The University Program Board has been making memories and building campus traditions for years. But these special events don’t just happen on their own. Behind the scenes, the UPB executive board and its 100-plus student members work tirelessly to create top-notch programming.
Like the Student Government Association, UPB is classified as a front-end, budgeted group, meaning it receives additional financial and personnel support from the university.
“UPB is housed within the Student Leadership and Involvement Office, and the executive board members are employees of our office,” said Jess Balac (’11, ’13M), assistant director for campus programming. “We get to work closely with these students and get to do a lot of professional development with them.”
UPB events are made by students, for students. “People always remember their time fondly at these events,” Balac said. “Fun is important to the college experience, and it’s important for developing friendships and a connection to your campus.”
UPB President Andrew Cali added, “We are here to provide alcohol-alternative programming for students, bringing that campus community to them in whatever way that might look like for individuals. We bring the positivity and excitement to campus, and we’re here to bring it for everyone.”
Event planning knows no disciplinary bounds — something that Cali says makes UPB unique. “Truly, there is a spot for everyone within our organization, from finance to dance. We host all these different events, so everyone can have that little event planning experience as well as the professional development.”
UPB fan favorites include Late Night Breakfast, Purple Reign, movies and special events. Some say the organization’s magnum opus is its annual fall concert, which has brought names like Flo Milli and Yung Gravy to campus. This fall, it is excited to welcome the band Wallows to the Atlantic Union Bank Center on Oct. 3. Tickets are available for purchase through the JMU Athletics website.
The timeline for planning the fall concert spans several months, as UPB secures the talent and venue, and organizes the volunteers, all while promoting the event.
“Planning begins in late April or early May, technically before the previous school year ended,” Balac said, “and that is when we begin working with our middle agent to see who might be available for the concert. And even before that, UPB is always looking for input from students regarding what type of genre they want to see. There is a lot of back-and-forth about who’s available and when our event date is, and then we narrow it down.”
Starting in early summer, the planning team makes and submits offer letters. Once a musical act accepts, the rest of the summer is dedicated to the contract process. “We like to have that contract process wrapped up before students return,” Balac said, “so that we can start promoting our concert as soon as students are back on campus.”
From now until concert day, the team is in “promotion, promotion, promotion mode,” Balac said, working with campus partners like Athletics and the Office of Student Affairs to market the event.
The next phase involves working with the venue and coordinating event logistics.
“Primarily, our entire executive team will be there the day of the concert,” Cali said, “as well as the weeks leading up to it — bringing in sound equipment, setting up and supporting the AUBC with whatever it may need from us.
“Our Amplifying committee that plans all of our live events is also really involved in this, as well as other students from our general body who help volunteer at the event. Our lead director for these concerts divides up the roles based on strengths and weaknesses, putting us where they feel we will thrive.”
By late August, UPB is starting to develop a volunteer roster, she said. “We’re working with our hospitality teams to get ready to host a large artist team.”
Different events bring different demands and require unique planning. Cali used the example of JMZoo, a UPB event that brings a petting zoo to campus.
“We have a recurring company that we bring in for JMZoo, so it’s simply starting out and sending them dates and getting the contract rolling, and then from there it’s communicating with our advisors,” he said.
After ensuring they’ve booked a campus space, they begin promoting the event, creating graphics and making volunteer lists. “And then, the day of, we’re setting up our marketing table, making sure no Starship [robots] are going through the zoo, opening the gates to get the company’s vehicles in and contacting Parking Services. It’s all the little stuff that you wouldn’t think of when putting a zoo on campus.”
The new school year is bringing multiple updates to UPB.
“I’m just super thrilled and excited about our new Community Engagement committee, as this will connect us with more of campus,” Cali shared. “The committee is already working on some great events, and I’m super excited to see those come to life.”
Upcoming UPB events include UPB Water Day, the Homecoming Waffle Dinner and several chances for Late Night Breakfast.
For more information regarding events, visit the UPB website.
