The use of (agency) throughout this document includes units of government, non-profit organizations and private event production companies.

Transcription

1 LEI5942 PRACTICUM IN EVENT MANAGEMENT AGENCY/ORGANIZATION SELECTION AND EXPECTATIONS PURPOSE The Practicum in Event Management is the final course for students earning the Graduate Certificate in Event Management in the Recreation and Leisure Services Program. The course is designed to provide students an opportunity to apply knowledge, skills and abilities developed during their academic preparation. It is also aimed at helping students gain valuable experience in the professional management of events. The events industry covers many genres and events are provided by many groups and individuals throughout communities. Not all events are produced by agencies that meet the structure required for students completing the practicum course. While the practicum may take place with a variety of agencies, they must have demonstrated quality event programs and services, the desire and ability to cooperate in providing a stimulating learning experience and qualified personnel to supervise students. The primary responsibility for evaluating the adequacy of the placement of the student in a practicum agency rests with the university representative serving as the Management Certificate Program Coordinator. The use of (agency) throughout this document includes units of government, non-profit organizations and private event production companies. OBJECTIVES: Student will: 1. Develop a professional portfolio which includes completion of a SWOT analysis, design of an event based on that SWOT analysis, the marketing plan, organizational chart, production, budget, time line and list of vendors, the process for coordinating the event including a detailed production schedule, vendor agreements, site diagram, and site plan, the process for evaluating the event, the evaluation, and the recommendations resulting from that evaluation. 2. Participate successfully in all aspects of a comprehensive event planning agency for the duration of the assigned practicum period. 3. Complete successfully all assigned duties and responsibilities comparable to those performed by full-time employees in appropriate management level positions within the assigned event planning agency. 4. Serve as the lead person in charge of an event occurring during the practicum period. 5. Demonstrate appropriate and sufficient professional skills through increased progression of management level responsibilities throughout the duration of the practicum, as determined by the practicum supervisor. P.O. Box , Tallahassee, FL Telephone: (850)

2 Page 2 of 7 WHAT MAKES AN OPTIMAL PRACTICUM? Practicum is a dynamic partnership with the student, the agency and the university combining forces to create a significant learning experience. Quality practicums provide a well-rounded experience exposing students to all areas of the agency and giving them opportunities to learn through observation as well as active participation. Agencies need to provide a logical and structured experience with increased progression of responsibilities and regular feedback on the student s performance. Work assignments must be meaningful with a payoff in experience and learning for the student and a job well done for the agency. Student reports to the university should be structured to guide the student s learning and give them opportunities to reflect on the knowledge, skills and abilities they acquire during the practicum. Students should be assigned duties and responsibilities that are comparable to those performed by fulltime, mid-level employees. The practicum site must allow the student to have access to and/or planning authority for these phases of the event development process: Event Planning, Event Coordination, Event Evaluation and Policies and Plans. PRE-PRACTICUM REQUIREMENTS The student must be accepted in the and have achieved a cumulative 3.0 (B) grade point average in all graduate certificate courses attempted in order to enroll in the Practicum in Event Management. The required coursework in the Events Management Certificate program includes: LEI 5316 Event Planning Management LEI 5317 Event Management Issues in Ethics and Risk Management LEI 5563 Event Marketing PRACTICUM CRITERIA In order to earn academic credit from FSU, the Practicum must meet these requirements: Students complete a minimum of 150 hours over an extended period of time, but not less than twelve (12) consecutive weeks, but may work for a longer period of time to meet specific agency requirements. Practicum students may use their current place of employment, however, they may not use events for which they currently have planning and management responsibilities. The events selected at the current place of employment must be in other areas. For example, if the student is employed at a university in the athletics division and is responsible for the planning and management of events related to women s basketball, they could not use these events for the practicum. However, they could work with events in another section of the athletics division planning events for another sport, or an entirely different area of event planning on campus, such as campus recreation or the student union. The has a listing of approved agencies which have been prequalified to provide the practicum experience. The Management Certificate Program Coordinator will provide assistance with access to these providers upon request. All practicums at new agencies must meet the criteria under Agency Eligibility Requirements. If a student wishes to apply for an agency that has not yet been approved, they must notify the Coordinator, providing appropriate contact information.

3 Page 3 of 7 This may be accomplished by sending an , submission of the Practicum Site Request Form or the Practicum Site Information Form. A preliminary review of the intended agency may be conducted by the faculty to determine appropriateness of the intended practicum site related to agency qualifications and level and scope of events, prior to requesting further information. This review may employ one or more techniques including reviewing the agency website, proposed events, telephone and electronic communication, in-person interview, industry references. The Practicum Site Information Form must be completed and submitted by the agency when requested by the Coordinator. Approval must be provided by the Coordinator prior to beginning work with a practicum site. AGENCY ELIGIBILITY REQUIREMENTS Agency The faculty continually seeks quality practicum sites and invites interested agencies to complete an application and submit materials for approval. The following criteria are used to evaluate agencies applying for practicum students: 1. The agency is willing to commit to the practicum as an educational experience for the student. 2. The agency has qualified staff members to supervise the practicum students. (See Agency Supervisor section for practicum supervisor's qualifications.) 3. The agency is capable of designing a 12 week practicum to include duties, responsibilities, and authority comparable to that of full-time, mid-level employees. 4. The agency is professionally recognized and reputable in the field of leisure/recreation/parks/event management. 5. The agency has an extensive, active, and well-balanced program and administrative structure of providing professional quality events in the genre, such as community events, conferences and meetings, festivals, private events, sporting events. 6. The agency is capable of offering the student opportunities for observation and participation in all appropriate aspects of its program, operation, and administrative procedures in the production of quality events. Specifically: Event Planning Process: Organizational Chart, Production Timeline, Budget, Vendor/Exhibitor Management, Event Marketing Plan, Event Sponsorship Plan. Event Coordination Process: Production Scheduling, Site Plans, Registration Processes, Staff, VIP and Volunteer Management, Contact Management, Requests for Proposals, Permitting/Licenses/Regulations, Waste Management/Recycling, Security/Medical/Emergency Services/Contingency/Inclement Weather Plans, Ancillary Programs, Food and Beverage Operations/Management. Event Evaluation Process: Onsite Methods, Post Event Methods Analyzed Findings, Recommendations Policies and Plans: Ethics and Risk Management

4 Page 4 of 7 7. The agency has adequate resources for the delivery of comprehensive services, including full time staff to provide direct supervision. 8. The agency has sound policies and procedures in the areas of administration, fiscal management, personnel management, planning and training. 9. The agency has submitted the following materials for the RLSA practicum file (Materials may be submitted electronically or in print.): a. Sample outline of duties and responsibilities for a twelve week practicum b. Agency brochure or program literature (if available) c. Copies of forms required by the agency for accepting practicum students, if applicable d. A resume and copies of any appropriate certifications for the person directly supervising interns 10. The agency is willing to collaborate with the Practicum Coordinator during the student s practicum. Agency Supervisor The qualifications for practicum agency supervisors who will have primary responsibility for practicum students are: 1. Full-time employment with the agency. 2. At least one degree in recreation/leisure/parks from a college or university and a minimum of one year of full-time supervisory experience at the designated agency. OR A minimum of three years of full-time supervisory and/or administrative experience in the management and production of events in the specific genre, such as community events, conferences and meetings, fairs, festivals, private events, sporting events. *[NOTE: Exception to this policy may be agreed upon between the university's Practicum Coordinator and the agency head.] 3. Successful supervisory experience and has a position of authority and is capable of planning meaningful experiences and monitoring the practicum program by: a. Facilitating the student s access to learning resources, b. Providing some direct supervision, c. Serving as a liaison to the university, d. Providing ongoing feedback and formally evaluating the student s performance. 4. Active members of their respective professional societies such as NRPA, state associations, IFEA, ISES and other such organizations and preferably certified at the state or national level if applicable. 5. Strongly committed to professional excellence and ethics and development of students and commitment to this role as practicum supervisor. STUDENT EXPECTATIONS Student responsibilities during Practicum: 1. Completion and approval of the Practicum Site Request form is due no later than the first week of classes of the semester in which you are enrolled in the practicum. 2. Complete all required university reports as posted on Blackboard. 3. Meet with the Practicum Supervisor the first week to: a. Determine dress code requirements. b. Complete information on the Practicum Site Request form, which specifies where to return reports and how to contact the student and their supervisor. c. Decide with the supervisor the dates for submitting progress reports to him/her for a signature.

5 Page 5 of 7 d. Arrange for a day to have a weekly conference with the supervisor. e. Arrange the duties and responsibilities as per the portfolio guidelines document associated with the practicum experience. f. Decide with the supervisor the event you will be responsible for serving as the lead which will fulfill the portfolio requirement. g. Provide the supervisor with copies of the mid-term and final evaluations and a schedule of the due dates. 4. Complete a minimum of 150 hours during the prescribed dates but not less than twelve weeks. (During the practicum, the agency s holidays and/or times off will be observed, not FSU s holidays.) 5. Behave in a professional manner at all times and dress conservatively and appropriately for the practicum. 6. Students must have a Florida State garnet account, and check it frequently. All communications for this course will be through Blackboard and the University Students must earn a grade of B or higher in the final course LEI 5942 Practicum in Events. AGENCY SUPERVISOR EXPECTATIONS Meet with the student to discuss the expectations, policies and procedures, work hours, location, etc. Work with the student to develop an outline and description of a 12-week practicum experience with the agency based on the elements identified in the event development process: Event Planning Process: Organizational Chart, Production Timeline, Budget, Vendor/Exhibitor Management, Event Marketing Plan, Event Sponsorship Plan. Event Coordination Process: Production Scheduling, Site Plans, Registration Processes, Staff, VIP and Volunteer Management, Contact Management, Requests for Proposals, Permitting/Licenses/Regulations, Waste Management/Recycling, Security/Medical/Emergency Services/Contingency/Inclement Weather Plans, Ancillary Programs, Food and Beverage Operations/Management. Event Evaluation Process: Onsite Methods, Post Event Methods Analyzed Findings, Recommendations Policies and Plans: Ethics and Risk Management Schedule time to meet with the student to provide regular feedback on the tasks assigned. Provide direct supervision as if the student were a mid-level employee. Review and sign the progress report prepared by the student to chart progress, to be submitted by the university established deadlines. Three reports are required by the university. Complete the mid-term evaluation and final evaluation on the student s progress using the forms provided by the student to be submitted by the university established deadlines. UNIVERSITY PRACTICUM COORDINATOR RESPONSIBILITIES The Practicum Coordinator has overall responsibility for the Practicum Program. The primary duties are as follow: 1. Coordinate program information, policies and procedures for practicum. 2. Provide advice and guidance to students regarding practicum opportunities.

6 Page 6 of 7 3. Maintain program quality control in identifying, approving and retaining optimal practicum sites. 4. Serve as a liaison between the agencies and the University. 5. Develop a course calendar outlining the assignments and deadline dates, specific to the practicum dates for the student. 6. Monitor the student s experience and provide feedback to the student after each progress report (3 reports) and mid-term evaluation. This consultation may be in the form of feedback posted directly to the student s submission on Blackboard, verbal and/or electronic communication. Additionally, be available for consultation with students and the agency supervisors as warranted. 7. Evaluate the student s assignments and providing feedback. 8. Visit students and agency supervisors (as funding and time permit) or arrange conference calls. 9. Research potential practicum sites and maintain a list of approved agencies. 10. Continuously monitor and evaluate student experiences with agencies. REASSIGNMENT, WITHDRAWAL, TERMINATION Once a student has enrolled in and begun a Practicum experience, s/he has entered into a professional contract with the university and the practicum site. Thus, students will be reassigned, withdrawn, or terminated from the Practicum only under the most extreme circumstances. Reassignment Students may be reassigned to a new Practicum agency only if circumstances exist which are beyond their control. Examples of such situations include: (1) the organization ceases to conduct business; or (2) the only individual qualified to supervise the intern leaves the organization. If such a situation should arise, the student should immediately notify the university supervisor of the circumstances and actions will be taken to secure a new Practicum. All attempts will be made to assist the student in completing the Practicum at a different site. However, due to some certification requirements, students maybe required to begin a completely new Practicum. Withdrawal The conditions under which a student would be allowed to withdraw from a Practicum are if: (1) a medical diagnosis recommends that s/he not continue in the Practicum; or (2) the student withdraws from the university. If such a situation were to arise, students should first seek advice from the Practicum Coordinator and then initiate the medical or university withdrawal process. A student will be eligible to reapply when medical approval has been provided to the Practicum Coordinator; or when s/he re-applies for admission to the University. A written notification of withdrawal will be sent to the Agency Supervisor by the Practicum Coordinator. The student will also write a letter to the Agency Supervisor thanking them for the opportunity and express regret for any inconvenience. Termination Termination of Practicum is an extremely serious matter and may be initiated by either the Agency Supervisor or Practicum Coordinator. Students may be terminated from a Practicum experience under the following conditions: (1) they are not meeting the expectations and/or standards of the organization; or (2) they are not meeting the requirements, policies, and/or standards of the program or university such as unsatisfactory completion of academic assignments and work hour requirements.

7 Page 7 of 7 In most cases, prior to termination, a conference will be held between the student and university and organization supervisors where all attempts will be made to rectify the situation. If the situation cannot be corrected, students will be terminated. Upon termination, the Practicum Coordinator reserves the right to employ one of the following: 1. Enter a Failing grade for the course. A student who has been terminated from Practicum will have an opportunity to reapply no sooner than one semester from the semester of termination. To initiate re-application students will need to: (1) submit an application letter to the Practicum Coordinator which addresses the steps taken to rectify the problems encountered and (2) in that letter, indicate how new circumstances will lead to successful completion. In addition, a formal hearing with RLSA faculty is required. After two (2) terminations, a student will not be eligible for Practicum placement. 2. Enter a grade of Incomplete for the course to allow the student an opportunity to be placed with an approved agency to begin a new twelve (12) week practicum experience. ###