UIS HOMECOMING MASTER PLAN
(Last modified: 2/12/13)
UIS Homecoming is an annual tradition (the first UIS Homecoming was held in 1996)
involving a week of events designed to develop pride and spirit among the various
populations, including students, staff, faculty, alumni & community.
Changes to the Master Plan
The content of this document will be reviewed on a regular basis and updated, as
necessary. Changes to this document will be made by the Director of Student Life.
Homecoming Committee Membership
The Homecoming Committee shall consist of two components – the Core Committee
and the Full Committee. The Core Committee shall consist of selected members of the
General Committee. The membership will be reviewed and modified, as needed,
each year. The chair shall be the Director of Student Life (or his/her designee).
Membership within the two groups is as outlined below.
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Core Committee Membership
Director of Student Life
Associate Director of Student Life
Coordinator of Student Organizations & Leadership
Faculty Representative
Campus Relations Representative/Community Relations Director
SAC (Student Activities Committee) Chair
Traditions Co-Coordinators (2)
SAAC (Student Athletic Advisory Council) Representative
SAAC Advisor/Athletics Representative
RHA (Residence Hall Association) Representative
SGA (Student Government Association) Representative
Alumnus (preferably not a UIS staff member)
Alumni Office Representative
Full Committee Membership
The Homecoming Core Committee members shall be considered members of the Full
Committee. Also included will be a representative from the Chamber of Commerce as
well as individuals representing departments who have sponsored an event within
Homecoming or who have been appointed as a Traditional Event Coordinator.
Traditional Event Coordinators are selected by the Core Committee.
Selection Process for Faculty Representative Position
Nominations for the faculty representative position will be sought through an e-mail sent
out by the Provost to the UIS faculty inviting them to nominate themselves or their
colleagues by submitting a brief statement indicating why they are interested or why
they believe the individual they are nominating should be chosen. The core
committee will review the nomination forms and will select the individual they believe to
be the most qualified to serve in this capacity. The faculty representative will be chosen
for his/her ability to communicate faculty interests to the committee as well as the
willingness to share Homecoming event information with the faculty and to help build
support and excitement for the various events.
Selection Process for SAAC/SGA/RHA Representative Positions
The SAAC, SGA & RHA representative positions will be selected through a process
established by their respective organizations. Individuals will be chosen for their ability to
communicate their organizations’ interests to the Homecoming committee as well as
their willingness to share Homecoming event information with their organizations and to
help build support and excitement for the various events.
Expectations of Homecoming Committee Chair
The expectations of the chair shall be as follows:
1. Develop an agenda and distribute prior to meetings
2. Attend, plan and facilitate scheduled committee meetings
3. Ensure agendas and minutes are distributed to committee members and
retained
4. To chair the meetings; appoint subcommittees; oversee/supervise the selection
of events to be added to the Homecoming schedule.
5. Delegate specific tasks to committee members
6. Communicate and follow up regularly with members regarding specific tasks,
needs and requests
7. Follow up with committee to ensure agreed upon goals are being accomplished
in a timely manner
8. Ensure an appropriate number of members (a balance between company and
professional) remain on the committee, recruit as necessary.
9. Assist committee members as needed
Expectations of Homecoming Committee Members
The expectations of the committee members are as follows:
1. Attend required meetings or send a representative so that effective
communication is maintained between that office and the Homecoming
Committee.
2. Perform agreed upon tasks as decided in committee meetings and meet all
required deadlines.
3. Attend required Homecoming events.
4. Assist other members/event coordinators with events throughout the week, as
needed and requested.
Meetings
Regular meetings of this organization shall be held weekly with the core committee, as
needed, to complete the required business. Meetings of the general committee will be
called as needed (approximately twice per semester) when updates/decisions by the
entire membership are required.
Homecoming Subcommittees
The following subcommittees will be established to assist in the carrying out of the
week’s events. Other events and sub committees could form, as needed as events
and activities form and change.
 Pep Committee (Co-chairs: SAC & SAAC) - Coordinate the pep rally, midweek
and pre-game activities
 Campus Promotions Committee ( Co-chairs: SGA & RHA) – Coordinate the
distribution of the banners, posters, flyers, campus decorating, and the door
decorating contest
 Publicity Committee (Chair: Campus Relations Representative or Community
Relations Director) - Coordinate the newspaper ads, TV promotions, radio spots,
and community relations activities
 Student Involvement Committee (Chair: Coordinator of Student Organizations &
Leadership) – Coordinate the Spirit Games, the events submitted by student
organizations, and the student organization banner contest
 Alumni Committee (Chair: Alumni Office Representative) - Coordinate the
Alumni Homecoming Happy Hour, promotional materials sent to alumni, and the
affinity group reunions
 SAC Homecoming Committee (Co-Chairs: SAC Traditions Coordinators) Coordinate the special events throughout the week, the Homecoming Court
activities and the Homecoming Dance
 Traditional Events Committee (Chair: Associate Director of Student Life) –
Oversee the coordination of the 5K, the BBQ, the Parade, the Student vs.
Faculty/Staff/Alumni Basketball Game, and soccer game enhancements
 Faculty/Staff Involvement Committee (Co-chairs: Student Affairs & Faculty
Representatives) – Coordinate involvement opportunities for faculty & staff,
including developing activities specifically for these populations; coordinate
events submitted by departments, and assist in identifying volunteers/volunteer
needs for established events
 Sponsorship Committee (Chair: Homecoming Chair) – Build and maintain
relationships with local businesses and Homecoming sponsors and coordinate
the recognition of Homecoming sponsors on promotional materials and in the
media
Homecoming Date Selection Process
The Homecoming dates for each year will be determined using the process outlined
below.
Theme
Homecoming will have a different theme each year and will be selected using the
process outlined below. The chosen theme must meet the following criteria:
1) Theme must promote school spirit
2) Theme must be graphically representable
3) Theme must be adaptable to the parade
Previous Homecoming themes may be repeated, although no more frequently than
every 4 years.
Family Weekend
Family Weekend will take place in conjunction with Homecoming Weekend. A Family
Weekend subcommittee will be responsible for planning the schedule of the events for
the weekend. This schedule will include the Homecoming events as well as other
events designed specifically for Family Weekend participants. An additional fee will be
charged to the participants registering for these events.
Co-sponsorship of Events
Local businesses as well as campus departments are welcome to apply to be a cosponsor of the individual events throughout the week (or of the entire week) through an
established process as outlined below.
Homecoming Traditions/One Time Events
Some of the events taking place during Homecoming Week will be considered
traditions and will be held each year. Other events will be included on a one-time basis
(those selected in conjunction with the theme or with events sponsored by departments
which coincide with Homecoming Week). Homecoming traditions include:
 Homecoming Kick-Off
 Pep Rally
 Office/Door Decorating Contest
 Spirit Games (including mashed potato sculpting)
 Alumni Homecoming Happy Hour
 BBQ
 Parade
 Student vs. Faculty/Staff Alumni Basketball Game
 5 K Walk/Run
 Dance
 Homecoming Royalty
Event Selection
Events to be included on the Homecoming schedule will be selected through an
established process. As part of the application process for being included on the
Homecoming schedule, a department must submit an event description along with a
timeline for the various tasks associated with this event. This information will become
part of the Homecoming Master Plan to be made available to future subcommittee
chairs. Event procedures for each of the traditional Homecoming events are provided
below.
Event Cancellation
In cases where a Homecoming event is cancelled, the event coordinators will follow
established procedures to notify the necessary committee members and university
officials of this event change. In cases of bad weather or other instances in which a
decision needs to be made regarding the possible change/cancellation of an event,
the following three options exist:
1) If time allows (over one week prior to the beginning of Homecoming), the event
will be discussed at the Homecoming Committee meeting and the full
committee will decide whether or not to cancel the event.
2) If less than one week prior to the event – and it is a non-emergency situation the cancellation decision will be made by the chair, AND the Associate Director
of Student Life, the Coordinator of Student Organizations & Leadership, the SAC
Chair, and the two SAC Traditions Coordinators. At least 3 of these members plus
the chair are required to for this decision and at least two of them must be
students).
3) In the case of emergency, the cancellation decision will be made by the
Homecoming Co-Chairs, OR the Vice Chancellor for Student Affairs, OR the
Chancellor OR the Chief of Police OR a direct representative of these individuals.
The Office of Student Life will work with Campus Relations to notify all campus
populations. Notification of an event cancellation will be made to the UIS community
through the following methods:
1) Official student distribution list e-mail
2) Campus Announcements
3) Homecoming website and UIS Homepage
4) Facebook
5) Twitter
It will be the responsibility of the Homecoming Core Committee to notify their event
coordinators who will notify their subcommittees.
APPENDIX A – TRADITIONAL EVENT PROCEDURES
I.
Homecoming Pep Rally
At Earliest Possible Opportunity:
 Research if a DJ has been booked for the event. Contact the DJ and set
times for arrival and how long you perceive the rally to be. TRAC closes at 11,
so keep that in mind!
 Set a rough time schedule for the events. What time do faculty volunteers
need to be there to pick up shirts? What time will line queuing begin for the
shirts? What time will the doors open? What time will the rally end?
 Submit that a Building Services request form for the correct amount of tables,
microphones, stadium bleachers, etc. to Building Services.
6 Weeks Prior to Rally
 Contact Athletics liaison to the Homecoming Committee to inform coaches
of skit opportunities at the rally.
o In 2012, skits were to not exceed 2 minutes in length in order to ensure a
timely rally.
o Teams should receive 2 weeks to decide whether or not they are
participating in the rally.
 Contact dance groups on campus, and inquire as to which ones will be
participating in the homecoming rally. In 2012, each team was given 5
minutes for performance. Be strict on the time limit, and ensure each group
gets the same amount of time.
 Begin to email or contact faculty/ staff to volunteer to hand out shirts.
Choose the time commitment that the faculty and staff have. Do they need
to stay for the whole event? What time do they need to arrive? In the past,
about 12 faculty were present (2 each at 6 tables) to pass out shirts.
 Have Cynthia send out an email asking if students wish to apply for being the
Student MC’s for the event. NO MC WILL BE BOOKED FOR THE 2013
HOMECOMING RALLY. At the wrap up meeting for Homecoming 2012, the
Committee unanimously voted to have students be the MC’s, as they were in
the past. This eliminates the thousands of dollars spent on a comedian, and
makes the rally about the students and UIS, not the external acts. You may
exercise your own judgment in creating an application/audition process.
5 Weeks Prior to Rally
 Follow up with Athletics liaison at the Homecoming Committee meeting.
Were the teams contacted? Did any teams opt in? Document which teams
opted in. Notify the liaison that the next week will be that LAST week that
teams can opt in, and be firm on the cutoff date.
 Follow up with DJ (if booked). Let them know the general layout of the event
(teams will be participating, some will use music, the start and end time of the
rally if more firmed up than the initial call)
 Follow up and continue emailing faculty, if necessary.
 Follow up with current MC applications. Are there any new applicants? Do
you need to send out the application email again?
 Email Pep Band director, and notify them of rally time, and ask if they wish to
participate
4 Weeks Prior to Rally
 Receive final confirmation of teams that are participating from an Athletics
standpoint, and from a dance / performance group standpoint. Reiterate
that the cutoff date has been reached, and no later applications will be
taken.
 Begin to write a schedule for the event, to be presented at the next weeks
Homecoming Committee meeting, that includes:
o Dance Groups
o Athletic Skits
o MC Time
o Door Opening time
o T-shirt Queue time
o What time faculty needs to arrive
 Confirm with your faculty/staff volunteers that they have volunteered to hand
our shirts prior to the rally. In their confirmation emails, give them arrival times,
and the length of their commitment at the rally.
Conduct MC auditions/application review. Select the MC’s. Notify them of
their obligation at the rally, and instruct them in what routine or comedic role
they are to play in the rally (Remember, we want to make it funny, but not
offensive!)
 Send in shirt designs to Bonnie at SEI/Ball Box, and let her know when you
need the shirts by. Mary should have a size breakdown from 2012
 Ensure that a Building Services request form for the correct amount of tables,
microphones, stadium bleachers, etc. is on file with Building Services.
3 Weeks Prior to Rally
 Present schedule to Homecoming Committee, and provide copies to the
Athletics Liaison to provide to the teams participating. Additionally, contact
the dance groups, and ensure that copies of the schedule can and will be
made available to them.
 Provide a copy of the schedule to the MC’s and the DJ (If one is booked).
 Inquire Athletics Teams and Dance crews as to whether or not they will be
providing music for their skit. The deadline to turn in music will be 1 week
before the event, to be turned in to the SAC or SOC office.
 Follow up with the MC’s. How is the planning process coming along? Do the
have material written for the rally yet?
 Check in with Bonnie. Is there anything else she needs from us for the shirts?
2 Weeks Prior to Rally
 Follow up with Athletics liaison. Has any music been turned in by the groups?
 Follow up with dance groups. Has any music been turned in by the groups?
 Follow up with MC’s. Has any material been written? Do they need anything
further from us?
 Consult with Committee. Is there anything further that needs done for the
rally?
1 Week Prior to Rally
 Collect final uncollected music from dance groups and athletic groups
participating in performances/skits.
 Set a setup time and ask coordinators at the SAC meeting to assist in setup of
the event.
 Follow up with MC’s. Is their material finalized and “ready to go” for the rally
next week?
 Have the shirts been shipped / received yet? Check in with Bonnie at Ball Box
/ SEI if not.
 Send a final notification to Faculty / Staff volunteers reminding them of their
volunteer shift at the rally.
Day of Rally
 Set up rally prior to event based on previously agreed setup schedule with
SAC coordinators.
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Ensure shirts are on the table and ready to pass out by the time the shirt
queue line is formed.
Queue lines for shirt pickup
Ensure DJ is set up, MC’s are ready, and music / schedules have been
provided in print form to both.
Ensure pep band is in place (if participating)
Open the doors, step back, and let the rally happen!
Event Procedures: Office/Door Decorating Contest
Event Procedures: Spirit Games
Event Procedures: Homecoming BBQ
Event Procedures: Homecoming Parade
Event Procedures: 5K Walk/Run
Event Procedures: Student vs. Faculty/Staff Alumni Basketball Game
Event Procedures: Homecoming Kick-Off
Event Procedures: Alumni Homecoming Happy Hour
Event Procedures: Homecoming Royalty
Event Procedures: Homecoming Dance