2014-2015 PAB Information Guide

Programming and Activities Board
Information Guide
What does University Wide mean and look like?
● To function as a University Wide organization, PAB hosts all socials, retreats, trainings, and
conducts all hiring processes and orientations as one group.
● A University Wide event is one in which all campuses contribute to the planning and execution of
the event, but the location of the event may be on any or all campuses. Example: Locks of Love
during Homecoming week functioned at that same time across all campuses.
● How will the budget be allocated?
o The PAB Presidents consistently meet as a central brain to promote transparency.
Benefits of our University Wide PAB Model:
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This unified funding structure has allowed PAB to continue producing high quality events that
support the mission and vision of Arizona State University. This is evident by PAB’s lead in
University Wide initiatives such as Late Night Programming, promotion of Sun Devil Spirit, Pride,
and Tradition through collaboration with the Sun Devil Coalition on tailgates and regular
attendance at athletic events.
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The PAB Presidents Council meet bi-weekly to consult one another on local campus operating,
maintain professional and positive staff morale, set the visions and goals of the organization, and
implement our University Wide programming strategies.
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PAB Departments communicate as one unit to enlarge their networking base, cross-promote
events, and collaborate on effective event planning ideas and strategies.
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PAB increasingly meets the needs of students at Arizona State University (ASU) regardless of
which campus(es) they attend.
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Interdepartmental communication enables cross campus collaboration which in turn gives all PAB
students a diverse experience with planning events.
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One (1) unified calendar of events with minimal overlap to promote Student Engagement,
attendance and retention.
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University Wide Homecoming implementation resulted in higher attendance at all events.
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Unified application and hiring process resulted in increased applications submitted. Increased
number of applicants will lead to having a more qualified staff at all campuses. With more
qualified staff members, higher quality events can be provided.
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Unified new staff orientation, fall retreat, meetings, and staff socials result in everyone receiving
the same message which helps create one common message. This past academic year, PAB
held all staff meetings on each of the campuses which enabled attendees to learn about the
cultures that make each of our campuses so unique.
Department Descriptions
Chief of Staff
The responsibilities of the Chief of Staff include organizing all staff and director meetings, assisting in the
planning of fall/spring trainings and retreats, assuring that office space has suitable materials, keeping
records of staff attendance, working with staff to compile a schedule of all department meetings, events,
and office hours, planning staff socials, and assisting executive staff as needed. The Chief of Staff is
responsible for managing the social affairs budget and assist with the executive budget.
Homecoming
In the fall this department is responsible for working through the summer to establish the calendar of
events for Homecoming Week, holding bi-weekly homecoming meetings, having one-on-one meetings
with every program coordinator each month, and developing a volunteer staff that will successfully plan
and execute activities for fall homecoming programs for ASU students, faculty, staff, and alumni. Other
responsibilities include attending university Homecoming meetings to receive updates from and give
information to faculty and staff about Homecoming, developing a theme and logo for the year’s
celebration, communicating and collaborating as a University Wide unit, recording and saving all
materials that are used throughout the planning process in order to assist future Homecoming Directors
and to continuously develop ASU’s Homecoming celebration, and distributing a budget to various
departments within Homecoming, and keeping track and log of any expenditures with ASU Student
Engagement Staff.
Game Day
It is the responsibility of the Game Day department to not only plan and implement programs that support
ASU Athletics but to also plan and implement programs that engage students in athletic activities on
campus. This should be done by collaborating with other departments and organizations on campus such
as Sun Devil Athletics. Members of this department will also work with the university Game Day
Committee as well as the Spirit Committee.
Business Relations
It is the responsibility of the Business Relations department to work with experiential marketing
companies to generate revenue for PAB by reserving venues on campus to provide access for
companies to ASU and its student population for traveling campus tours (i.e. businesses that pay over
$1,500 per day to promote their company or product on campus). This department is also responsible for
creating and implementing a sponsorship package, contacting companies to sponsor events, and
collecting product donations to be handed out at events. Business Relations may also be responsible for
managing budgets as deemed necessary by Executive. This department is very different from other PAB
departments in that it is continually working with companies and rarely planning events.
Live Entertainment
It is the responsibility of the Live Entertainment department to provide a variety of entertainment options
for ASU students. Programs should include but are not limited to concerts, comedians, and lectures. It is
the responsibility of this department’s staff to work with external agents/labels and
organizations/departments on campus, submitting contracts and necessary documentation by required
deadlines, and reserving appropriate venues on campus. This department should also provide
programming that allows ASU students to showcase their own entertaining skills.
Marketing
*Individuals who specialize in the following: public relations, marketing, website design, and graphic
design.
● The Marketing Director will be responsible for all public relation activities as well as overseeing event
marketing, making sure the website is updated (either by the director or a department member), and
teaching the department’s staff.
● The Assistant Directors will work with assigned PAB departments and be responsible for all marketing
and promotion for their assigned departments.
● Interns will assist the Director and Assistant Director as needed with various activities.
The marketing department also has a recruitment aspect that recruits students for both volunteer and
staff positions. This person is responsible for hosting information sessions, maintaining a database of all
volunteers, recruiting new staff/volunteers/members, and hosting staff socials in an effort to build
relationships and increase retention of those involved with the organization.
Special Events
It is the responsibility of the Special Events department to plan and execute creative events that do not
fall under the responsibility of other departments. This department has a special focus on late night
programming and providing movie screenings to students at local theaters, on-campus viewing
opportunities, as well as opportunities for students to present their own capabilities in film.
Production Services Coordinator
It is the responsibility of the Production Services Coordinator to work with all PAB departments to ensure
that production needs are met. This position will manage the sound systems, check out systems,
inventory, and ensure proper maintenance of production equipment. This position works closely with
LAVA to ensure they can assist with events that require production.
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Expectations of ALL Staff members
Attend all staff meetings, retreats, training sessions, and signature events
Maintain constant communication with executives before making any verbal or written decisions.
Attend bi-weekly one-on-ones with assigned executive staff member.
Attend bi-weekly department meetings.
Attend at least (1) one event on another campus per semester.
Attend a minimum of (5) five events per semester (Not including your own, Homecoming, or Sun
Devil Week events).
Participation at all Homecoming events and Sun Devil Week is mandatory.
Emails and phone calls must be returned within 48 hours.
Responsibilities of Each Position
Director Responsibilities
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Organize, teach, manage, and develop the departmental events and department members
(assistant directors, interns, etc.)
Have general knowledge and awareness to plan any event within their respective department.
Plan large-scale events encompassing many activities drawing a large number of students and
speaking to student interests.
Creating strategic goals for the department, PAB as a PAN-Campus organization, and working to
complete those goals.
Lead various event planning processes as requested from executive and professional staff.
Responsible for the department’s annual budget.
Cooperate and/or coordinate with other student organizations.
Be proactive to identify new activities PAB can plan and/or sponsor.
Ensure that all events are based on the PAB Mission Statement.
Ensure that department programs are created and implemented effectively and efficiently.
Hold at least (4) four office hours a week (exclusive of other PAB meetings and obligations).
Attend all Staff and Director meetings.
Operate as the face of the department.
Serve as part of the governing group responsible for the duties outlined in the PAB Constitution.
Estimated time per Semester*
Office Hours
4 hrs x 15 weeks
60 hrs
Staff Meetings and Director Meetings
1 hr x 15 mtgs
15 hrs
Department Meetings
1 hr x 8 mtgs
8 hrs
Meeting with Executives
1 hr x 8 mtgs
8 hrs
Plan large event (from planning to reporting)
20 hrs x 2 events
40 hrs
Attend 5 PAB events (one must be on another campus)
2 hrs x 5 events
10 hrs
Attend 5 Homecoming events (Coronation, Lantern Walk,
Parade, Campus Signature Event, Other Campus Signature)
2 hrs x 5 events
10 hrs
Total Hours
151 hrs
Estimated
Hours/Week
10 Hours
*Paid Position
Assistant Directors Responsibilities
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Work with Director to plan department events.
Plan (2) two events per semester (with the help of the Director).
Keep the department documentation organized and up to date with all important information from
every event hosted by their department.
Carry out responsibilities as delegated by the Director.
Keep Director aware of event status and progress.
Assist the Director to teach the Intern(s) throughout the year.
Hold at least (3) three office hours per week (exclusive of other PAB meetings and obligations).
Estimated time per Semester
Office Hours
3 hrs x 15 wks
45 hrs
Staff Meetings
1hr x 8 mtgs
8 hrs
Meetings with Department/Executives
1hr x 15 mtgs
8 hrs
Plan event (from planning to reporting)
15 hrs x 2 events
30 hrs
Attend 5 PAB events (one must be on another campus)
2 hrs x 5 events
10 hrs
Attend 5 Homecoming events (Coronation, Lantern Walk,
Parade, Campus Signature Event, Other Campus
Signature)
2 hrs x 5 events
10 hrs
Total Hours
111 hrs
*Paid Position
Estimated
Hours/Week
8 Hours
Intern Responsibilities
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Support the Director and Assistant Director throughout the event planning process.
Carry out responsibilities as delegated by the Director or Assistant Director.
Hold at least (1) one office hour per week (exclusive of other PAB meetings and obligations).
Plan at least (1) one event each semester.
Estimated time per Semester
Office Hours
1 hrs x 15 wks
15 hrs
Staff Meetings
1 hr x 8 mtgs
8 hrs
Meetings with Department/Executives
1 hr x 15 mtgs
15 hrs
Plan event (from planning to reporting)
20 hrs x 1 events
20 hrs
Attend 5 PAB events (one must be on another
campus)
2 hrs x 5 events
10 hrs
Attend 5 Homecoming events (Coronation,
Lantern Walk, Parade, Campus Signature
Event, Other Campus Signature)
2 hrs x 5 events
10 hrs
Total Hours
78 hrs
Estimated
Hours/Week
6 Hours
PAB University Wide Events Fall 2013
*All PAB events are attended, supported, and promoted by PAB staff and volunteers from all campuses. *All
trainings, retreats, and staff orientations are required for all PAB staff.
Funded by USG | Produced by PAB
Statistics report included in your folder.
PAB provided the logistical support by coordinating all of the operational aspects of the event. This
was everything from the permitting process through the City of Tempe to soliciting and organizing
vendor and student organization participation in the event. With the addition of Family Weekend and
outside tailgates within the footprint, it expanded our ability to produce activation and engage attendees
in a premier tailgate experience.
Attendance:
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9/5/13 – 1,300
9/14/13 – 2,600
9/28/13 – 5,000 (Family Weekend)
10/12/13 – 1,200
11/16/13 – 2,200
11/30/13 – 2,600 (Territorial Cup)
12/7/13 – 2,800 (Pac-12 Championship)
Homecoming 2013
Sparky’s 5K
HC Dance
Carnival
500
1050
1500
Devils Royale Lantern Walk Parade
430
*2000
*5000
Total
12,167+
*Attendance was not taken due to the many entrances/exits of the event making it impossible to track.
Locks of Love, an annual all campus tradition during Homecoming, also raised nearly $3,000 to benefit
their cause. In its first year, the School Supply Drive yielded 11,000 school supplies for local Valley
schools.
PAB University Wide Events Spring 2014
*All PAB events are attended, supported, and promoted by PAB staff and volunteers from all campuses.
*All trainings, retreats, and staff orientations are required for all PAB staff.
Devilpalooza – February 7, 2014 | West Campus | 4 PM – 11 PM
*Full statistics report not available at this time*
2014 Reservation Statistics* (not including walk up traffic):
Undergraduate Students
2083
Graduate Students
98
ASU Downtown
284
ASU Polytechnic
141
ASU Tempe
1203
ASU West
342
*Statistics will change based on walk up traffic therefore a total number of attendees is not available.
Activation Statistics: (specific demographic information not available):
Rides
Zipper
Ferris Wheel
Mirror Maze/Crystal Palace
Octopus
Sea Dragon
Super Slide
Water Race Game
Machine Guns
One Ball
Ring the Bottle
High Striker
TOTAL
# Served
786
812
877
395
515
1107
1372
1006
634
949
427
8880
Food Trucks
Q-Up BBQ
Lunche Libre
TOTAL
# Served
280
295
575
Highlights of Devilpalooza 2014:
● Location:
o West Campus was the next campus in rotation for Devilpalooza. This event is an
opportunity to unify Arizona State University and provide large scale activation on all
campuses able to host it.
● Attendance:
o Based on the online reserved tickets, the attendance in 2014 dramatically increased from
2013. This could be due to a variety of factors however, we are confident that the
increased engagement and interactive activities is what drew more students out to this
event.
● Shuttles:
o At the conclusion of the concert, a total of 11 full buses were used to transport students
back to their respective locations.
Large Events still to come….
Sun Devil Unite Kick-Off Concert
MOVIE ON THE FIELD (MOTF)
Date: March 29, 2013
Date: April 17, 2014
Time: 7:00 PM
Location: Sun Devil Fitness Complex Fields
(Tempe Campus)
Details: We are hosting a kick-off concert to Sun
Devil Unite week. There will be vendors, food
trucks and a concert. The food trucks will be
donating a percentage of their sales to United Way.
Time: 7:00 PM (Pigskinpalooza sponsored by Sun Devil
Athletics will occur one hour prior to MOTF)
Location: Sun Devil Stadium
Audience Projection: To continue growth from last year,
we are anticipating an increase to 1500 people in
attendance. The film that will be viewed is still under
review.
Fall 2013
AUGUST:
Fall Welcome Concert
Passport to ASU
MU After Dark/Late Night Programming
Welcome Back Splash
Big Bang (Comedy Show or Concert)
Open Mic Night
Sparky’s Carnival
SEPTEMBER:
Devil’s on Mill (3 events)
MU After Dark/Late Night Programming
Open Mic and New Times Concerts
Campus Tours
Film Screenings
Pep Rallies
Viewing Parties
Lectures
Murder Mystery Dinner
Comedy Show or Concert
Staff/Volunteer Development Activities
Family Weekend
Dive-In Movies
OCTOBER:
Devil’s on Mill (2 events)
MU After Dark/Late Night Programming
Open Mic and New Times Concerts
Campus Tours
Film Screenings
Pep Rallies
Viewing Parties
Go Nuts For Donuts
Murder Mystery Dinner
Comedy Show or Concert
Haunted House
Homecoming Week-One Signature Event on each campus
-Traditions (Lantern Walk, Parade)
NOVEMBER:
Devils on Mill (2 events)
MU After Dark/Late Night Programming
Open Mic and New Times Concerts
Campus Tours
Film Screenings
Pep Rallies
Viewing Parties
Lectures
Murder Mystery Dinner
Comedy Show or Concert
Staff/Volunteer Development Activities
NACA Regional Conference
Campus 5k – Drumstix Dash
DECEMBER:
Devils on Mill (Pac-12 Championship)
MU After Dark/Late Night Programming
Open Mic and New Times Concerts
Campus Tour
Film Screenings
Viewing Parties
Staff/Volunteer Development Activities
Late Night Breakfast
Spring 2014
JANUARY:
Basketball
MU After Dark
Open Mic and New Times Concerts
Campus Tours
Film Screenings
Pep Rallies
Lectures
A Devilish Night In Monte Carlo
Comedy Show or Concert
Staff/Volunteer Development Activities
FEBRUARY:
Basketball – Shuttles/Games/T-Shirt Cannon
MU After Dark
Open Mic and New Times Concerts
Campus Tours
Film Screenings
Pep Rallies
Lectures
Comedy Show or Concert
PAB Staff Professional Development
NCLC Conference/NACA Conference
Devilpalooza 2013
Turn Around Trip
PAB Mixer - Meet the Staff
Super Bowl Viewing Party
MARCH:
Basketball – Shuttles/Games/T-Shirt Cannon
MU After Dark
Open Mic and New Times Concerts
Campus Tours
Film Screenings
Pep Rallies
Viewing Parties
Lectures
Murder Mystery Dinner
Comedy Show or Concert
Staff/Volunteer Development Activities
Laser Tag
ASU’s Last Laugh
APRIL:
MU After Dark/Late Night Programming
Open Mic and New Times Concerts
Campus Tours
Film Screenings
Lectures
Staff/Volunteer Development Activities
NCAA Viewing Party
Earth Week programming
PAB Presents…(Comedy Show/Concert
Sparky’s Scavenger Hunt
Water Wars
Karaoke on the Water
MAY:
MU After Dark
Open Mic and New Times Concerts
Staff/Volunteer Development Activities
Late Night Breakfast

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