Planning the event schedule for external operations is a very simple process since it depends primarily on the duties and responsibilities of each chairman. The following descriptions are excerpts of planning for each of your committee chairman from their respective handbooks. Work to become familiar with the scheduling responsibilities of each of your chairmen so you can work with them to plan the event schedule accordingly.

Athletics

Planning the event schedule for the athletics program depends primarily on the intramural schedule, which is coordinated by the intramural association, recreation center or some other university entity. Therefore, in order to properly plan the event schedule, you should attend meetings of the intramural association at the outset of the academic year. By attending these meetings, you should be able to develop a rough outline of when certain sports take place throughout the year. It is important to have this rough outline established so that you and the rest of the chapter have enough foresight in order to properly prepare for each sport.

As time passes and different sports take place, the schedule will change as well because it will be based on the performance of the PIKE teams playing intramurals. It will be important to provide continual reminders to chapter members about the changing intramural schedule. You should update and communicate the schedule on a weekly basis to ensure that there is no confusion amongst the chapter members. As long as you maintain clear communication and continually update your schedule based on the intramural schedule and PIKE performance, the chapter should see better performance and higher attendance at all intramural games.

Campus Involvement

Contrary to many other positions in the chapter, the campus involvement position does not involve organizing or putting on events throughout the year. However, it is the duty of the campus involvement chairman to document all campus events that are taking place by organizing and communicating a campus events calendar. The calendar that is maintained and updated by the campus involvement chairman should contain any other date that is relevant to the campus and community. Additionally, the calendar should be shared and communicated with the secretary so the chapter calendar contains all important dates.

The campus involvement chairman will solicit and notify the chapter of important or relevant events and meetings over email, Facebook and even during chapter meetings. Whenever you receive information about events, make sure that this information is documented in the calendar you are keeping. Additionally, make sure you share this calendar with the secretary since his calendar will be shared with members of the chapter either through email, Google Calendar, Microsoft Outlook or any other means that will successfully inform members of the chapter of upcoming events. It may be helpful to send out weekly email reminders to the chapter as well. This will help constantly remind members of the different events that they have available to them.

It may not be your primary job to set up and organize all of the events that are happening on campus, however, it is extremely important that you fulfill this part of your duties as campus involvement chairman because your duties will directly impact the overall influence that the chapter has on campus. If you are able to remain organized and clearly communicate all campus happenings to the membership, the chapter will see greater results from their involvement and ultimately realize a better chapter fraternal experience.

Community Service

There are two parts to planning the event schedule for the community service program. One part involves setting dates for PIKE philanthropy events and for PIKE community service events that should all fit into the chapter calendar. The second part depends primarily on events around campus and the community, which are coordinated by other organizations. For the first part of planning the event schedule for community service, because you only have to plan for our recommended two PIKE sponsored events, you should first work to identify the length of time that these events will last. These events can last anywhere from a weekend to a week-long in length. It is up to you to determine what timeframe will be most effective for the results you are trying to achieve with your events.

Once you have finalized how long the PIKE sponsored events will last, you can then choose which weekends or weeks these events will take place. This should be completed during the chapter goal-setting retreat and/or executive council retreat, well in advance of the actual events. If it has not already been planned, pick weekends or weeks when there are not many other events or commitments by chapter members. As long as the events have been identified far enough in advance, there should be plenty of time to properly plan and execute the events.

For the second part of planning the event schedule for community service, because your involvement depends on the efforts of other organizations, it is crucial to maintain regular attendance at meetings of these organizations or maintain consistent communication with these organizations throughout the academic year. By attending these meetings or having members of your committee attend these meetings, you should be able to develop a rough outline of when certain events and opportunities take place throughout the year. It is important to have this rough outline established so that you and the rest of the chapter have enough foresight in order to properly prepare for each event and opportunity.

It will also be important that you provide continual reminders to chapter members because the community service schedule will be constantly changing. You should update and communicate the schedule on a weekly basis to ensure that there is no confusion amongst the chapter members so they always have opportunities to participate in community service and philanthropy efforts. As long as you maintain clear communication and continually update your schedule based on the different organization events, the chapter should be empowered to participate and be involved in community service and philanthropy efforts.

Public Relations

Planning the event schedule for the public relations program is a very simple process since it depends primarily on the chapter schedule. Therefore, in order to properly plan the event schedule, it is necessary to regularly coordinate with the chapter secretary and other chairman in the chapter to understand what events are taking place. It is important to have this rough outline established so that you and your committee have enough foresight in order to properly prepare and respond to each event.

As time passes and different events take place, the duties of the public relations committee will change as well since it will be based on the results of these events and if any other notable occasions come up. As long as you maintain clear communication with media outlets and the communications avenues the public relations committee oversees and continually update your schedule based on the chapter schedule, the chapter should be better equipped to broadcast a great image to all stakeholders.

Social

We recommend a minimum of one social event per month and a formal as well as a semi-formal that you should plan to fit into the chapter calendar. This means that one social event per month and a formal as well as a semi-formal should be included on the chapter calendar, but all of the other chapter events on the calendar take precedence over holding any more social events than those listed above. The reason for this is that you want the men in the chapter to enjoy the other aspects of the fraternity to have a complete fraternal experience.

Because you have to plan for one social event per month and a formal as well as a semi-formal, you should first work to identify the length of time that each event will last. Each social event can vary from a few hours for something such as a mixer or date party to a day or more for something such as formal or semi-formal. Start by researching each event and develop a tentative timeframe for each event.

Once you have finalized how long each social event will last, you can then choose when each event will take place. This should be completed during the chapter goal-setting retreat and/or executive council retreat, well in advance of the actual event. If it has not already been planned, pick the appropriate dates and times when there are not many other events or commitments by chapter members. As long as the event has been identified far enough in advance, there should be plenty of time to properly plan and execute the event.

Again, it is not necessary to hold more social events after you have held one for the month along with formal and semi-formal for the semester. If you do choose to hold more social events though, you can go through a similar process when planning the other events.

Special Events

Planning the event schedule for special events depends primarily on the events around campus, which are all coordinated by different campus organizations such as Order of Omega, the IFC, the student programming board, etc. Therefore, in order to properly plan the event schedule, it is important to attend meetings of these organizations at the outset of the academic year. By attending these meetings, you should be able to develop a rough outline of when certain events take place throughout the year. Having this rough outline established gives you and the rest of the chapter enough foresight in order to properly prepare for each event.

As time passes and different events take place, the schedule will change as well since it will be based on the performance of the chapter competing in these events and the array of different portions of the competitions. It will be important to provide continual reminders to chapter members since the event schedule will be constantly changing. You should update and communicate the schedule on a weekly basis and even more frequently when the events are taking place to ensure that there is no confusion among the chapter members. As long as you maintain clear communication and continually update your schedule based on these events and PIKE performance, the chapter should have better performance and higher attendance at all special events.

By being able to work with each of your committee chairman and organize an in-depth, descriptive calendar, you will be more able to successfully accomplish the duties of external vice president.

Jarrett M. Way

Director of Educational Content & Strategy