1. NIAAA
DECEMBER 15, 2013
EVENT MANAGEMENT
PLANNING AND PREPARATION
TRACI NEELY, ASSISTANT DIRECTOR OF ATHLETICS – UIL (TEXAS)
2. TOPICS OF
DISCUSSION
1- Partnerships
Schools / Community / Sponsors
2 - Event Infrastructure
Budget / Branding / Business
3 - Information Systems
Schools / Public / Media
4 - Event Execution
Facility / Personnel / EAP
3.
4. PARTNERSHIPS
SUPPORT FROM EXPERTS
SCHOOLS
• Event format developed based upon the facility
choice, previous history of events and expected
school entries and possible attendance.
• Trial or pilot event is highly recommended with a large
school hosted event utilizing same facility or site and
a similar format.
• Utilize and pay consultants (coaches or
administrators) from schools that host the same type
of event on a regular basis.
• Facility/site or equipment agreements should be
formed no later than 18-24 months ahead of time.
• Expand and explore the previously established
community/facility site relationships formed by the
schools.
5. PARTNERSHIPS
EVENT SITE
COMMUNITY
•
Open dialogue with decision makers to explore
the city or community minimum and maximum
ideas of event size, facility development or
expansion to accommodate an “dream” event.
•
Coordinate efforts that parallel the city or
community goals for the facility usage,
commerce and future event expansion.
•
Determine the number of support staff or
administration needed to conduct the event.
•
Join forces with community services including
police/sheriff departments and emergency
management operations.
•
Notify local businesses that the event
necessitates including food and hotel
establishments.
6. PARTNERSHIPS
EVENT SPECIFIC SUPPORT
SPONSORS
• Contact and coordinate with sponsors or businesses
that reflect the character of the event in order to
create contracts and agreements in writing.
• Utilize sponsorship provisions already in place for
previous events or predetermined by the facility or
community.
• Search or request services or products that
specifically support the facilitation of the event.
• Identify the value or need of the sponsor
item/service offered to the event.
• Offer the possibilities to local businesses that may
help support the event infrastructure including food
and hotel establishments.
7. EVENT
INFRASTRUCTURE
REQUIREMENTS & COSTS
BUDGET
•
Develop or review the obligations for the contest
and generate a budget for the event to include
inaugural year costs and expansion thoughts for
expenses.
•
Select line items based on priority needs to
facilitate the first year and work to grow the event
over several years.
•
Clarify processes for each service and/or line item
to be obtained and discuss non-negotiable
deadlines.
•
Construct a budget plan that utilizes the experts for
the event that include school administration,
community services and others to produce not only
a fair and equitable contest, but also an efficiently
organized and appealing event for the contestants.
8.
9. EVENT
INFRASTRUCTURE
MAKE AN IMPRESSION
BRANDING
•
Put the most important visuals in the forefront and
prioritize the delivery and to whom.
•
Consider the priority of the message according to
contract and declare proper protocol based on how that
will be received by the contestant schools, the public
and the media.
•
Refrain from making it appear “too busy” with visuals
and or identified services that might create an
overwhelming negative effect on the priority of the event.
10. EVENT
INFRASTRUCTURE
PROCESS & PROCEDURES
BUSINESS
•
Identify and develop a connection with operating staff
that will serve internally and the personnel units that
will assist externally.
•
Cooperate with internal and external procedural
requirements and insist that deadlines are met
accordingly.
•
Produce and share with others a month-to-month
calendar to include the tasks identified to make the
contest or event possible, which must include an
emergency secondary plan if extenuating
circumstances postpone the event for any reason.
11.
12. INFORMATION
SYSTEMS
PRIORITY GROUP
SCHOOLS
•
Create methods of delivery to inform schools
about the required procedures, guidelines
and other valuable information to make an
event that is a pleasure for school coaches
and administration as well as their
contestants.
•
Standardize the mandatory information
through common methods of delivery for
school coaches and administration.
•
Secure site facilities to demonstrate priority
treatment to the contestants and the school
personnel.
•
Obligate yourself (and other staff if
necessary) to meet, greet and solve crisis on
the day of the event.
13. INFORMATION
SYSTEMS
PUBLIC
ACCESSIBLE & EASY
•
Take advantage of all methods available to
push event information to the public.
•
Separate written or posted public information
from the school information.
•
Circulate public information through the
schools for distribution to parents.
•
Coordinate messages and information
through community methods as well.
14. INFORMATION
SYSTEMS
ATTRACT
ATTENTION
MEDIA
•
Make it simple for media to
obtain credentials and
information about the event.
•
Regulate the sources of
information through the
expected media methods.
•
Create a protocol of behavior
that is similar to other high
priority level events.
15. EVENT EXECUTION
FACILITY
PERSONNEL
FINAL FACILITATION
•
Make confirmation calls to all vendors and/or
services to detail any changes or additional
information.
•
Coordinate final site visits and conduct
discussions with working personnel as well
as expert consultants.
•
Perform walk-thru of venue or site with key
members of support staff.
•
Dedicate last minute conversations to those
people that will be your “right and left” hands
on event day(s).
•
Arrive extra early, stay on schedule and pat
people on the back with “thank you’s”.
EAP
16. EVENT EXECUTION
PERSONNEL
EMPOWER OTHERS
•
Produce written site maps, instructions
and/or other important information for as
many people as possible to make final
decisions when necessary.
•
Provide adequate food and drink to all
workers, volunteers and officials for the
necessary time frame.
•
Review schedules, discuss and adjust if
necessary.
•
Distribute official event gear (if any) and
identification badges.
17. EVENT EXECUTION
EAP
EMERGENCY PRE-PLAN
•
Analyze and discuss (with appropriate
personnel) any situation immediately prior to
the event that could effect the arrival, safety
or contest in a negative manner.
•
Provide a written Emergency Action Plan
specific to the event to all personnel, staff,
volunteers and/or officials that could be
involved in communication or execution
during an emergency situation.
•
Continuously review and maintain a vigilant
mindset to prohibit and reactive
22.
Invitational Events
District Events
Regional Events
Hall of Fame Banquet
Gold Classic Golf Tournament
At face value many of these events look completely different – They
appear to require entirely different strategies and plans…..But do they
Really??
23.
Typical Varsity Football Game
7,000 fans
500 band members
50 Flag Girls
75 Cheerleaders
120 Drill teamers
50 Spirit Squad Members
10 Police Officers
8 District Security Personnel
60 Event Workers
Total 7873!
24.
25.
Feb – Contracts
March – May – Marketing / Sponsorship
Agreements
April – Radio Broadcast Agreements
May – Staff Planning and Orientation
June – Signage, Field Prep
July – TV, Internet Broadcast Agreements
July – Ticket Renewals and Sales
Security Plan and Review
August - Scrimmages and Staff Training
September – Season Begins
26.
Calendar – 2 years in advance
Site – Four Schools Share One Stadium
Contracts – Sent to all Participant Schools
Broadcast Agreements
◦ TV: 3 Months, ESPN, CH 21 & UIL $$$
◦ Radio: 6 – 9 Months $$
◦ Internet: 3 Months $
27.
Posting / Printing Schedules
Stadium / Event Advertising $40,000 / YR
Scoreboard Advertising -$80,000 / YR
Ticket Sales
Print Media
Electronic Media
150,000 attend our varsity games per year!
28. On Site Stadium
Staffing
◦
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◦
◦
◦
◦
◦
◦
◦
◦
◦
Ticket Sales – 9
Ticket Takers – 8
Pass Gates – 3
Concourse Staff – 7
Reserved Seating – 4
Press box – 1
Elevator - 1
Field staff – 5
Event Manager – 1
Police – 10
Campus Security – 8
Off Site Staffing
o
o
o
o
o
Event Contracts - 2
Campus Ticket Sales – 4
Worker Payment Sheets -1
Game Reconciliation - 1
Game Worker Payment – 6
29. Training Components
Staff Orientation and Job Assignments
Rehearsal at Scrimmage or Sub-Varsity Game
Job 1 - Customer Service and Safety
Weekly Review of Troublesome Areas
30.
Keller ISD Security Staff
Keller Police
Department
Keller ISD Student Resource Officers
Event Manager
Athletic
HS Principal
Director
31.
8:00 Concession Preparation
10:00 Press Box – Food and Drink
11:00 Concourse and Stands (check)
11:00 TV Crew Arrival
12:00 Field and Site Prep
1:00 Game worker sheets and Gate $$
1:30 Print Scripts for Announcer
2:00 Prepare Worker Assignment
Instructions, Press Box, Pass List, Will Call, Tickets
32.
4:00
Radio Set Up, Lead Team for Head
Phone and Video
Field Manager and Event Manger on Site
AD Shows up and Smiles!
Teams Arrive
Teams Walk The Field
Specialty Teams Take the field
Full Team Warm Up
Teams Leave the Field and Game Script
4:00
5:00
5:00
5:30
6:00
6:30
7:00
Begins
7:30 Kick Off!
33.
Weather Precautions
Safety –Plans
Lighting, Scoreboard, Play Clock and PA
Examples –
Field Security after the game
Altercations Between Teams or Fans….After or During
the Contest
Lightning and Severe Weather and Heat Examples
Evacuation (Training, Announcement and Security
Readiness
Multiple Banks of Light or PA Failure
Contingency Plan – Alternate Site or Day
34.
Athletic Trainers – Both Teams
Team Doctors – Both Teams
Ambulance and or Paramedics on Site
Communication Devices for Event Leadership
and Emergency Personnel
35.
There is no Substitute for Planning, Training
and Continuous Review.
As Coaches Become Athletic Directors our
Victories Become Safe and Successful Events!
Questions??
Bob.dejonge@kellerisd.net
817-744-1066
