Strategic Planning

2024 – 2025 Goals

Objective: Arts & Campus Event will strive to increase social media followers and engagement to build awareness about our programs and build community engagement.

Key Result

1. Increase our @vandypb Instagram followers by 33% within the end of the second semester.

• Baseline: 2,654 followers
• Target: 4,000

2. To have an average engagement rate of 675 for the fiscal year (like, comments, shares) on Instagram.

• Baseline: 674

3. Post consistently across all platforms, achieving a minimum of 3 posts per week with high-quality, engaging content.

• Baseline: 1 per week
• Target: 3 per week

Initiatives

Optimize posting times by analyzing audience behavior for each platform.

Create more interactive content like polls, Q&A sessions, and live videos.

Objective: Arts & Campus Event will successfully rebrand the the office with a new name to better align with its mission and visibility.

Key Result

1. Create a name selection process for the Arts & Campus Events staff and student leaders by outlining names that resonate with our mission.

• Conduct surveys with key student leaders who participate in Arts & Campus Events.
• Present the top 3 name options to senior leadership and communications and events for review and approval.
• Finalize the office name with a consensus

2. Develop and launch an internal and external communication plan to notify campus partners of the change.

• Develop communication materials (emails, newsletters, website updates) to announce the name change internally.
• Plan and execute a public announcement (press release, social media posts, etc.) to inform external stakeholders.
• Ensure all staff members are briefed on messaging and talking points for consistency in communication.

3. Update all official branding and materials with the new office name

• Revise and update the office’s website, email addresses, and digital platforms with the new name.
• Replace printed materials (business cards, signage) to reflect the new branding.
• Conduct a review to ensure all systems and public-facing documents are updated with the new name.

2023 – 2024 Goals
Annual Objective/Outcome Statement #1: Collaboration Across the Arts

Our office is responsible for advising and overseeing the Vanderbilt Performance Arts Community and the Sarratt Art Studios & Gallery. While analyzing these areas there seems to be no overlap or collaboration between the areas. Our goal for this academic year is to bridge these gaps by collaborating to boost and amplify the exposure to students and the Nashville community. This will provide us with stimulating creativity, expand artistic horizons and foster a better supportive community for the arts. 

Metrics of Assessment (KPIs, methods of evaluation, etc)

Keeping track of all the collaborations between these areas through Anchorlink and providing an assessment tool to participants to ask them about their experience with the program they attended.

We will also be able to track the impact by the attendance of these specific events.

Annual Objective/Outcome Statement #2Student Advising

Our office advises 30+ student organizations and is a major focus for our office.  Our goal for this year is to streamline the advising philosophy and method to all groups which will provide intentional student engagement with our students we advise. This will unlock the full potential for our student leaders and will provide them a framework that will enrich their student leader involvement and enhance their skillsets that will be transferable for their career path.

Metrics of Assessment (KPIs, methods of evaluation, etc)
We will see students having more ownership in programming instead of staff; we will measure their growth through an assessment tool to see which areas they improved on during the academic year.

Annual Objective/Outcome Statement #3Marketing

In order to reach or students and the Nashville community, we will need to increase our marketing efforts to generate a larger attendance at our events. If we accomplish this goal awareness our programs, engagement in programs, website visits, social media following and ticket revenue would increase.

Metrics of Assessment (KPIs, methods of evaluation, etc)
Tools we would use to measure this goal would be, email click through rate, instagram followers, card swipes, surveys, tabling, IG polls, social media post.

2022 – 2023 Goals

Goal/Objective/Outcome #1:  Shorten the Contract Process Timeline
Our office each year implements over twenty contracts a year on average. With all the major steps including the purchaser, the Dean of Students, procurement services, artist and agency reviewing the contract, makes it a lengthy process. Our goal for this year is to review prior contracts with various agencies and make a contract template specific to each agency and to shorten the period of the contract process to under two weeks. Generally, this process can last up to one to 1-2 months for a fully executed contract.

Metrics of Assessment
In order to assess and evaluate this goal we will track and monitor the duration of the executed contract process by using a spreadsheet to monitor the progress of the contract through each entity.

Goal/Objective/Outcome #2:  Increase Student Athlete & International Student Attendance
Our office is responsible for facilitating and promoting diverse programming for the Vanderbilt and Nashville Community that cultivates social & civic engagement, inclusion, artistic exploration and intellectual growth. Through these programs our office would like to increase the percentage of student athletes and international students that attend our programs by 5%.

Metrics of Assessment
This goal will be measured through Anchorlink, Vanderbilt’s student involvement system to track the attendance of student athletes and international students. Each event will have card readers to track attendance and events that sale tickets will have that information uploaded to Anchorlink.

Capability Map 2021 – 2022

Success Plan for 2020 – 2021

Success Plan for 2019 – 2020

Fall Updates for 2019 – 2020

Success Plan Results for 2018 – 2019

Strategic Priorities for  2018 – 2019

2017 – 2018 Review of Accomplishments

Plan for 2017 – 2018
Success Plan

Completed Success Plan

ACE Success Plan and Report 2016 – 2017
Final Success Plan

Greatest accomplishment for the 2016/17 year:
In the fall of 2016 we suspended the Vanderbilt Dance Program due to unforeseen circumstances. After reviewing our policies and making sure that we complied with all the laws set by the university we were able to revitalize and restart the program January 2017.  We also redistributed roles to staff and teachers, updated our class offerings and created a new website.

In May we will hire two new programming coordinators to advise the Vanderbilt Programming Board and the Vanderbilt Performing Arts Community.

Accomplishment that supports diversity, equity, and inclusion:
Diversity in leadership within the Vanderbilt Programming Board (VPB) is very important initiative for Arts & Campus Events. The VPB incoming leadership positions for academic year 2017 – 2018 saw a 33% increase.

For the first time in Rites of Spring history we are providing an area for persons with disabilities to watch the music festival.  The prior setup did not allow for patrons with disabilities to view our event.

ACE Success Plan and Report 2015 -2016
Final Success Plan

• There was a 31% decrease in incidents reported on the night of VPB sponsored programs.
• There was a 62.5% decrease in incidents reported during Rites of Spring Weekend.
• Rites of Spring broke the Single Day Tickets/Weekend Passes attendance record with 9,017 patrons. (previous record 8,948).
• Rites of Spring broke the ticket gross record with $416,358 (previous $338,725.75).
• Rites of Spring broke the Single Day Saturday Tickets sold record with 3,273 (previous 1,856).
• Rites of Spring broke the Single Day Ticket Sales record for individual days with 3,273 (previous 1,856).
• The alcohol policy that was implemented for the Rites of Spring Music Festival last year continued this year with an overwhelming success.  This new policy eliminated the BYOB 6-pack option.
• The 2016 IMPACT Symposium included a bestselling Iranian-American author (Azar Nafisi); a Teach For America director who is also active in the Black Lives Matter movement (Brittany Packnett); an Academy Award-nominated/winner filmmaker (Spike Lee); former Speaker of the House relate his own struggle to achieve the American Dream (John Boehner).
• New performance spaces opened this year to allow practice space for the Vanderbilt Performing Arts Community (VPAC) groups.
• In order to ensure high quality performances and to limit the amount of performances during SPOTLIGHT, VPAC continued the audition process where groups had to submit an audition video to a review board.
• There was an increase in minority student applications for our Vanderbilt Programming Board positions which lead to a huge increase in diversity with leadership positions within the Vanderbilt Programming Board Exec and committee membership.
• The ACE Design team held a Poster exhibit/Info Session to showcase their work for the academic year.
• The annual SPOTLIGHT performance held by the Vanderbilt Performing Arts Community sold out this year and implemented a second matinee show.
• There were 23,552 participants that checked in though Anchor Link for Vanderbilt Programming Board events.
• The newly created Lunch & Learn Series was an overwhelming success and 84% of the participants strongly agreed that they were satisfied with the program and would recommend it to their peers.
• 98% of incoming transfer students understand the importance of being involved on campus and taking responsibility and initiative for my own growth and development.
• General public sales for Rites of Spring had an increase of 98%.
• 372 students applied for leadership positions for Vanderbilt Programing Board.
• The ACE Design team received 661 design requests, (logos, fliers, t-shirt, poster, banners, table tents, newsletters) which saw a 43% increase from last year.
• There was a 7% increase for spring enrollment for the Dance Program.

ACE Success Plan and Report 2014 – 2015
Final Success Plan

• 31% decrease in incidents reported on the night of VPB sponsored programs.
• 62.5% decrease in incidents reported during Rites of Spring Weekend.
• A new alcohol policy was implemented for the Rites of Spring Music Festival and eliminated the BYOB 6-pack option.
• 13.11% increase in student ticket sales for Commodore Quake and a10.5% increase for Rites of Spring.
• 150% increase in applications received for Vanderbilt Programing Board leadership positions.
• There was an increase in minority student applications for our Vanderbilt Programming Board positions.
• 13.37% increase in our social media presence with our followers (Twitter).
• There were 32,591 participants that checked in though Anchor Link for Vanderbilt Programming Board events.
• The sold out 2015 IMPACT Symposium included award-winning playwright and actress Anna Deavere Smith, Washington Post columnist Eugene Robinson, ESPN host Stephen A. Smith and former New York City mayor Rudy Giuliani.
• General public sales for Rites of Spring had an increase of 24.40%.
• The newly created Lunch & Learn Series was an overwhelming success and 89% of the participants strongly agreed that they were satisfied with the program and would recommend it to their peers.

Program Summaries

• CityVU provides Vanderbilt students with opportunities to explore Nashville, TN.
• Homecoming activities unite undergraduates, graduates, alumni and the greater Nashville community under the umbrella of pride and excitement for Vanderbilt University.
• The Music Group is a student concert committee that plans, publicizes, and produces several concerts a year for students of Vanderbilt and the Nashville community. Events typically include a spring and fall concert, Commodore Quake and the Rites of Spring.
• Vanderbilt University Speakers Committee has the responsibility of enhancing the quality of student life and the Vanderbilt educational experience by attracting and presenting distinguished speakers to the University.
• Vandy Fanatics is the student organization dedicated to promoting school spirit by sponsoring events for the entire Vanderbilt community. Events are planned and programmed to encourage attendance at athletic events, support student athletes, and create and uphold traditions surrounding Vanderbilt athletics.
• The VenUe brings late night, unique, interactive, and fun programming to Vanderbilt’s campus. VenUe programs are typically offered one Friday per month and are either free of charge or offered at a reduced rate to all Vanderbilt students and community members.

Looking Forward
In the 2015-2016 academic year, ACE hopes to:

• increase the amount of minority applicants for leadership and committee positions in our programs
• continue to develop a culture of assessment and evaluation for student leaders that will hold them individually accountable and accountable for their programs
• provide opportunities for the Vanderbilt Programming Board and Vanderbilt Performing Arts Community to work together and collaborate on programming
• increase attendance at our major programs by 3%
• ensure all programming groups are fiscally responsible.