The Efficient Event - Savings Summit 2013

125 views
103 views

Published on

Approximately 98% of schools lose money on community use of their facilities. Learn how you can identify and reduce the hidden costs of campus events, while lessening the burden on your maintenance and operations team.

Published in: Education
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
125
On SlideShare
0
From Embeds
0
Number of Embeds
0
Actions
Shares
0
Downloads
1
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

The Efficient Event - Savings Summit 2013

  1. 1. The Efficient EventFind Savings with Excellent Event Management
  2. 2. Cost Recovery StudyAnalysis of 1,000+ school districts, collegesand private schools, including interviewsFocused on how educational professionals arecoping with– Demand for community use of school facilities– Financial burdens on budgets and operatingstaffs due to the growing use of school facilitiesby the community– Sentiment that school facilities should be usedmore frequently because taxpayers and otherstakeholders have invested billions in theseassetsRECOVERING COSTS FOR THECOMMUNITY USE OF OUR SCHOOLS:A White Paper Examining the SuccessfulImplementation of Cost RecoveryPrograms in our Schools.
  3. 3. Event Scheduling is Complicated!
  4. 4. Is Your Process Efficient?60% of schools experience time wasted relatedto event management coordination andcommunication problems.– Interruptions – phone calls, emails, drop ins– Paper forms and calendars– Keeping all parties informed about eventapprovals and schedule changes– Coordinating internal event resource personnel– Data entry and manually generating invoices
  5. 5. It is also very Costly!
  6. 6. What does it Cost?
  7. 7. Description Minutes Unit Cost # of Events Rough CostCheck calendar for availability 5 $20/hour 3300 $5,300Coordinating with staff to supportevent, approving, getting otherapprovals15 $20/hour 3300 $16,500Coordinating and creating invoices 10 $20/hour 1500 $4,800Checking Schedule and Doing EMSOverrides per event5 $20/hour 3000 $4,800Custodial time - setup, breakdown,clean up, lock/unlock and otherservices)60 $20/hour 2000 $40,000Energy/Utilities $25,000-$60,000/year 2000 $25,000Wear & Tear, reduced life of buildingcomponents, capital impacts$5,000-$35,000 3300 $10,000IT – internet access, projectors, AVcarts??? ??? $???Supplies – paper towels, soap ??? ??? $???OTHER??? ??? ??? $???Behind the scenes: a 3,000 student institution
  8. 8. What measures are schools taking tooffset the impact of rising costs?• Implementing energy conservation measures• Restructuring transportation programs such as busrouting or cutting back on student and staff trips• Cutting supply and textbook purchases• Hiring freezes or eliminating positions• Eliminating or modifying athletic events and offeringsSource: AASA Survey
  9. 9. Community Use getting press…Newspaper Publisher’s opinion:“While many are making the argument that the school district isrobbing Peter to pay Paul, we believe it is fairer to charge thoseactually using the facilities more than to spread the increasing costof facility use across the community through taxation.With teachers having to pay out-of-pocket for classroom supplies,schools not having enough money to purchase necessary books andthe school district more heavily relying on the fundraising efforts, itis no longer feasible for groups not affiliated with the schools to usedistrict facilities without paying enough.We do encourage the school district to be sensitive to communitygroups needs and just recover the costs of facility use, not make aprofit.”
  10. 10. Good News!Excellence In Event Management is Achievable
  11. 11. Best Practices1. Identify an Advocate2. Identify Potential Risks3. Create a Policy4. Start Small and Gain Buy-in5. Automate Processes6. Recover Your CostsSource: Recovering Costs for the Community Use of Our Schools© Copyright 2008 SchoolDude.com, Inc. All rights reserved.
  12. 12. Advocate: A Lot To Think About• Is your building policy up to date?• Is your building policy working?• Are you recovering the costs of events?• Are the correct people involved?• What is your relationship with the community?• Are events a drain on your already limitedresources?
  13. 13. Identify Potential RisksPublic Relations– Inconsistent practices/procedures/policies– Double booking– Failure to notify school staff of event– Canceling an event due to maintenance issue– Making it difficult to use school facilities– Failing to communicate expectations– Not knowing who is in the buildings
  14. 14. Identify Potential RisksPersonal Injury– Activity not appropriate for area being used– Inadequate supervision– Equipment / area poorly maintained– Infrequent inspection of areas
  15. 15. Identify Potential RisksProperty Damage– Activity not appropriate for area being used– Inadequate supervision– Equipment / area in poor condition– Infrequent inspection of areas– Knowing when the damage occurred– Inadequate insurance coverage
  16. 16. What is Your PolicySample from: http://www.schooldude.com/resources/• Community groups may be permitted to use School Districtfacilities for educational, cultural, civic or athletic purposeswhen such use will not interfere with school programs and isnot dangerous or detrimental to the public welfare.• A facility user or rental fee, approved by the BusinessManager of School District, will be charged to help defray thecost of using School District facilities and to preserve theeducation budget.• The priority of building use is set forth below with Group Ahaving first priority and Group D having last priority.
  17. 17. Start Small – Gain Buy In• How do you get started?• Build support with Site Contacts – How do youdo it? Which site do you start with?• Distribute Event Management – balancebetween what can be centralized and distributed• Establish Presence at event – Do you do thatnow? Why do it?
  18. 18. Automate RequestsWho can make arequest?• Internal Users– Faculty/Admins.– Teachers/Professors– Athletics• External Users– CommunityGroups (viaCommunityUse)
  19. 19. Automating BMS Settings• Automaticallyset rooms tooccupiedstatus• No longerhave togather acalendar anddo overrides!
  20. 20. Identify Potential Risks1. Identify an Advocate2. Identify Potential Risks3. Create a Policy4. Start Small and Gain Buy-in5. Automate Processes6. Recover Your CostsSource: Recovering Costs for the Community Use of Our Schools© Copyright 2008 SchoolDude.com, Inc. All rights reserved.
  21. 21. Recovering Your CostsSource: Recovering Costs for the Community Use of Our Schools© Copyright 2008 SchoolDude.com, Inc. All rights reserved.
  22. 22. Develop Tiered Fee StructuresEstablish a simplefee structure:–What type ofgroup? (Non-profit vs.For-profit?)–What type of area?(Gym vs. softball field?)–What type offacility? (Elementaryschool vs. arts center?)
  23. 23. So what’s the opportunity?• Average $15.65/student – Cost Recovery– Top 10% > $28.62– Bottom 25% < $1.52$15.65$0$50$100$150$200Invoice/Student (2009)Total
  24. 24. How much $$$ could you berecovering?
  25. 25. Cost Recovery Over Time
  26. 26. Organization Size Doesn’t Matter!Fairfax County Public Schools, VA• 164,000 students• 250,000 annual events• $3.1M recovered costsTamalpais Union, CA• 3,900 students• 4,000 annual events• $240K recovered costs
  27. 27. The Costs?A minimum of $106,000The average 3,000 studentinstitution would charge lessthan $40,000How would you translate this?– Equals a cost of over$50/student– How many salaries could thisfund?– How many textbooks could thishave provided?– What programs or services couldthis have saved?
  28. 28. • Track events – Who is using your facilities. When and where.• Improve Communication• Distribute responsibilities - Get school sites involved• Streamline work flow• Improve coordination between departments – Task notifications• Report on usage, costs and organizations• Invoice! – Know your costs and recover them• Involve faculty members - Requesters• Look good in the eyes of the community• Save EnergyGoodBetterBestBest Practices: A Good, Better,and Best Approach
  29. 29. End the debates• “Politics, politics, politics” --- the public pays taxes and believethey have access to the buildings• Taxes are tough on the public, but budget cuts and increases inenergy costs are tough on you• Your mission is to educate our youth during the school day andyour budgets and funding reflects this --- how much of yourbudget and funding is dedicated toward community use?
  30. 30. Events: Now You Have a Plan• Build a team and get them involved• Identify your risks and keep an eye out• Update your policy today• It’s okay to start small and gain traction• Automate the process• Cost recovery is key
  31. 31. SchoolDude’s Solution Suites• FSDirect• FSAutomation• CommunityUse• TripDirect• MaintenanceDirect• MDWireless• PMDirect• InventoryDirect• PlanningDirect•CriticalAlarmAutomation• UtilityDirect• ConserveDirectEnergy ManagementFacility Management Event Management
  32. 32. ResourcesSchoolDude’s Whitepaper:Recovering Costs for the Community Use of Our Schoolshttp://www.schooldude.com/resources/Don’t miss these webcast archives:– Roadmap to a Successful Event Management Program– More Efficiently Manage Community Facility Requests– Find Savings by Integrating BAS and Facility Event SchedulesDon’t miss these helpful tools:– Sample facility use fee structures– Sample bill rate sheets– Sample facility use agreements / applications
  33. 33. Cost Recovery StudyAnalysis of 1,000+ school districts, collegesand private schools, including interviewsFocused on how educational professionals arecoping with– Demand for community use of school facilities– Financial burdens on budgets and operatingstaffs due to the growing use of school facilitiesby the community– Sentiment that school facilities should be usedmore frequently because taxpayers and otherstakeholders have invested billions in theseassetsRECOVERING COSTS FOR THECOMMUNITY USE OF OUR SCHOOLS:A White Paper Examining the SuccessfulImplementation of Cost RecoveryPrograms in our Schools.
  34. 34. SchoolDude.com Client ServicesLifetime Training and Support!Office: 877-883-8337Email: support@schooldude.comQuestions?Contact Us!

×