DOING YOUR HOMEWORK:Evaluating Events Before the Bid     2012 NASC SPORTS EVENT           SYMPOSIUM          APRIL 17, 2012
PanelistsJohn Gibbons, CSEE , Executive Director   Rhode Island Sports CommissionKindra Fry, CSEE, Director of Group Sales...
Learn what you don’t know    How communities evaluate eventsEVALUATE INFRASTRUCTURE  Local, Regional and State Community V...
Learn what you don’t knowEVALUATE INFRASTRUCTURE  Local, Regional and State Community VenuesEVALUATE INVENTORY  Current Ev...
Learn what you don’t knowNational Guard FLW College Fishing  Regional Championship  FLW Needs  • Needed space on Texas A&M...
Learn what you don’t knowNational Guard FLW College FishingRegional Championship  Planning Process  • Created a Written Ag...
Learn what you don’t knowNational Guard FLW college FishingRegional Championship  Planning Process  • Worked with Texas A&...
How communities evaluate eventsTYPES OF EVENTS  Large, medium, small – Logistics of EachMajor Events for Discussion NCAA B...
NCAA Men’s Basketball              March Madness• Solicit RFP from the NCAA• Solicit local University or Athletic Conferen...
NCAA March Madness• Prepare security plan for venue   and community• 14 months prior NCAA Site Visit• 12 months prior all ...
NCAA March Madness• Meet on a monthly basis to fine   tune your plan.• As the event approaches make sure your volunteers  ...
NCAA March Madness• 1 week out selection Sunday  assign team hotels,  coordinate transportation,  police escorts, practice...
Amica Ironman 70.3 Planning Process • Review RFP • Initial Discussion with   Ironman Representatives • Site visit for prop...
Ironman Planning& Event Day• Secure venue permits• Hotel contracts• Secure volunteers incl. medical• Marketing & Public Re...
Convention Center Complex Events• Logistically – What to look for within the CC   – Columns/Bleachers        - Electricity...
If Rights Holder/Planner is               interested….Produce bid proposal that makes sense, then  invite planner to meet ...
Local Organizing Committee•   Sports Commission/CVB•   Venue staff                    **Not every event•   Parks Departmen...
Q&AJohn Gibbons, CSEE , Executive Director   Rhode Island Sports Commission, (401) 456-0240   jgibbons@pwcvb.comKindra Fry...
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Doing Your Homework: Evaluating Events Before the Bid

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Doing Your Homework: Evaluating Events Before the Bid

Every destination recognizes sports as a major contributor to the overall tourism economy. Oftentimes, it’s necessary to evaluate an event to truly prove the value in terms of overall destination benefits in addition to economic impact including: likelihood of future business, sponsorship potential inside and outside the community, media coverage and exposure, destination brand exposure, quantity and quality of event facilities needed, room rates, conflicting local events, bid fees as well as other considerations. In this session, the panelists will discuss aspects of event evaluation to explore for your event and/or your destinations!

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Doing Your Homework: Evaluating Events Before the Bid

  1. 1. DOING YOUR HOMEWORK:Evaluating Events Before the Bid 2012 NASC SPORTS EVENT SYMPOSIUM APRIL 17, 2012
  2. 2. PanelistsJohn Gibbons, CSEE , Executive Director Rhode Island Sports CommissionKindra Fry, CSEE, Director of Group Sales-Sports & Conventions Bryan-College Station Convention and Visitors BureauHeath Aucoin, Event Manager-Sports Sales Manager Jackson Convention Complex (Jackson, MS)Gina Mintzer, CMP, MHA, Director of Sales Albany County (NY) Convention & Visitors Bureau
  3. 3. Learn what you don’t know How communities evaluate eventsEVALUATE INFRASTRUCTURE Local, Regional and State Community VenuesEVALUATE INVENTORY Current Events, What do you have now, What do you want (National Guard)TYPES OF EVENTS Small, medium, large – Logistics of EachPARTNERS NEEDED FOR EVENT SUCCESS Have meeting with Local Organizing Committee in advance of bid
  4. 4. Learn what you don’t knowEVALUATE INFRASTRUCTURE Local, Regional and State Community VenuesEVALUATE INVENTORY Current Events, What do you have now, What do you want
  5. 5. Learn what you don’t knowNational Guard FLW College Fishing Regional Championship FLW Needs • Needed space on Texas A&M Campus • Needed to be held on Home Football Game Weekend • Must have a Lake • Host a Site Visit
  6. 6. Learn what you don’t knowNational Guard FLW College FishingRegional Championship Planning Process • Created a Written Agreement • Secured Additional Funding Through State Funding Program and CVB Rewards Incentive Program • Worked with Hotels in Bryan-College Station for Staff Only • Contacted Nearby Partner in Brenham for Participant Hotel Rooms • Contacted Somerville Lake for Fishing Venue
  7. 7. Learn what you don’t knowNational Guard FLW college FishingRegional Championship Planning Process • Worked with Texas A&M for Festival/Tailgate Space on Campus • Secured Volunteers from Texas A&M Sports Management Students • Marketing, Advertising and Public Relations • Event Days • Post Event Wrap Up
  8. 8. How communities evaluate eventsTYPES OF EVENTS Large, medium, small – Logistics of EachMajor Events for Discussion NCAA Basketball Tournament Arena, College Sponsors, Services Based (airport-hotel- arena) Amica Ironman 70.3 – July 2008-2010 State Tennis Tournament Convention Center Sports – Variety
  9. 9. NCAA Men’s Basketball March Madness• Solicit RFP from the NCAA• Solicit local University or Athletic Conference to operate event• Secure Venue Space• Complete RFP and return to NCAA• Lobby hard• You have the event• Finalize space at the venue• Begin period meetings with your university or conference partners
  10. 10. NCAA March Madness• Prepare security plan for venue and community• 14 months prior NCAA Site Visit• 12 months prior all hotel contracts should be signed by university• Begin planning monthly meetings to cover topics such as security, hospitality, special events, signage, volunteers, public relations• Form subcommittees with strong chairpersons
  11. 11. NCAA March Madness• Meet on a monthly basis to fine tune your plan.• As the event approaches make sure your volunteers are secured, security plan fine tuned, venue staff in place, hospitality plans complete and special event planning finalized• 2 weeks out volunteer training
  12. 12. NCAA March Madness• 1 week out selection Sunday assign team hotels, coordinate transportation, police escorts, practice schedule, team ambassadors, check all final arrangements and let the games begin.• Oversee off day events and hospitality• Post event meeting
  13. 13. Amica Ironman 70.3 Planning Process • Review RFP • Initial Discussion with Ironman Representatives • Site visit for proposed venues to include swim, bike and run courses • Tentative approval from Ironman • State stakeholders meeting with all departments and Ironman Representative
  14. 14. Ironman Planning& Event Day• Secure venue permits• Hotel contracts• Secure volunteers incl. medical• Marketing & Public Relations• Street Signage• Notify local residents and churches for traffic changes• Event Day• Post event wrap up meeting. How can we improve for next year.
  15. 15. Convention Center Complex Events• Logistically – What to look for within the CC – Columns/Bleachers - Electricity – Registration Space - Concessions Area• Types of Events – Mixed Martial Arts - Archery – Roller Derby - Table Tennis – Volleyball - Wrestling – 3 on 3 Basketball - Horseshoes – Cheer - Fishing Weigh In – Tai Kwon Do - Handball – Gymnastics - Fencing
  16. 16. If Rights Holder/Planner is interested….Produce bid proposal that makes sense, then invite planner to meet the community stakeholders and evaluate the destination, then move from there…
  17. 17. Local Organizing Committee• Sports Commission/CVB• Venue staff **Not every event• Parks Department will need every community• State Police/Local Police partner involved.• Department of Transportation• Traffic Engineering• Mayor/City Manager Aide• Airport• Public Transportation• Fire/Rescue
  18. 18. Q&AJohn Gibbons, CSEE , Executive Director Rhode Island Sports Commission, (401) 456-0240 jgibbons@pwcvb.comKindra Fry, CSEE, Director of Group Sales-Sports & Conventions Bryan- College Station Convention and Visitors Bureau, 979-595-2686 kindra@bcscvb.org,Heath Aucoin, Event Manager-Sports Sales Manager Jackson Convention Complex (Jackson, MS), 601-960-2321 haucoin@jacksonconventioncomplex.com,Gina Mintzer, CMP, MHA, Director of Sales Albany County (NY) Convention & Visitors Bureau, 518-434-1217 gmintzer@albany.org
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