After the successful marketing and public relations campaigns your company created, the local Little League baseball organization has contacted the athletic director about using t

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Activity Booklet

Event Planning & Management

2

Activity Booklet

Event Planning & Management

Contents

Pages

Introduction 3-4

Event Management – An Overview 5

Activity 1- Successful Events-An Overview 6-7

Activity 2- Nuts & Bolts of Event Planning 8-24

Team profile

Mind map

Project brief

Work breakdown

Event budget

Milestone chart

Activity 3- Role of Events Volunteer 25

Activity 4- Event Evaluation 26

Help & Support 27

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Activity Booklet

Event Planning & Management

Introduction

“Events are the lifeblood of sport”. Competition is the principal purpose behind the years of training and preparation for athletes and coaches. For an athlete to compete on home soil provides a further incentive to excel. An event at home can also be the catalyst for broader success – the chance to introduce the sport to new participants, and increase profile, funding, facility provision, influence and prestige, both at home and abroad. There are many interested parties to satisfy, each with a different agenda: national federations, Regional Sporting Organisations, athletes, promoters, media, the public, local authorities and sponsors. These diverse stakeholders converge increasingly around the theatre of live sport and its unique capacity to create community pride, and commercial promise. It is equally important not to lose sight of the fact that at the centre of any event is the sport itself; the athletes, coaches and support teams who remain the traditional owners of sport. It is they who must support an event from the outset. It is also essential that any event you aspire to host will be a boost to the long-term development strategy of your sport – not an expensive distraction from it.

Are you sure you want to hold an event?

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Why put yourself, your sport, your colleagues, your community, even your friends and family, through the stress, hard work, and risk involved? Without a doubt, this is the first and most important question to face. This workshop attempts try to help you answer that key question and enables you to examine the demands that will be placed on you and your organisation if you decide to proceed and stage a sporting event. It is not intended as a blueprint for event organisation, but a guide to helping you make informed decisions about what you are doing and why. Its aim is to make you consider the relevant areas and key questions, as a means of guiding you in your event planning process. Sporting events vary widely in their goals, budget and scale, and each will inevitably throw up its own specific problems. This resource is not intended to provide individual solutions for every potential scenario; rather, to highlight issues that you must address before commitments and decisions are made in order to deliver a successful event.

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Event Management- An Overview

How did it go? What could we do better next time? How can we gather feedback on the event? How will we use the information gained? Have we added value to the event? How could we capitalise on a successful event and can we cope if the sport grows?

What ideas do we have for an event? Who is it for? What are our objectives? How do we gain approval? Is it ethical? How can we add value to the event? How much do we know about previous events? Do we have the staff and the know how? Do we have sufficient time? Do we have the resources, support and the facilities? Is it feasible?

Content Time line Resources Venue/Location Equipment Timing/Schedule Budget- to include Funding/Sponsorship Health & safety Risk analysis Event management structure Staff & role allocation Administration Promotion/Publicity Contingency plan Communication Security Entertainment and catering Planning meeting schedule Event checklist

4 1

2 3

Pre event staff meeting Role confirmation Set up Timetables Public Address System Trouble shooting Competition format sheets ( if appropriate) Clearing away after the event

Evaluation Developing a Concept

Planning the Event

Running the Event

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Activity 1-What is a successful event? – An overview.

(a) Event Success Factors

You have been handed a sports event to plan. As part of a group decide upon a number of ‘Event Success Factors’‛ and then share these with other groups, using the flipchart paper provided;

Notes

 Right mix of people  Good planning 

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(b) “Adding Value”- The benefits of holding an event.

You have been handed a sports event to plan. As part of a group discuss how you might add value to the event so that it is not only better than before but it leaves the sport in a better state than it would have been had the event been held elsewhere. A few examples have been given to get you started.

Please share this information with other groups using the flipchart paper provided.

 Increasing the number of participants in your sport

 Attracting more volunteers into the sport

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Activity 2- “Nuts & Bolts of Event Planning & Management”

(a)“Project Team Profile”

Profiling your team members is a useful way to;

 Recognise individuals strengths and styles  Identify and recognise individual contributions to the team event  Assess the event team’‛s balance and synergy, to find weak spots  To review team effectiveness

Complete a Project Team Profile for yourself (please refer to pages 9-10), selecting 5 characteristics that best apply to you. If possible compare your characteristics with other event team members to assess where your strengths are and where you are lacking as a team.

Notes

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Reference : “Practical Project Management”;; Ron Eckman

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(b) “Mind Map”

A mind map is a structured diagram to organise information. It involves people ‘brain dumping’‛ ideas and is a useful activity to create a pictorial map of the project’‛s content and context. By way of an example create a mind map on the flipchart paper provided for an event of your choice. You might identify broad areas which are then sub-divided. Possible broad areas for your mind map could include;

 Purpose-aims & objectives  Stakeholders  Financing the project  Time  Marketing and promotion  Communications  Facility and equipment requirements  Catering and accommodation (if applicable)  Risks  Event format  Other ideas?

(c) “Project Brief”

It is useful to develop a project brief for your event as;

 It will provide a written foundation and outline for your project  It will clarify expectations about the project ( for clients and sponsors)  It begins to address the key issues of who, what, when, why, where?  It forms an agreement between the event participants, sponsors, project team  It paves the way for a well managed project  It formalises the commitment from the organisation to the project.

In your event teams produce a project brief for your event. The following headings form the basis of a useful template for a project brief;

o Event Name- brief statement that identifies the event o Background-brief background on why the event exists. It may involve the

business case for the event o Event goal/objectives- what the event will achieve; a statement of purpose; o Event scope- main results of the event

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o Scope exclusions-what the project will not involve or produce o Links- identify any links to other events or projects o Parameters- scope, cost, quality, time, priorities o Constraints- identify the constraints within which the event must be planned o Responsibilities- who is involved- team members, sponsors, event manager o External contractors and suppliers involved in the event o Reporting- methods for updating stakeholders throughout the event planning

and management process o Communications- a statement that identifies that all communications must go

through the event manager o Major Risks- identify any risks to the event

Please turn over for Event Plan/Project Brief Template

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Event Plan / Project Brief

A. General Information

Event Title:

Event Date:

Prepared by:

Time:

B. Points of Contact Principal individuals who may be contacted for information regarding this event.

Name Position Organisation Phone E-mail

C. External Contractor Information Event Venue : Company Name:

Position Name Phone E-mail

Transport : Company Name:

Position Name Phone E-mail

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D. EVENT OVERVIEW 1. Rationale

(Event Title, Date & Venue)

Give an overview of the event and the reasons for it.

2. Aims & Objectives/Target Audience Target Audience Aims & Objectives Aim The overall aim of the event is to…. Objectives 3. Event Schedule Provide a timetable of the event

4. Staff

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Provide a list of key staff 5. Direct Marketing (How are you going to market & promote your event

Addressee Objective Methodology

6. Critical Milestone Summary Identify key points in the organisation of the event

Milestone Projected Date of Completion

Significance

7. Budget Planning Summary Planned Expenditure)

Item Number Total Comments

Total

Explanation:

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8. Task Analysis Sheet

Task

(What needs to be done)

Who is responsible?

Time required

Deadline Completed Evaluation/ Comments/Recommendations

9. Health & Safety Management

IMPORTANT HEALTH AND SAFETY CONTACTS AND INFORMATION What Where/Who

(insert  relevant  location  or  person’s  name  here)

Trained first aider First aid kit Hazard register Accident register Local doctor Fire extinguishers

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Fire exits Fire wardens Assembly points in event of evacuation

Occupational safety and health representatives

I have read the above document and agree to abide by all required Health and Safety procedures. Name: _____________________________________________________________ Signed: _____________________________________________________________ Date: _____________________________________________________________

Risk Planning Summary

Complete a RAMS assessment for your event and include it in your Event Planner

RISK ANALYSIS AND MANAGEMENT SYSTEM (RAMS) ACTIVITY/SITUATION: Analysis Description

R

IS K

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lo ss

CA

SU AL

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TO RS

Ha

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, d an

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People

Equipment

Environment

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RI

SK M

AN AG

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RA TE

GI ES

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S tr

at eg

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People Equipment Environment Em

er ge

nc y

RELEVANT INDUSTRY STANDARDS APPLICABLE

POLICIES AND GUIDELINES RECOMMENDED

SKILLS REQUIRED BY STAFF

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FINAL DECISION ON IMPLEMENTING ACTIVITY

Please choose one Accept

Committee Members Reject

Name & Title ———————————

—————————— (please sign to accept or

reject) Date: ……………….

Name & Title ———————————

—————————— (please sign to accept or

reject)

Date: ……………….

Comments: Please sign the RAMS form and return it to___________________. Postal address: The form can also be scanned and returned by email to _________________

RAMS Form Prepared by ___________________________________Date: ______________________

(d) “Work Breakdown”

It is useful to identify how the workload will be divided. This can be done using a simple hierarchical structure diagram.

In your event teams produce a work breakdown for your event. Remember to revisit your ‘Event Team Profile’‛ to ensure that you get the correct mix of skills and qualities for the activities to be undertaken.

(Event Name)

Activity & Person (s) Responsible

Activity & Person (s) Responsible

Activity & Person (s) Responsible

Activity & Person (s) Responsible

Activity & Person (s) Responsible

Activity & Person (s) Responsible

Activity & Person (s) Responsible

Activity & Person (s) Responsible

Breakdown of tasks (deliverables)

Breakdown of tasks (deliverables)

Breakdown of tasks (deliverables)

Breakdown of tasks (deliverables)

Breakdown of tasks (deliverables)

Breakdown of tasks (deliverables)

Breakdown of tasks (deliverables)

Breakdown of tasks (deliverables)

Keep adding boxes until all tasks have been allocated and addressed

(e) Draft a budget

When planning an event you will have to consider the cost implications so it is always advisable to draft a budget. The following template should act as a guide only.

Event Budget

Income Total Attendees Budget Adult Registration @ $xxxx

Group Registration @ $xxx

Child Registration @ $xxx

Grants/Sponsorship

Comp Sponsor Tickets

Comp Volunteer Tickets

Merchandise Sales

Food Sales

Total Income

$

Expenses Description Budget Venue Audio Visual Computer Equipment

Guest Speakers Speaking fee, travel, accommodation costs

MC Advertising Radio, Billboards, Newspaper Website Design Banners, programme, advertising Trophies/Medals Engraving Decor Printing School newsletter Direct mail Promotional posters Signage and Banners Staging Ropes/Barriers Refrigeration Generator

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Traffic Management Uniforms Opening Ceremony Closing Ceremony Theming Volunteer Training Volunteer Thank You Event Merchandise Competitor Packs Nametags Cleaners/Rubbish Removal First Aid

Expenses Description Budget Catering Transponders Special License EFTPOS Terminal Bank Charges Event Management Travel Insurance Storage Donation to Charity/Clubs Miscellaneous Total Costs $ –

Profit/Loss

$ –

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(f) “Milestone Chart”

The milestone chart is a good tool for creating an overview of the big picture as it outlines the entire event. However it does not show specific details. It is usually done in the past tense as it identifies what has been achieved eg ‘Venue Booked’‛, rather than ‘Book Venue’‛.

Activity

A non-profit sports organisation ( you can identify the sport) has asked you to project manage a sports event (for the purpose of this exercise you decide). You are expected to pull together a team of volunteers to plan this event, which is to be held before the end of next year.

o Identify approximately 15-25 milestones that could be used to track the progress of your project.

Eg Venue booked, Officials confirmed etc.

o Organise your milestones using the calendar format provided to your team Tips

1. Begin by using a mind chart to brainstorm the elements of the selected event – you could use the one you did in an earlier activity.

2. Use ‘post –it’‛ notes with one milestone per ‘post it’‛ note and a date milestone was achieved

3. Make sure you write in the past tense as milestones are things that have been achieved.

4. Use flipchart paper- fold into 12 columns and put the month on each column 5. When the project is underway your milestones can become more weekly based. 6. You should also set up status points to assess the progress of the project eg a

line at the beginning of March with a note “Status as of 01/03

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Notes

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Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

Milestone Chart

Status as of 09/01

Status as of 01/03

Activity 3: “Event Staff/Volunteers Job Description”

Running an event regardless of its size takes a considerable amount of organisation. To conduct a successful event it is often required to delegate responsibility to a volunteer or if you’‛re lucky a staff member. The following headings provide some things to consider when drafting a job description for an event staff member or volunteer. Working as part of a group, draft an event staff job description.

EVENT STAFF OR VOLUNTEER JOB DESCRIPTION (SAMPLE ONLY)

Overview

Summary of role

Who the volunteer/event staff is responsible to.

Line manager details

Responsibilities and duties.

List

Knowledge and skills required.

List

Estimated time commitment required including the dates.

Identify time commitment and time period

Uniform.

Identify dress code

Work Area.

Identify location

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Activity 4: “Event Evaluation / De-brief”

It is important to measure your own success in managing the event and part of this process should therefore involve an event evaluation.

In your groups discuss how you would achieve this and consider the information that you would need in order to effectively evaluate your event.

Notes

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Help & Support

For further help and support please contact the Tasman Regional Sports Trust, Sports Development Team;

Sports House Board Room (Saxton Stadium Complex) 142 Saxton Road, Stoke 7011 Steve Mitchell (Senior Advisor-Sport Development) 03 546 3304 [email protected] Julie Price (Advisor-Sport Development; Nelson) 03 923 2322 [email protected]

Chris Morris (Advisor-Sport Development; Marlborough) 03 577 8855 [email protected] Useful Websites www.sparc.org.nz/en-nz/communities-and-clubs/Toolkit-for-Clubs/ www.tasmanregionalsports.org.nz

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