Developing a Formal Program

A formal program should include a welcome, acknowledgement of VIPs, introductions, speeches, recognition of contributors, closing and groundbreaking/ribbon cutting (where applicable). Determine which university and community leaders should be invited to emcee the program and who will be invited to speak at the ceremony.

• The appropriate dean/director/vice president will serve as emcee and preside at the ceremony.
• The emcee will welcome guests, introduce any other speakers, and maintain the flow of the program. The emcee should also offer a few remarks, thank appropriate persons and recognize VIPs in attendance (including those on the platform and speakers).

Speakers/presenters should be contacted early in the planning process in order to provide enough time to prepare remarks. Call to confirm their attendance at least one week prior to the event.

All speakers will need to know in advance how long they are to speak and the order in which they will speak. Factor in any other activities involved in the program, such as a groundbreaking/ribbon cutting at the end of the ceremony. For dedications/grand openings, a tour of the facilities usually occurs immediately after the conclusion of the formal program.

No formal program should take place without a script. Event coordinators can develop this, but if they are working with a school communications officer, the communications officer should take this responsibility or at least have the ability to proof and edit. In lieu of a communications officer, the Office of the Chancellor may assist. All speeches for the Health Sciences chancellor and executive dean should be prepared or reviewed by the Health Sciences executive director of communications and institutional relations.

A podium binder housing all comments and event program should be prepared.

Insert the pronunciations for all uncommon words and names in all scripts. Uncommon and names words should be reviewed ahead of time and practiced by the speakers.

Directions, program flow and speaker remarks should be differentiated and in larger font, possibly in bold as well. Clearly mark speaker changes by highlighting speaker names, beginning remarks on new pages and including tabbed sections for each speaker. Insert page numbers into your finished document. 

Make a final draft of the event script available to all speakers at least 48 hours before the event for their review. 

Printed programs can be available to all guests, if desired. Work with your school communications officer or Health Sciences Marketing and Communications to make a request for graphic design and printing services.