RA360: Program Planning
TL;DR
You may be asked to plan events or programs for your residents. The first challenge is to pick an engaging topic, theme, or format. Then the event planning begins. Don’t forget to seek feedback and asses your program at the end–that’s how you can learn and improve.
Every campus has its own model for programming. No matter the model you’ll probably be asked to help plan an event at some point. If this is your first time planning an event (or even if you’ve done it multiple times) there are always ways you can improve.
If your school uses Roompact’s Events feature to track program proposals, this tutorial can walk you through how it works.
Why We Program
Programming can serve many purposes. It can help you build community or create a sense of belonging. It can help participants learn something new about a topic or even about themselves. the best programs are created with a sense of intention. An opportunity to meet the goals and outcomes you have for your residents. The programs you create reflect both your community’s personality and your institution’s values and objectives.
Not sure how to start building that sense of community?
Check out the Community Development page for strategies, ideas, and a helpful framework to guide your efforts.
Successful Event Planning
This section serves as your step-by-step guide to planning a successful program, from the moment an idea sparks to the final clean-up and reflection. Each step will be broken down in the sections that follow, with tips, reminders, and real-life strategies to help you feel confident and prepared at every stage of the process.
- Step 1: Needs & Goals
- Step 2: Programming Ideas
- Step 3: Budgeting
- Step 4: Advertising
- Step 5: The Day of the Program
- Step 6: Assessment
The folks at Cornell College created this handy list with tips and task for successful program planning.
Needs & Goals
Every strong event starts with a clear purpose. Before you dive into planning, take a step back and ask: What does this event aim to achieve? It could be used on resident needs in the moment or based on goals and objectives your department has for all students. A clear set of goals helps shape the format of your event, guide your preparation, and determine how you measure success afterward. When you program with intention, your events are more likely to feel relevant, engaging, and memorable for your community.
Checklist + Reminders:
✅ Did I ask myself what my residents actually need right now? (Not just what I think is fun!)
✅ Have I chosen a goal that is specific, realistic, and intentional?
✅ Can I answer: What should my residents walk away with?
✅ Does my goal connect to any learning outcomes or community themes?
Programming Ideas
Once you’ve identified a need and set a goal, it’s time to get creative. Think about what format fits your goals best: a hands-on activity, a group discussion, a relaxing social event, or something entirely unique. Consider your residents’ interests, your own strengths, and what resources you have available. You can draw inspiration from campus events, current trends, or even offbeat holidays. Don’t be afraid to try something new or collaborate with others.
100 Budget-Friendly Program Ideas
from Stony Brook University
100 RA Program Event Ideas
from signupgenius.com
“Weird” Holidays
International Cupcake Day? Answer Your Cat’s Questions Day? Check out this listing of offbeat holidays you can use for programming insirtion
Checklist + Reminders:
✅ Did I pick a format that fits both my audience and my idea?
✅ Have I considered different learning styles (visual, hands-on, social)?
✅ Am I playing to my own strengths, or asking for help where I need it?
✅ Did I consider collaboration with campus partners or other RAs?
✅ Have I done a vibe check: Would I go to this program as a resident?
Budgeting
You don’t need a large budget to create a successful program just some thoughtful planning. Start by confirming how much funding is available and what your department’s purchasing policies are. If you’re unsure, check with your supervisor. Once you have a clear budget, prioritize what will have the biggest impact. Consider collaborating with another RA or campus office to stretch your resources. Reusing supplies or borrowing items from your community’s resource closet can also help keep costs down. (Don’t forget to keep track of your spending and submit receipts promptly.)
Checklist + Reminders:
✅ Have I confirmed my budget limit with my supervisor or hall director?
✅ Do I know how to submit a purchase request or reimbursement?
✅ Am I making the most of free campus resources or borrowing supplies?
✅ Can I partner with someone else to share costs?
✅ Have I kept receipts and logged my spending?
Planning
Good programs don’t happen by accident, they happen by design. From idea to execution, having a plan makes everything smoother. Then think about logistics: time, space, and materials. Build in time to prepare and delegate tasks. The more you’re able to get ahead of the little details, the more confident you’ll feel the day of.
Checklist + Reminders:
✅ Do I know the when, where, and who of my program?
✅ Have I reserved a space (and maybe a backup in case of weather)?
✅ Have I listed everything I need to bring or set up?
✅ Do I have a timeline for prep, set-up, and clean-up?
✅ Did I ask anyone to help me out?
Advertising
Often a key part of planning a program is developing adverting for your event. We’ve got you covered on that from with an RA360 page dedicated to posters, social media campaigns, and the like.
Checklist + Reminders:
✅ Have I submitted a flyer or post to the appropriate platform(s)?
✅ Am I reaching residents where they actually look? (Group chats, elevators, Instagram?)
✅ Did I include all the basic info: who, what, where, when, why?
✅ Have I posted reminders 24–48 hours before the event?
✅ Did I add some kind of hook to draw people in?
Day of Event
You’ve brainstormed. You’ve planned. You’ve taped up flyers like a marketing machine. Now it’s game time. Not everything may go as planned (that’s normal). Be prepared with back up plans or to pivot as necessary.
Checklist + Reminders:
✅ Have I arrived early enough to set up calmly and confidently (30–60 minutes before start time)?
✅ Have I double-checked that I have all my materials; including technology, decorations, supplies, and cleanup items?
✅ Did I test anything that plugs in, lights up, or plays sound? (Projector, speaker, laptop, QR check-in code?)
✅ Do I have a quick way to explain the purpose of the program if someone asks?
✅ Have I cleaned up, returned borrowed items, and submitted attendance and receipts?
Assessment
Assessment involves seeking feedback and testing the effectiveness of your programs. Learning a little bit more about assessment will help improve outcomes of your residents AND make you a better programmer.
Checklist + Reminders:
✅ Did I collect feedback in any form (QR code, casual convo, Instagram poll)?
✅ What went well? What felt awkward?
✅ Did I reach the goal I set at the beginning?
✅ Did my residents enjoy themselves, learn something, or feel more connected?
✅ Have I recorded this for my own reflection or for staff reporting?
Roompact’s Attendance feature allows residents to check in to an Event by QR code and record their attendance by other methods.
Questions To Ponder:
- What are your residents interested in?
- What do your residents need to learn?
- Think of a program you’ve attended that was really well planned. That got all the details “right.” What made that program so great?
RA360 Outcomes:
RAs and student staff members will be able to:
- Identify ideas for community programs.
- Develop a program plan.
- Execute a successful program.
More To Explore
RA360 is a set of resources organized around skills, topics and competencies relevant to Resident Advisors and similar related student staff positions in college and university residence halls.
