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Final Exam - Program Plan

Name _Isaac Smith___________________

Final program plans will be typed and submitted to the assignments page of Blackboard on or before
Tuesday, November 24th at 11:10 am.
You will create a YEAR-LONG program plan. It may be several programs that go for several days in a
row and repeat periodically, or it may be something that occurs 1/week or 1/month. The program must
include at least 20 hours of program time over the course of the year. The program should be one that
REQUIRES registration.
Some possible types of programs might be a Conference and convention center, Athletic Leagues and
Tournaments, Day Camp and After-School program, Residential Camp, Wilderness Adventure
Programs, Ongoing instructional program, etc.. Please select the type of programs that will be most
similar to what you hope to do for a career.
Complete the following areas. From section 6 (VI) to the end, be extremely detailed in your
response.

I.

Name of Program: _Outdoor Recreation Adventure Center (ORAC)______________

II.

Venue (Where Program will Occur): __Various State and National Parks__________

III.

Type of Program Format: Workshop Competition Demonstration Special Event

Instructional Program Other (Please list) _____________

IV.

Type of Participation:

V.

Date(s) Time(s) of Program: _Bimonthly or six events a year_____________________

Individual

Team

VI.
Description: Give a 1-2 paragraph overview of the agency AND program similar to what
might be in a program brochure
The Outdoor Recreation Adventure Center or ORAC is committed to promoting an interactive
outdoor experience that is educational, environmentally friendly and provides a hands on experience.
The trips are geared for all levels of outdoor enthusiast from the beginner to the more advanced
adventurer. ORAC provides exciting adventures, trips, and experiences throughout the year. These
events will foster a spirit of togetherness with your fellow adventurers, develop leadership skills, and
discover new facets of yourself as your comfort zones are challenged. ORAC will provide new
learning opportunities and outdoor skill development.

VII.

Program Goal(s):
1) Provide a fun and safe outdoor experience.

VIII. Objectives: At least three per program goal, should be a variety of types, related to the goal,
and SMART.
1a) Offer base equipment
1b) Pre-trip meetings
1c) Transportation to location of event
IX. Program Planning Flow Chart/Time Line Create a Flow chart, Gant Chart, PERT chart, or
Time Line to demonstrate what needs to happen and when from the time you begin planning the
program until you complete all wrap-up and evaluation from the program. You should include who
is responsible for each task. DO NOT include a daily schedule in this section.

X.
Needs Assessment Plan: How will you gather information from your potential participants
to determine their needs and wants.

By having a day were we distribute a sample brochure about up and coming trips and see how
many people would register to sign up to go.
XI.
Marketing/Promotion plan: Explain in detail where, how, and by all means you will
promote the program). Include approximate cost for each type of promotional item you will use
Flier and Brochures along with a online presence with the WKU website and social media.
The flier to go up in class rooms along with the brochures to be handed out at the rental shop will be
printed at .20 a copy. The web based presence is free.
XII. Pricing: (Individual, Group Discounts, Early Discounts, Special pricing based on age, etc.)
Establish based on projected costs in your budget, determine how much the program will cost per
participant. Establish a price and tell how many participants you need to break-even.
XIII. Budget: (attach complete program budget to the plan) Show specific, detailed projected costs
and revenue for the program.

XIV. Facilities: (Location, Contact person (phone, email, address) , Reservation requirements,
Rental fee, Deposit/Clean-up fee, Policies, Required insurance or permit, Back-up location (rainy
day plan):
Facilities-Would be are location in the Preston center open from 12pm to 6pm (Mon-Sat)

XV. Staffing Plan: Include organizational chart that shows lines of command, job title and brief
job description for each position needed how many people needed for each position, & schedule for
when they work):
ORAC Director- Oversees budgeting, handles contact with the department heads.
ORAC Coordinator- This person plans all upcoming events, oversees all other employees in there
day to day jobs, and is the primary leader in charge of the outings.
ORAC Student Work Staff- The Student works take care of cleaning and maintaining the supplies
and rental equipment that ORAC provides. They also assist the ORAC Coordinator in leading the trips
and daily running the rental shop. Up to 5 student works at any given time.

XVI. Equipment/Supply Needs & Source: (e.g. Duct Tape - Buy - 5 rolls@ $2; 3 Putters - Borrow
from Jaycee Course; 3 Volleyballs - Borrow from SRC):
12- 70 Liter Backpacks ~ $289 = $3,468
12- Therm-a-rest sleeping pads ~ $44.95 = $539.40
24- Sleeping Bags: 12 45 degree~ $180 = $2,160 12 zero degree ~ $139 = $1,668
4- Cook stoves & Fuel canisters ~ $139.95 = $559.80
XVII. Registration Procedure: (How & When & Where Must Participants Register? Attach copy
of registration form and waivers):
In order for a participant to sign up the participant must first show up to the ORAC shop in
WKU Preston center any day at opening hours witch are 12pm to 6pm (Mon-Sat). The Participant then
fill out the trip sign up form and pays any dues owed for the trip.

WKU ORAC TRIP SIGN-UP FORM

Raymond B. Preston Health & Activities Center, Outdoor Recreation Adventure Center

______________________
(Trip Location)
______________________
(Activity Date)
Check the one that applies to you:

Current WKU Student: ____

WKU Faculty / Staff: ____
Non-WKU Participant: ____

Name: ___________________________________________

Male:
_____
Female: _____

WKU ID#:_________________________

(Last)

(First)

(MI)

Local Address: ____________________________________

City: ________________________

State: ____________

Zip: ____________

Email:

Phone (Day):_______________

(Evening):_______________

Age: ________

Relevant medical information (allergies, special conditions, medications, etc.)

___________________________________________________________________________________________________
_________________________________________________________________________
Medical Insurance Company (WKU ORAC does not offer or provide insurance on trips. You are advised to acquire your
own medical insurance.)_______________________________________________
Contact in case of emergency: ________________________________ Phone: ______________________
Fitness Level:

Excellent

Good

Average

Fair

Poor

______
Initial

Because outdoor activities are usually vigorous, you should expect to engage in active participation.

______
Initial

I will allow WKU ORAC to use any photographs taken during the Adventure Trip for promotional purposes.

______
Initial

I certify that I can swim.

______
Initial

I realize that my payment is non-refundable following the registration deadline and that all information provided is
complete and correct. (Refund Policy: 100% if notified of cancellation 28 days before activity date. 50% if notified of cancellation 14 days
before activity date. 0% if notified within 14 days of activity)

______
Initial

A $25.00 processing fee will be charged for all cancellations.

Yes

No

I realize that I represent WKU. The safety and welfare of the group and WKUs reputation take precedent over individual concerns. Conduct
jeopardizing them will not be tolerated and can result in expulsion from the activity, as well as future WKU ORAC activities. I certify that I
have read the contract and will abide by all aspects there in.
Participants Signature: ____________________________________
(Or Legal Guardian)
(Signature)

Date: ________________

Office Use Only

Total Amount Due: ___________

Charged to Big Red Card: _________

Date

Payment

Payment Type

Attendant

Received From

____
____
____

_______
_______
_______

____________
____________
____________

________
________
________

_____________________
_____________________
_____________________

Western Kentucky University

Release and Waiver of Liability and Assumption of Risk Agreement
1. I, ____________________________, desire to participate in the following activity/trip
___________________________________________________________ (hereinafter the
Activity), scheduled to be held on or about ________________________________. I
understand and appreciate there may be dangers, hazards, and risks inherent in,
associated with, or arising out of the Activity, the transportation to and from the Activity,

acts by third parties unrelated to the Activity, activities not scheduled by Western that are
in addition to and not related to the Activity (collectively referred to as the Risks). I
recognize that these Risks could result in injury, illness or property loss or even death.
2. In exchange for the right to participate in the Activity, I hereby assume all responsibility
and liability for these Risks, whether known or unknown, direct or indirect. On behalf of
myself, my family, and my successors and assigns, I hereby release, waive, discharge,
and hold harmless Western Kentucky University, its governing board, officers, faculty,
agents, employees, subcontractors, and/or students employed by Western Kentucky
University (collectively referred to as Western) from and against any and all claims,
demands, liabilities, controversies or causes of action, damages, costs, and/or expenses of
any kind or nature whatsoever, that may hereafter accrue, relating to or arising out of the
Activity, my participation in the Activity, and/or the Risks.
3. In the event of an accident or serious illness, I hereby authorize Western to obtain
medical treatment for me and on my behalf. I hereby hold harmless and agree to
indemnify Western from any claims, causes of action, damages and/or liabilities, arising
out of or resulting from said medical treatment.
In order to participate I am aware that I must have a copy of my current insurance card
and a photo ID on my person during the field trip and authorize Western to share my
insurance and personal information with medical or other personnel.
If I do not currently have medical insurance, I am aware that I will be personally
responsible for all expenses incurred for me and on my behalf.
4. In signing this Agreement, I acknowledge and represent that I have carefully read this
Agreement and understand its contents and that I sign this document of my own free will.
I further state that I am at least (18) years of age and fully competent to sign this
Agreement, that there are no health-related reasons or problems which preclude or restrict
my participation in this Activity and that I have adequate health insurance necessary to
provide for and pay for any medical costs that may be required or rendered to me as a
result of injury or illness.
If I drive while participating in this Activity, I hereby warrant, represent and certify that I
personally carry Automobile Liability Insurance applicable and effective in the place in
which I will be driving, and that this insurance includes medical payment coverage in the
event of an accident. I am aware that I or my insurance company will be responsible for
all expenses incurred in the event of an accident.
In order to participate I must provide two emergency contacts and by providing these I authorize
Western to report medical and other personal information as deemed necessary by any Western,
medical, or other involved agents:

Emergency Contact Numbers:

Name:_________________________________
Relation:______________________________
Phone numbers (please provide as many as possible)
________________________________________________________________________

Name:_________________________________
Relation:______________________________
Phone numbers (please provide as many as possible)
________________________________________________________________________

In the event of needing medical attention do you have any conditions or are you taking any types of
medication that medical personnel need to be aware of ?

YES

NO

If yes please list:

__________________________________________________________________________________
______________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

THIS IS A RELEASE OF LEGAL RIGHTS. BE CERTAIN YOU READ AND

UNDERSTAND THIS RELEASE BEFORE SIGNING IT.
Signature: ________________________________ Date:_________________________
Printed Name:____________________________________________________________

XVIII. Policies: (other than facility policies include cancellation, refunds, age restrictions, etc.)
Once Money is received for the trip there is a 48 hour window in witch to refund your money
after that time has passed refund are non-negotiable. If you decide to cancel your plans to participate in
the trip before or after the refund window please contact the ORAC offices by email or coming in at
are open hours 12pm to 6pm (Mon-Sat). To notify us because there are other people waiting in line
that would like the opportunity to go. The departure time is set if you have not arrived by the departure
time unfortunately you will be left behind. In order to sign up for a ORAC trip you must be a student
of the Western Kentucky University. Minimum age requirement is 18 year of age.
XIX. Required Reports: (Attendance #s and demographics, Financial reports, Accident/ Incident,
Other attach copies of forms to be used).

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XX. Awards/Acknowledgements: Number of Awards Needed & How You Plan to Distribute: (if
applicable)
No Rewards for this program.
XXI. Risk Management Plan (Safety Concerns & Plan to Deal with Them - include any
emergency numbers or contact information that might be different than just 911 for example
university police, or university fire marshal, department head, faculty advisor, etc.). You should also
include a brief Crisis Management Plan in case of a major emergency
Risk Management
WKU ORAC
Intramural-Recreational Sports
To be filled out and filed with the Intramural-Recreational Sports Office. Copies are to be carried by
the leaders while in the field and in the first aid kit. Upon request, submit copies to local authorities
and land manager.
ACTIVITY:
DATES:
COORDINATOR:
Emergency Phone / Contact:
ASST. COORDINATOR:
Emergency Phone / Contact:
ASST. COORDINATOR:
Emergency Phone / Contact:

ACTIVITY LOCATION(S):
DEPARTURE: ________________________________________________________
(DATE)
(TIME)
(PLACE)
ESTIMATED RETURN: ________________________________________________
(DATE)
(TIME)
(PLACE)
TRIP ITINERARY (Brief description by day):
ADMINISTRATING LAND AGENCY(IES):

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Field Office Manager:

COUNTY SHERIFFS DEPARTMENT:

ROAD CONDITIONS:
Dial 511
ADDITIONAL PHONE NUMBERS
NAME:

PHONE:

ORAC EMERGENCY PHONE NUMBERS:

Hospitals: (see maps for directions)

Frontcountry Emergency Procedures:
1) Treat participant for any immediate injuries.
2) Stabilize participant and discuss evacuation plan if needed
3) If evacuation is needed (to hospital) safely transport the participant with at least one other
person to the nearest medical facility
4) If evacuation is needed but cannot be given using the van, send one leader and at least one
participant to get cell phone coverage to call for help
5) One the call is made, contact one of the ORAC Emergency phone number (see above)
6) Return to camp to await further instructions

Backcountry Emergency Procedures: (situation and judgment based)

1)
2)
3)
4)
5)
6)
7)
8)
9)

Assure scene safety

Assure self and group safety
Treat participant for any immediate injuries.
Stabilize participant and discuss evacuation plan if needed.
If evacuation is needed (to hospital) safely transport the participant with at least 2 other
participants and 1 Wilderness First responder (group of 4) to the nearest medical facility.
If evacuation is needed but cannot be given, send one leader and at least 3 participants to get
cell phone coverage to call for help.
One the call is made, the runner team is to contact one of the ORAC Emergency phone number
(see above).
The runner team with then return to the trailhead to await further instructions and to provide
transportation to other group members.
If an outside medical evacuation takes place, 1 leader must be present with the injured
participant during transportation (if not possible, leader will travel to the hospital of care and

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wait for instructions from medical personnel). The remaining 2 leaders will then return the
group to the camp.
10) 1 leader will then travel from the camp to the hospital to meet up with other leader. The 3rd
leader will remain at camp with the participants.

XXII. Program Evaluation Plan: Please describe your evaluation plan. How/when do you plan to
collect the information? Who will analyze data and write a report? Include a copy of the evaluation
form that you will use that meets the needs of your event.
The trip leader is to hand these forum out within a hour of reaching home. The purpose of this
evaluation is to determine if are leaders are doing their jobs correctly and if are participants are
enjoying the trip and if they have any ideas for future excursions.

(Please see pages 13 & 14 for the trip post trip eval survey)

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Please fill out this form as objectively as possible. Please complete all sections of this form. We
use this form to help us plan future trips and improve our program.
Trip Name: ___________________________________ Date: ___________________
Trip Leader Performance
Leader #1 Name:
_________________________________________________________________________________
___
Please Circle: Strongly Disagree (1), Disagree (2), Neutral (3), Agree (4), Strongly Agree (5)
This leader exhibited good driving safety

This leader was well organized

This leader exhibited adequate safety precautions

This leader was knowledgeable in the skill area

This leader provided effective group leadership

This leader showed a positive attitude

N/A

Please add any addition comments regarding the trip leader:

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Please add any addition comments regarding the trip leader:
Leader #2 Name:
____________________________________________________________________________________
Please Circle: Strongly Disagree (1), Disagree (2), Neutral (3), Agree (4), Strongly Agree (5)
This leader exhibited good driving safety

This leader was well organized

This leader exhibited adequate safety precautions

This leader was knowledgeable in the skill area

This leader provided effective group leadership

This leader showed a positive attitude

1
2
3
4
5
__________________________________________________________________________________
__________________________________________________________________________________

N/A

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Activity / Experience
Please Circle: Strongly Disagree (1), Disagree (2), Neutral (3), Agree (4), Strongly Agree (5)
Did you attend the pre-trip meeting
The pre-trip meeting was well organized
The pre-trip meeting was helpful
I was satisfied with the level of difficulty and challenge
I enjoyed the trip location
The trip met my expectations
I would go on another ORAC trip

Yes

No

N/A

N/A

What did you gain from this experience?

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
________________________________________________
How can ORAC make this trip experience better?
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
________________________________________________
What other trips or programs would you like to see in the future?
__________________________________________________________________________________
__________________________________________________________________________________
________________________________
Additional Thoughts
__________________________________________________________________________________
__________________________________________________________________________________
________________________________
Brochure
Website
Friend Poster Other
Yes No
Please Circle
How did you hear about this trip?
Have you been on an ORAC trip before?
If yes, please list:
__________________________________________________________________________________
________________
We appreciate your input,
ORAC staff

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XXIII. Set-Up Plan & Time: How soon should you physically start setting up for the program - Job
responsibilities & How many needed Attach copy of Map or Blueprint or layout of where things go
(include table placement, chair placement, stakes and ropes for parking, etc.:
Things for any trip should be rounded up and checked off a maintenance list and prepared to go
no later than 2 weeks before a outing. So that way you can assess and see if equipment is missing or
needs to be replaced.
XXIV. Implementation Plan: (SELECT ONE DAY of the Program, ideally the first day - Describe
the flow/schedule of the actual activity, and what needs to happen during Program.). Explain each
aspect of the program/activity in a step-by-step procedural manner that was not already described in
a previous section.):
For the first day of the trip you must have had all the gear that your group leaders are taking
packed and group gear distributed evenly among the group. Have had the van serviced and fueled
ready to go on the morning of departure. The medical bag check and replaced things as needed, eval
sheets printed and put in the van, map to destination. Send out a pre-departure remind of the arrival
time and when the participants are expected to be there and a reminder if they do not show on time
they will be left behind. Arrive the morning of the trip double check and make sure all gear is still
there. Distribute the group gear among the participants. Load up the van and be underway. Stop every
2 hours to fill up on gas and rotate drivers. Allow the participants to stretch their legs and get
something to drink or snack on but dont let them stay gone to long because you have ground to cover.
Stop for lunch and supper then at night stop off at a camp site and round off the day and let the
participants set up camp and got to sleep.