Running an Athletic Event

1. Behind the Scenes at an Event-Logistical Details
& Risk Management

2. Tampa Bay Bucs Video
INVESCO FIELD VIDEO
Stadiums now about the overall experience
Don’t have to be a fan to enjoy the game
From a Facilities Standpoint, can be a nightmare
Reds Hospitality Options

3. •Good Experiences
•Not so good experiences
•Attire
• Giving directions – “Where do I find ______?”

4. SECURITY/PARKING ATTENDANTS
• Access on game days
• Traffic
• Parking Access
• Friendly?
CONCESSION WORKERS
• Efficiency
• Friendliness
• Volunteer Groups

5. •Will Call Issues
•Your Experiences?
•Handling will call issues
•Avoid it if you can!
•Kiosks have helped
•Can get confusing
•Public
•Visiting Team
•Player Guests
•Media
•Recruits/Coaches
•How are you
communicating this
info?
WILL CALL

6. Guest Relations Booths/Kiosks
Informational literature/questions
Lost and found
Lost children/group members
Seating
Identification wristbands

7. • Age Restrictions
• Credentials
• Dangerous
• Donor issues!
Premium Tickets
• Premium Ticket Stock
• Access to Premium Areas – Club
• Diamond Club – solutions
• Wristbands
• Club Lounges – Op Day & Rain Delays
• Over capacity
• Why it is important to get along with
Facilities staff!
• Duplicate ticket issues!
• Who do you take care of in this situation?

8. CODE OF CONDUCT
Example:
Ejection
Guests who refuse to follow the direction of Yankee Stadium Team
Members (please see "Yankee Stadium Team Members") or who do not
comply with the Guest Code of Conduct face ejection without refund
and revocation of season tickets and/or future ticket privileges and
may also be in violation of New York City ordinances, resulting in
possible arrest and prosecution.
Why do you need Code of Conduct for a Facility?
ALCOHOL POLICIES?
*When to cut off alcohol sales & why
*College stadiums – some serve alcohol
*Should premium areas be different?
REVENUE STREAM
Jerk Line

9. Groups
• Groups are big revenue drivers for event
• But can be a negative experience if you don’t think through:
• Parking
• Buses
• Drop off locations
• Provide maps with tickets – give exact directions!

10.  Stuff happens!
 Plan for and manage risks – problem areas?
◦ What are the action plans??

11.  Prevention safeguards
 Contingency Plans
 Emergency Action Plan
 W&S Risk Management Plan

12.  Worst case scenarios
 Conduct a RISK ASSESSMENT
◦ Potential threats?
 Nature and cause of threat?
 Likelihood of happening? Severity?
 What could be done to reduce the likelihood or impact?
 What protective measures and response options?
 How and who will be responsible?

13.  Always a work in progress!
◦ Need to continually update and improve!
 How to develop menu of potential threats:
◦ Create standardized format for action plans
◦ Post-mortem
◦ Compile and maintain a checklist of occurred
incidents
◦ Add experiences of others

14.  Key decisions
◦ Reporting format
 How and when decisions will be made
 How will it be communicated?
 Client informed
◦ Insurance
 Transfers risk based on a premium
 General liability

15.  Briefing on hierarchy of communications
 Copy of contact list
 Command Center
◦ PA SYSTEM
◦ WALKIE TALKIES
◦ HEADSETS

16.  Wet floors? Safety in parking lots? Tripping
over power cords
 SITE INSPECTION
 Emergency Exits
 Crowd Density
 Alcohol
 Hazardous materials

17.  Rushing to set up
 Lack of rest
 Irregular hours/shifts
 Lack of sufficient personnel
 Lack of appreciation of safety procedures
 Mishandling of equipment

18.  Avoid panic!
 It’s all about training
◦ How to respond
◦ Knowing the plan!
 All means of egress must be unobstructed!
 No elevators!

19.  Protection of property from loss or damage
◦ Develop the security plan! Every event has a
different security need
◦ Signage, badges, locks

20. RUNNING AN EVENT -COSTS