physical presentation with the spoken word. While we're on the subject of openers, if you're doing a major concert with nationally recognized talent, you should consider using a campus favorite as opener. 

Small, easily produced acts also fit easily into larger special and/or traditional events. For example, a "welcome back" barbecue might be the perfect situation for that trio you saw showcasing but couldn't figure out how to fit into your schedule or your three-hundred seat auditorium. A solo acoustic performer is a nice addition to an activities fair-- loud enough to entertain and draw people to the event but not so loud that representatives of clubs and organizations can't tell you who they are.

Half- time entertainment at a football game is expected. A flat bed truck with a sound system and a small act driven out to the fifty yard line is a bit out of the ordinary. Plug it in and do a twenty-minute set, unplug it and drive away. It can and has been done! You might try clowns or some form of broad, physical comedy at center court for a basketball half- time.

Small acts can add sparkle and draw attention to events that might otherwise be fairly mundane. Perhaps an organization on campus wants to make and sell tie-dye t-shirts to raise money to sponsor a thanksgiving dinner for local needy families. Have a couple of tie-dyeing booths on site and let anyone donate a dollar and dye a shirt. Announce that the shirts will be auctioned at a comedy show the following week. Invite a representative of a local human services organization to speak on campus, during the auction and/or as a separate event. Have the M.C. or one of the comedians be the auctioneer. The day of the dinner you might have a caricature artist , roving artists doing balloon animals, face painting, sleight of hand, etc. Turn it into a party. A string quartet or classical guitarist at dinner can provide just the right ambiance.

Easily produced acts can be especially helpful in attracting people to another event or entertaining a group gathered for a purpose other than the performance. If your campus elections are typically a low turnout affair, a performer at or near the polls entertaining and constantly reminding passers-by to vote might be just the thing. Same for voter registration drive, etc.

Where people are likely to be waiting in line (for what might seem like years) some music, comedy, or maybe a caricature artist would be appreciated. Does registration or drop/add ring a bell? You might even approach the registrar's office to see if they'd like to cosponsor with you!  Do students wait in line to sell back used books to the bookstore?  How about your college blood drive?  What could be better than having a laid-back musical act play while students are waiting and giving blood.  It helps them relax, and takes their mind off the issues at hand.

Music works for any kind of waiting.  If you bring in a popular novelty, such as wax hands, candlemaking, or caricature artist, remember it takes time do complete those things.  Stage a musical act near the novelty, and your students will be entertained while they are waiting to be drawn or waxed.  You’ll have fewer complaints about the lines, and fewer students will walk away without participating.

Many artists' performances involve issues larger than the hour or two on stage, such as a musical performance that focuses on women's issues, or the history of the underground railroad, or a dramatic presentation on native American culture. These artists often offer seminars, lectures and residencies in addition to their performances. Get these performers into the classroom, too.

Keep in mind that any act you bring to campus for a program may be of special interest to different groups and make an effort to target them. For example, the psychology department might even recommend that students attend a performance by the hypnotist or mentalist that you've contracted for homecoming.  Perhaps the theater department might offer technical support for the mime you are featuring on Parents' weekend. Take advantage of every opportunity to invite and involve as many different segments of your college community in your programs as you can.

Instead of bringing in one solo artist a week, you might offer a “singer/songwriter night” featuring three or four in a round- robin performance with a songwriting seminar following. How about a show featuring student talent using a professional comedian as the emcee-- just like an APCA showcase! 

You'll find that professional performers active in the college market are usually willing and able to adapt to your performance situations. If you're considering using an act in a unique situation be sure to discuss everything in detail well in advance-- if a cellist is expecting to perform in a concert hall, but arrives on campus to find out that you decided it'd be cool to set her on a small stage at the bottom of an empty swimming pool to draw attention to water quality issues there could be a few tense moments! Don’t forget that touring performers have experience with lots of different situations.  We can very often help with organizing your event, and making it a success.

Family Friendly Programs

Posted by: Del Suggs - Saltwatermusic.com

Perhaps the fastest growing demographic group of college students are the so-called “non traditional” students.  Think of traditional students as young (18-22 years old), unmarried and childless, the stereotypical college kids as defined in such classic Hollywood films as “Animal House.”

Non-traditional students are therefore everyone else.  That means older students, who perhaps delayed college to work; and, returning students, who may be coming back to change careers.  Because they are older, they may also have other accouterments of a more mature person-- such as a spouse, young children, a full-time or part-time job, and other responsibilities.  They may be caring for aging parents, or they may be grandparents themselves returning to college just for intellectual enlightenment and the joy of learning.

As non-traditional students become a major population on college campuses, programming boards are facing a new paradigm in activities.  Family Friendly programs may provide one solution to meeting the needs of these students.

Easily Overlooked

Family friendly programs are often overlooked on campus.  It is easy to understand why they are neglected.  Non-traditional students are often under-represented in student government, and on the campus activities board or council.  These students often have less free time to devote to volunteer and service positions because of their other responsibilities.  It can be a challenge for a typical program board composed of 20 year-old students to consider the needs of non-traditional students, particularly without the involvement and guidance of someone outside of their own peer group.

The general exception to this is on the community college and vocational-technical college campus, where the entire SGA or CAB my be composed of these non-traditional students. These schools are often at the vanguard of family friendly programs and events.

Family Friendly Programs Defined

In developing family friendly programs, consider the following factors:

First, family friendly programs should appeal to non-traditional students.  That often means older students, with interests other than video gaming, MTV, skateboarding, body piercing, and other aspects of youth culture.

  Second, they should be enjoyable for students’ spouses, partners, or significant others to attend, too.  Family friendly programs aren’t just for students.

Third, they should be “kid-friendly.”  That means the event should at least be “G-rated” or “PG-rated” (on the motion picture scale) whether the program is a children’s event or not.

Fourth,  they should be inexpensive to attend.  For a program to be truly family friendly, the entire family group should be able to attend cheaply.  Admission fees can add up quickly when multiplied by additional family members.

Fifth, the most successful family friendly programs are all-inclusive.  If a meal can be included, along with (or part of ) the event, then it’s perfect.

Finally, sometimes family friendly shows can appeal to traditional college students and their parents.  It’s not always for non-traditional students.  Sometimes it’s for traditional students and their parents and siblings, such as a “Family Weekend, “  “Parents’ Weekend” or   “Little Sibs Weekend.”

When Do They Happen?

In planning these family friendly programs, consider when “families” might be available to attend.  Certain days will be apparent, such as weekends and holidays.  Other days and times will be obviously poor choices, such as midday events during the school or work week.

But don’t just assume that family friendly events can only happen on Saturday morning. Consider children’s programs on those free days off from school (Teacher Planning Days, et al) that often fall on Friday or Monday.

    Some of the most obvious opportunities for family friendly programs revolve around social and cultural holidays.  Whether it’s a Thanksgiving celebration, Independence Day, President’s Day, or Martin Luther King, Jr. Holiday, these days provide both a theme and a reason for an event.

It goes without saying that you should be aware of cultural sensitivities.  While pictures with Santa Claus or an Easter Egg Hunt may be innocent fun, make sure you aren’t offending groups within your community.  For example, some schools enjoy Halloween-inspired events, while other schools might avoid those programs because of some perceived satanic connection.  Just be aware of your local standards, and if you chose to exceed them be prepared to explain, educate, and defend your actions.

Plenty of Events To Choose

There are plenty of program choices in the marketplace.  Events and attractions can be touring professionals, they can be local artists, or they can be student-created.  The ideas are abundant, and they include music, performing arts, novelty, and more.

Here are a few examples:

Everything But The Mime’s "Shana Banana" presents a Saturday morning program at many colleges.  The non-traditional students bring their families to campus for a box breakfast and Shana's music show for kids.

  But music programs don’t have to be children’s shows to work for families.  For the last few years, Barry Drake’s most successful shows on the history of rock music for have been Family/Parents Weekends.  “It's amazing to see what happens to the parents and their college age kids when they get to relive a decade of Rock & Roll History together,” says his agent and partner Pat Padla.  “Unfortunately for us, most Parents/Family weekends occur in a brief 6-8 week period in the Fall. The show that works the best is his 60s lecture, ‘60s Rock - When The Music Mattered.’”

Likewise, Robin Greenstein does a number of family concerts around the holidays.  “I have had success with my multi-cultural December show "Songs of the Season," she says.

    “Travelin' Max” is also a popular musical act for family weekend events.  According to Everything But The Mime’s Bill Fry, Max drew a crowd of over 3000 students, families, and locals at the University of Tennessee/Martin this year.

Ken Abrahams of FUN Enterprises features a number of very popular family programs, including sand art and other novelty items such as personalized mouse pads and photo keychains for Family Weekends.  But his most innovative ideas are used at Orientation and Welcome Back events.  “We make a photo keychain of parent’s dropping off their kids for Orientation.  That alone would be a great souvenir, but we imprint emergency phone numbers on the back for the parents,” says Abrahams.  Parents always have contact information for the Residence Assistants and the Dean of Students at their fingers.

Fairs, Festivals, Carnivals and More

Combination events are nearly always family friendly, because there is something for everyone.  Fairs, Festivals, Carnivals and similar programs fall into this category.

Shannon Huffman  of Young Harris College (GA) says “ We do have two activities that are not just family friendly- but community friendly.  The Student Activities Office annually hosts a Fall Fest that offers Trick or Treating to the community in the Residence Halls, a haunted house, and student booths outside on the plaza. The student booths offer a variety of events from concessions to face painting to dunk the dean, etc.  The booths are run by the student organizations and it is a great fund raiser for them.  Spring Fest is much the same- but only open to YHC students, faculty and staff and their families.  It is held during the day and offers a free picnic, bands, student booths, inflatables, tie-dye shirts, make your own cups, wax hands, etc.  Just a huge variety of things to do for almost free!”

Similarly, the Savannah College of Art and Design (GA) features a children’s booth at their famous “Sidewalk Arts Festival” held each April.  Linette Chalifoux, a student at SCAD, says “the Student Activities Council runs a children’s booth, and every year the school makes the booth larger because of it's success. We have tables set with face painting, flower crowns, stain glass making, make your own pin, jewelry making, mask making, sand art, and more. I can not express the look on a child’s face when he or she leaves the  festival with something they made with their parents.”

Other “do it yourself” events can include a Vintage or Hot Rod Car Show, a Motorcycle Show, even a film festival.  A “cartoon film festival” featuring such well-know stars as Bugs Bunny or Rocky & Bullwinkle can be a major success, and appeals to both young and old alike.

But don’t overlook the touring professional attractions for your festivals and carnivals.  Roanoke College (VA) used "Balloons by Lester" and "Body Art by Susan" for Family Fun Days.  And, Radford University (VA) recently marched in a community parade.  They brought in "Balloons by Lester" -- in costume -- to march with them!

  Bethany College (KS) and Wayne State University (NE) use balloon artists "Mike da Roving Guy" and "Dave Evans" to perform at their football games.  College football on a fall afternoon attracts both students and the community, and their performances were big successes.

Some schools bring in family friendly attractions for such events as Renaissance Fairs (St. Joseph’s University in Philadelphia),  or community festivals held on their campuses such as Thomas Nelson Community College (VA) and Eastern New Mexico State University. Pat Padla says “We usually get a large turnout from the town folks and the older non- traditional students who are looking for an event they can relate to. Penn State/York (PA) and Brookdale Community College (NJ) always do a great job promoting Barry's shows to the community. For schools like these, any decade of Rock & Roll History will do but ‘The 60s’ and ‘The 70s’ seem to work the best.”

Promotion is Vital

It’s always important to promote your events.  It’s perhaps even more important to publicize your family friendly programs, because they are reaching out to an audience not usually drawn to campus activities. 

Fortunately, it can be easier to promote these events than you might realize.   The first step is to think about your target audience.  If it’s families with children, you can put out flyers in daycare centers or send announcements home with kids from school.  If it’s the community you’re after, then go to the city newspaper, TV and radio stations.  You might not utilize these media for strictly on-campus events, but they’re ideal for reaching an off-campus audience.

Family and Alumni events can also be targeted through your school Media Relations Office.  They may do targeted mailings for you to alumni or parents planning a visit to campus.

The Right Show

With any show featuring a performer, choosing the right artist is crucial.  Mark Nizer, award winning juggler and comedian sums it up: “It is a very difficult balance to find a performer that can entertain a diverse group. College students, parents and young children all have different sense of what is funny, entertaining and holds their attention. You need to be able to be funny (or entertaining) to a tougher high school/college age group but conservative enough to keep parents and grandparents in the game. A large part of this is the ability of the performer to be likable and honest on stage. Giving the audience a pleasant experience and not making them uncomfortable is what it's all about.”

Programming for Commuters

Post by: Del Suggs - Saltwatermusic.com

It may be the biggest challenge in the field of Student Activities:  programming for a commuter campus.  It’s like having a student body of gypsies or nomads.  Sometimes they’re around; sometimes they’re not.  What can you do?

Let’s start by defining what we mean by a commuter campus.  It’s not as easy as you might think.  Obviously, a commuter school has a student population that lives off-campus.  We tend to think of a commuter campus in stereotypical terms, such as a community college.  The real definition is actually broader, because it can include any school-- two-year, four-year, or graduate school-- without residence halls.

  These days it’s the rare campus that has the majority of students living in residence halls. So, in some sense, most campuses are commuter campuses-- or at least have a sizable commuter population.  If every campus is a commuter campus, how do you deal with the programming issues?

Another demographic in play

It may be easier to consider your commuter students based on a simpler demographic. Consider whether your students are “traditional” or “non-traditional.”  When you do that, you’ll be able to assess their programming needs and understand how to reach your target audience.

On the typical community/commuter college campus, the majority of day time students are traditional:  eighteen-to-twenty-four years old, recent high school graduates, single, etc. The main difference between traditional college students at a commuter campus as compared to a residential campus is simple-- most of the these commuter students still live at home, with their families.  At a residential campus, these students would most likely be living either in a dorm or an off-campus apartment, but not with their families.

Then there are the evening students.  On a commuter campus, these people are nearly all “non-traditional” students.  They may have regular, day jobs.  They may be married, or have families.  They tend to be older, more mature, and therefore have different interests.

Here’s what you’ll find on most commuter college campuses:  from 8-to-5 are your traditional college students, while from 5 o’clock until the last class lets out are your non-traditional students.  Look around and that’s what you’ll see.

Based on this insight, let’s develop a few principles for commuter campus programming that can help you do a better job.  We’ll consider these two groups-- daytime and evening students-- separately.

Daytime Students

The daytime, traditional students will enjoy the typical student activities that you’d see on any college campus.  That includes music, coffeehouse shows, comedians, spoken word artists, novelties, and more.  The events and attractions that you see showcased at the APCA conferences and convention work perfectly.

Your biggest challenge in daytime programming is getting these traditional students to attend your events.  That’s is the fuel for ongoing discussions at every educational session and programming workshop.

There are two solutions.  The first one you’ve heard before:  free food.  Free food is the biggest draw on any college campus anywhere, anytime.  It’s not just your campus.  It’s every campus.  We have to bait students to attend and have fun.  They always have fun when they go to a campus event, but for some reason they seem to forget that.  So you have to bait them almost every time.

The second solution to attendance is traffic patterns:  take your show to the students. Most schools find it nearly impossible to get students to break their deeply ingrained traffic patterns.  Students park their cars, they walk to the student center, they go to class, they may go back to the student center, they walk to their cars, they leave.  Oh, and once in a while they go to the library.

Understand that you can’t break those patterns.  You could have Dave Matthews playing free in the auditorium across campus, and many students wouldn’t make the effort to walk over there.  So you must bring the performance to your students. Present shows in the cafeteria or student center.  Program in the lobby, or the patio or courtyard.  Place your events in their way, actually block their path on sidewalks.  They will accidentally bump into your programs, and end up participating.

  Evening Students

The students that hit campus after five o’clock are different.  They may be tired from working all day at a job or at home.  They may have rushed from childcare to campus. They’ve got other concerns that traditional college students don’t have to face.

But these non-traditional, evening students also need programs.  And, most importantly, they pay student activity fees, too.  Part of your challenge is to find student activities programs and events that can meet their needs.

What are their needs?  Evening students often don’t have time to be entertained, because they’ve got a tight schedule when they’re on campus.  They go to class, then rush off to other obligations like family or a job.  But remember the idea of free food?  It works especially well with evening students, because they may have missed dinner to rush to campus.

You might also consider some ongoing evening activities for these students.  In addition to that free pizza party or hamburger cook out once a month or semester, how about something more often and less expensive?  Maybe you could provide free coffee in the student center every evening from five until seven o’clock?  Maybe you could have snacks or dessert offerings.  These folks would be grateful!

Bigger Coordinated Events

If you do a larger event for your evening students, try to coordinate with the faculty. Often evening classes meet longer than the traditional one-hour.  A three-hour class generally takes a break somewhere around the midpoint.  If you plan a big program, such as a cookout with entertainment, communicate that to your faculty well in advance. You’ll often find the professors will time their lectures so that the students can take a longer break and enjoy more of your activity.  More importantly, they won’t plan an exam that might keep students in the classroom.

Campus-wide programs such as an Open House can also be very successful.  Students love to bring their children-- or parents-- to campus and show them around.  If you can present such an event, and throw in a free (or cheap) meal, you’ll reach a lot of students. It also makes a great recruitment tool, and gets the family involved with the school.

Off Campus Events

We nearly always think of student activities as something that is done for students on campus.  It doesn’t have to be that way.  Think of ways you can provide for these students off campus.

You may be able to purchase student tickets to local movie theaters, sporting events, concerts, and more.  By getting these tickets for your students, you’ve provided them with an activity-- perhaps even a cultural event-- that they might not have been able to attend otherwise.  It’s worth considering.

Note, too, that these offerings will be self-selecting.  You might present a comedian for your daytime students, but give away tickets to a local comedy club for your evening students. You don’t have to discriminate-- but if you only give away the free tickets at night, you’ll end up giving them to the right students.

Final thoughts

Perhaps the most difficult feat to execute on a commuter campus is the evening program. It’s tough to schedule a concert or event that appeals to traditional students (your daytime commuter students) in the evening.  Unless it’s extraordinary, don’t try it.  It’s nearly impossible to get students back on campus after they’ve left for the day.  Many a coffeehouse and comedy series has gone down the drain because it was scheduled at night on a community college.  It would have worked at noon, when the students were already there.  They don’t come back...

Commuter students are a challenge to serve.  They have different needs, different interests, and different responses to campus events.  You’ll find it a constant struggle to reach out to them and get them involved with your programs.  But it’s worth it when you find those programs that work, and those students who appreciate your effort.  And, after all, it is your job!

 

Cafeteria Shows: Making the Best of a Bad Situation

Posted by: Del Suggs - Saltwatermusic.com

The best place to have a concert is obvious-- a Concert Hall or Auditorium. Often these sites are unavailable (or undesirable) as a concert site, and the campus cafeteria is chosen as an alternative. A Cafeteria Show can be successful-- although the odds are against it. What it takes to have a good cafeteria show is extra effort on the part of the concert committee. The following are some suggestions from a veteran of many such shows.

Alternate Sites

Perhaps the best idea is to find an adjacent site for the concert. If there is a lobby outside of the cafeteria, try to use it for the show. Perhaps you can rearrange the couches and chairs, and catch people leaving the cafeteria who will stay and listen. Maybe you could serve dessert in the lobby... or at least encourage diners to bring their ice cream into the lobby for the music. If you haven't guessed, I'm trying to discourage you from having entertainment in your dining hall.

Why? Because most people think you can simply stick a performer in the cafeteria and say "Play." This absolutely will not work. On any given campus, many students eat between 15-21 meals a week in the cafeteria. At just 30 minutes per meal, a total of 90 minutes a day, that can amount to 10 hours a week-- as much as a part-time job! As a result, students feel comfortable in the cafeteria. Remember "The Waltons" and "Leave It To Beaver"-- the dining table is a family place, a place of stability and reassurance that everything is okay. This is the best and the worst reason to have a concert here.

It's the best reason because cafeteria dining is dull, boring, and repetitious, and a concert would really spice things up. It's the worst reason because Students Hate Surprises. They expect-- demand-- that their cafeteria experience remain the same as it always is.

For a cafeteria concert to be successful, you must make the cafeteria different and special for the show. You must also make the concert a special event, and make sure that your students know the the show is a big deal. For this reason, if you decide to have a successful cafeteria show, you must do two things: convert the room, and convert the students.

Cafeteria Conversion

Begin by analyzing the dining room. Realize that not everybody wants to entertained at dinner; therefore, if there is a section of the room that can be separated or closed off, use it as the concert site. Find some way of setting aside one area-- a small area-- for the concert-goers. I suggest a small area, because it is better to have your audience crowded into a small area than scattered out across the room with empty tables and chairs in between.

Talk to and befriend the Cafeteria Management. Make sure that they are supportive of a show. Make sure they know that you will be responsible for restoring the cafeteria to it's original condition after the show. Make sure they know that this show won't be any more work for them. Ask if they can provide tablecloths, candles, and maybe even a special dinner the night of the show. If they are opposed to the show, you might as well forget it. But they are generally excited about the possibility of generating more business and satisfied customers. The main thing is to make sure they know there is no extra work involved for them. They need to know that you will be doing all the work, and they will simply share in the glory.

In the section of the hall set aside as the concert site, arrange for a stage, lights and sound (if required by the artist's rider). Make sure you can dim the overhead lights, or turn them off all together. It is vitally important that you set the mood-- the ambience-- for the show. Arrange to decorate the stage area with plants or props. Try to find table cloths and candles, at least for the tables up close to the stage.

Arrange the tables and chairs so that everyone in facing the stage, even if you have to remove chairs. This is very important for two reasons: it discourages talking; and it helps the audience pay attention to the show.

Converting the Students

A week before the show, make sure the word gets out. Put up posters, use table tents, make announcements in the dining hall about the show, do what ever it takes to get the word out about this show. Make sure nobody walks into the cafeteria the night of the show and says "what's going on?". Remember, Students Hate Surprises.

Thirty minutes before the show: Turn off the TV, unplug the video games, cover the pool tables; turn off the music or radio. Dim the room lights fifteen minutes before the show begins. Have information (bios and fliers) on the tables telling about the artist for diners to read. You can copy the press release, or write your own blurb. Have an Emcee to introduce the act in a professional manner. Do everything you can to create the image that this is an important event. This is not just a "cafeteria gig." This is (ta-dah!) "Dinner Theatre."

It's Showtime

Require that everyone on your committee be at the show-- sitting down front, enjoying and applauding. Every show needs a core audience to get the excitement and energy started. Fun is contagious, and you will quickly find that everybody has begun to appreciate the performance.

After the show: Allow time for an encore, don't just turn on the lights and run people out. Give your audience a moment to sit and relax, and meet the performer if they want. If the performer has CD's or tapes available, announce it from the stage and encourage people to come down. Let people visit with the artist without being pressured to get out of the room.

Talk personally to those in attendance and thank them for being there. The word of mouth advertising you will get from them is priceless. They may also want to become a member of your concert committee. Sign them up on the spot.

Return to Dullness

Remember your promise to the Cafeteria Manager? Put everything back the way it was before the show. Rearrange the tables and chairs, put the plants back in the lobby, pick up all the table tents and fliers. Turn it back into the same old dull cafeteria it was before you converted it into (ta-dah!) "Dinner Theatre."

If you follow these guidelines, I can almost promise that you will have a good, successful cafeteria concert. If you don't, the show may still succeed... but the odds are more likely that it will bomb.

Frequently, cafeteria shows are seen as "disposable." They are generally less expensive acts, and since there is less money at stake, these shows are sometimes considered less important. That usually means that less effort is put into presenting these shows. But don't forget that the act you are bringing in to perform in your cafeteria may have played a concert hall the night before. Just because they are in your cafeteria doesn't mean they aren't great performing artists! Of course they are great. That's why you booked them!

The bottom line is this: You pay a lot of money for your performing artists, but it takes more than just booking a good act to ensure a good show. We can't do it all by ourselves-- we need your help to make it work. Give us the best possible conditions, and you will get twice your moneys worth.

Building and Maintaining a (GREAT) Coffeehouse Series

Posted by: Del Suggs - Saltwatermusic.com

In General

What is a "Coffeehouse"? It's a performing environment that rarely exists outside of the college campus. Briefly (and vaguely), it is a venue designed for an intimate performance for a small audience. That means a small act (rarely more than 3 performers) utilizing minimal sound equipment (small PA) performing for a small audience (generally less than 100) in a small space. The idea is that the performer puts on a show (as opposed to just singing songs, etc.) and the audience actually pays attention (as opposed to chatting and drinking). It is actually much more fun than it sounds on paper. Most people rarely get the opportunity to see an entertainer up close in an intimate setting, instead of being in a concert hall with several thousand other people. It is a wonderful experience.

Where did they come from? They began as alternative performance sites in the 1950s, as musicians, poets, and other avant-garde performance artists sought out places to perform. In the 1960s, students brought them on campus. They don't really have an off-campus counterpart, except for the occasional "listening room." A coffeehouse is very different from a bar.

What happened to them? In the 1960s, students found these smoky basements and storage rooms and turned them into cool places to hear music. In the 1970s, they put on polyester clothes and went out disco dancing to the BeeGees. In the 1980s, they shaved off parts of their hair and pierced odd body parts. And in the 1990s, they rediscovered acoustic music and songs with a message... and the coffeehouse.

Where are Coffeehouses now? Most campuses no longer have a room used just as a coffeehouse. They are more likely to be held in a student lounge, snack bar or cafeteria, campus pub, or even on the patio or green area. Today's coffeehouse is usually held in a converted space used for something else. Almost anyplace can be utilized, if it can be used for an intimate performance.

What kind of entertainment? Small musical acts that are generally "acoustic-oriented" instead of electric. Comedy and novelty is also very popular. The idea is to have a show where the audience and the performer are in close proximity. Because of the nature of the coffeehouse show, it is necessary that the artists be Professional (NACA-type) acts. These acts are accustomed to working in the coffeehouse setting and performing for student audiences. These programs are rarely successful when consisting of local or student acts entirely.

Starting a Series

Why can't I just do one coffeehouse show and see if it works? Because nobody at your school knows what a "coffeehouse" is! If you want your coffeehouse to be successful, you should plan a Coffeehouse Series or Program. It's like advertising-- repetition helps make it successful.

What is a Coffeehouse Series? Plan a number of regular, consistent shows. Hold them on the same day or night, in the same place. Use the same "quality" acts for each show (not a NACA Pro one time and an amateur student the next).

How do I do that? First of all, get a commitment from your Activities Board or Director of Student Activities. Take the budget you receive, and divide it by 900. For example, you are allocated $3600 for your Spring Semester: divided by 900 equals 4. You should then plan on doing four shows for your Spring Series, because most Coffeehouse Acts will fall into that price range.

Next, find a location. This will be easier at some schools than others. Some obvious places are the Student Center Lounge, the snack bar or cafeteria (after meal hours), Dorm lounges, a ballroom, etc. Choose a day or night for your program which works in your academic and social schedule. If you are at a "suitcase college," don't plan the series for Saturday night! If your school has a strong (and large) greek system, don't schedule it during chapter meetings. And don't go head-to-head with major sporting events. If you can, choose one consistent day (Tuesday nights, for instance), or a range (Tuesday, Wednesday or Thursday). Try not to do one show on Saturday night and the next show on Tuesday night. Be consistent. You may want to try a regular schedule, like the First Wednesday of each Month for a monthly series, or Every Tuesday for a weekly series.

Check the room schedule, and try to get a priority on the days you want. Then schedule the acts you want for those days. Take advantage of Block Booking. Refer to your notes from the NACA Conference. Check your files for promo. Talk to artists and agents over the phone. Watch the videos, and listen to the tapes. Book a variety of acts, not just white male guitar players or comedians.

Book your series One Term (semester or quarter) In Advance. This is the easy part.

Promotion

How do I promote the Series? First, come up with a name for the series, something catchy and memorable: "Wednesday Night Live" or just "Tuesdays" helps people remember when it is. You may want to name it after the room: "The Outpost" or "The Orange & Brew." You can name it after your school mascot: "The Eagles' Nest" or "Club Tiger." You can even use the word "coffeehouse" in the title, although most people won't know what it means. (They will also expect you to serve coffee). You can also name it after somebody important or special: "Edgar's" was the name of the Coffeehouse at Clemson University, located in the Edgar-Somebody Student Center. And Campbell University named their Coffeehouse after a student who died suddenly, and called it "Chelle's Place." Or how about borrowing the MTV concept: "Unplugged."

Then plan a whole publicity campaign for the series-- not just one show at a time. You want people to attend every show, not just one. If your activity board does a calendar, get your Coffeehouse listed. Print your own schedules and distribute them, do T-shirts, posters, buttons, stickers, whatever you can afford. Just make sure you get the word out.

Do a separate publicity campaign for each individual show, using the materials the performers will send you and your own ingenuity. You might also check out Promoting Your Campus Events for more ideas.

Most importantly, make sure your Activities Board knows about the show, and all of your friends. Make then attend! In a small room, 12 or 15 people is a good start for a crowd. And if they tell everybody they know, you'll have a full house.

The Show

What is a "Show"? Your coffeehouse programs should be "Shows," not endurance events. They should have a beginning, and an end. It's like a movie, or a lecture. Don't expect your artists to play for three hours and your students to drop in at their leisure. Schedule a Show: Ninety-minutes straight (or less) is the norm. You can do two-hours, with a break-- but you will lose part of your audience when you break. Most coffeehouse shows are running around 60-75 minutes.

What about the room? The Venue for your coffeehouse needs to be comfortable, cozy, and intimate-- yet not too familiar. If you are using a familiar place, like a lounge or cafeteria, rearrange it totally for the show. Make it look like a new place the students have never been before! Don't just put the chairs in rows. Use the tables, put on table cloths and candles. Turn off TV's, Video Games, cover the pool tables, etc.

Make sure you have a stage. Even small rooms need a stage, but make sure it fits in scale with the room. Make sure you have stage lights. Lights help the audience focus on the performance. Know how to turn off the room lights.

What about Sound? Make sure you understand the sound requirements and have taken care of them if you are providing the sound system. If the act is doing their own sound, schedule a load-in and arrange for a few strong backs to help carry in equipment. Allow them time to do their sound check, and get it right. Then make sure you have some help to load-out after the show.

How does the show begin? Open the doors 30 minutes before the show. Have some music playing which will set the mood for the program. Have some table tents or fliers with the performer's bio and other information on it. Have your program schedule available. Make sure all of your activities board members and your other friends are there, and sitting down front. At show time, dim the room lights and turn down the recorded music (then turn it off). Have a student introduce the act on stage, through the sound system. Then turn it over to your performer.

What about when the show is over? When the performer finishes, just sit tight. Allow for an encore, if the audience wants. Have your emcee thank the performer for a great show, and thank the audience for attending. Announce the next show ("Come back next week for another great performer, John Doe.") Keep the lights down, and let people visit with the artist, talk, and drift out. It won't take very long, and will leave a much better impression than flipping the lights on and running every one out. Don't be in a hurry!

Any other suggestions? Don't forget that these are intimate shows. Don't expect 1000 people to attend. If they do, it's not a coffeehouse-- it's a concert.

Some coffeehouses have table tents or have the Emcee announce that the performance is for listening-- ask people to refrain from talking. It's also rude for audience members to request songs (usually just yelling out "Play some Buffett!") UNLESS the performer has asked for requests. Make sure your Board knows this once-common audience courtesy.

Be good to your performers. Make sure you understand their riders and contracts, and call if you have any questions. If you are providing a room, make sure you have their preferences (nonsmoking, ground floor, or whatever). Some touring artists prefer motels with room-side parking to hotels, so that unloading is simpler and they can keep an eye on their van full of equipment.

Make sure your artists get a map of the campus, with your office and phone numbers marked. Arrange for parking permits. Take them to dinner after the show-- they are probably nice folks you'd like to get to know.

The next day, tell everyone you see that they missed the greatest performance on the planet. Make them aware that the series happens, when it happens, and that they need to be there. Your series will be a success! Good Luck!

Presenting Shows The Right Way

Posted by: Del Suggs - Saltwatermusic.com

For years I just accepted and played any situation a college wanted.  Middle of the cafeteria?  I can do that.  Outside on the lawn?  No problem!  Lobby of the Student Center?  Sure thing!  See, I’m a Nice Guy-- and nice guys always try to get along with everybody.  I didn’t want to cause trouble by objecting to a venue or presentation idea.

As you might imagine, I had some interesting experiences.  How about this-- I actually played the “Half-time Show” at a football game!  My sound system was set up on a flat bed truck, and when the teams ran off the field the driver pulled on the middle of the field with my “stage.”  When my twenty-minutes was up, the driver ran back out, unplugged the extension cord and drove off the field with me “surfing” the back of the truck.

I also had some lousy experiences.  I played standing on the floor in the corner of a crowded campus cafeteria, while being completely ignored by three hundred students.  It was a colossal waste of my time and their money.

Being a life-long learner, I started to keep track of the “problem situations,” especially when I noticed trends.  Soon, I began to see that simple changes could often create a much better performance situation.  When I felt like I was knowledgeable enough, I began to offer suggestions to activities personnel at the school where I was performing. 

For example, when another school wanted me to stand on the floor in the corner of their cafeteria, I suggested that we move some tables and put me up on the elevated sitting area.  That show turned out great, and Student Activities Board was grateful to find a better way to present their performers.

Eventually I refined my advice into the various educational programs I offer at the APCA Conferences and Workshops, and at the Student Activities Training Programs I present at colleges across the country.  I thought that I would share a potpourri of those ideas with you this month.

 

Shake It Up

If you are using a room where students already go (like a cafeteria), or if you do all your shows in the same room (like a ballroom), then change the room around for your shows. It makes a difference, because it opens your students’ eyes to the new experience (performance) that they are about to enjoy.

If you’re in the tired old cafeteria, then move the tables around.  Instead of putting the performer in the same old place, put them in the opposite end of the room.  Remove all the chairs that face away from the stage, so that everyone sitting in the room is facing the performer.  Put out tablecloths, even for a Noon show.  Find a way to dim the lights.

Of course, you’ve brought in a stage-- because that gives your audience a focal point in the room.  But how about lights?  You can nearly always find a portable stage lighting system on campus, but if your school doesn’t have one then buy some clip-on lights and flood bulbs.  I heard of a show once where they lit the stage with fifteen of those desk lamps that come standard in dorm rooms!  Be creative, and do things differently.

I played a college coffeehouse that tried a new arrangement for my show.  Instead of bringing in a stage platform for me to stand on, they brought in six or eight stages for the audience to sit on!  I played on the floor, while the students sat at tables on stage risers.  It was a “dinner theater” effect, and worked out great.

 

Stuck In Traffic

Respect the traffic patterns on your campus.  No, I’m not talking about jaywalking-- I’m talking about the path that students take around your school and school buildings.  If you are presenting a daytime show, then you have to pay special attention to the traffic patterns.

Students may go to different places on campus, but they tend to follow the same routes. If you find that students are filling the student center at 11 a.m. every Wednesday, then that may be the perfect time for your so-called “Noon” show.  Move it up an hour to 11, and take advantage of that audience.

Keep your stage away from doorways and popular exits.  Students are accustomed to using particular doors into and out of rooms and buildings.  Don’t try to do a show right in the midst of that traffic flow.  Students will walk right by your event.  That hurts the show disrupting the performance for the rest of the audience, because of people essentially walking in front of the stage.

But do take advantage of that traffic flow by noting where those students are going. Understand that you will not break those traffic patterns, especially for a daytime show. Make sure that any performance or event is either at the beginning or end of the traffic route, or somewhere along the way.  Don’t even attempt a daytime event that’s not going to be walked past by all those students unless it’s a really major program.  Old habits are tough to break.

 

Picky Little Things

Take note of those petty little distractions that can reduce a great show into just a good show.  Sometimes just the simplest little annoyances can add up to a big irritation with your audience. 

Always be aware of lines and queues when you place your stage.  I played an outdoor event where the food line and the beverage line were on opposite sides, and both ended at the foot of the stage.  It made for a train wreck of confusion right in front of the stage, a big distraction for the audience.

If you place a performer in front of a large door, window or glass wall, make sure there is some kind of curtain, banner, or even just a blanket covering the glass.  Without fail, some student will walk up to the outside of the glass and either try to open the door, or just start making funny faces and such things.  And even if that doesn’t happen, you don’t need the distraction of having students walking around behind the performer.

Make sure there is somewhere for the audience to sit down.  It can be discouraging for an audience to enter a room or an outdoor space to enjoy a show and have no where to sit.  I’ve played beautiful shady patios and courtyards on college campuses where the audience stood around for a while, then left because there was no place to relax.

On the other hand, think about using performers when students can’t sit down.  We can be a great distraction for those waiting in long lines.  I’ve performed specifically for students waiting in line for Drop/Add, to buy books, to vote in SGA elections, to give blood, and for students waiting in line for other attractions like wax hands and caricatures.  If they’re going to be in line for very long, use some music to distract them.  It sure makes the time fly.

 

Natural Spaces

Consider the natural spaces on your campus.  You may have a hillside that is just perfect for an outdoor event-- that gentle slope that creates a natural amphitheater.  Take advantage of it when the weather is amenable.  Do a show someplace different.  But pay attention to the climate and conditions!

Last October I performed an afternoon concert at Three p.m. on a beautiful campus lawn. When I was booked, I suggested that the presenters do two things.  First, provide a cover or awning for the stage in case of too much sun or rain;  Second, that they make sure there was adequate shade for the audience.  They ignored my suggestions.  While there was no rain, I ended up performing in the full blazing sun for two hours.  And the audience? Well, they sat about a hundred yards away underneath the shady trees that bordered the lawn.  Still, it was a good show.  The school has already booked me back for this fall. But, they moved the show to November instead of October, and to Five p.m. instead of Three p.m.  It’ll be much more comfortable for the audience, and for me!

If you have any questions about successful programs, please email me at: Del@SaltwaterMusic.com.  I’ll do my best to advise and help you.  And let me know about any thing new you’ve been using in your programs.  Whether it’s a new programming idea, or a sure-fire promotional technique, if you’ll email me about it I’ll spread the word.