1. [SPARTA
EVENT
MANAGEMENT]
1
MANAGEMENT
TEAM
STRUCTURE
::
BUILDING
A
TEAM
::

2. Introduction
Teamwork
enables
ordinary
people
to
achieve
extraordinary
results.
Nowhere
better
does
this
apply
than
to
the
running
of
Events.
In
some
cases,
one
or
two
individuals
could
plan,
manage
and
deliver
an
Event.
However,
it
would
be
struggle,
there
would
be
risk
involved
and
it
would
never
achieve
the
same
result
as
what
a
team
could
achieve.
To
reach
attain
the
standards
that
FISE
Malaysia
events
need
to
reach
requires
a
team
of
people,
working
together,
to
make
the
event
a
success.
These
proposal
are
based
on
our
research
and
experienced
in
organizing
/participated
in
similar
events.
Our
intentions
were
to
maximize
the
experienced
of
the
spectators
and
athletes
in
smooth
running
events;
and
minimize
the
potential
risk.
However,
the
structure
was
just
a
proposal
and
feel
free
to
discuss
with
all
respective
team
members
for
executions.

3. [SPARTA
EVENT
MANAGEMENT]
3
Who
organises
Events?
For
many
years
events
have
been
run
by
a
small
number
of
devoted
and
hard
working
volunteers.
In
many
cases
it
was
one
person
who
would
take
on
pre
planning
of
all
the
different
functions
to
make
the
event
happen.
The
Event
day
was
a
busy
time,
as
they
had
to
handle
questions
and
deal
with
any
issues
that
arose
with
everything
from
the
parking
to
the
PA.
Unless
he
or
she
has
a
team
of
people
working
with
them
for
example
a
team
of
volunteers
who
each
have
their
own
area
of
responsibility.
A
team
that
is
devoted
and
committed
to
making
a
great.
This
applies
regardless
of
the
sport,
the
venue,
and
the
number
of
participants
or
stage
in
the
advancement
cycle.
Each
individual
on
the
team
will
have
his
or
her
specific
role
and
responsibilities
but
it
is
the
Team
as
a
whole
who
will
organise
and
deliver
the
event.
The
Event
Management
Team
is
made
up
of
individuals
or
group
who
take:
O
Manager
roles
O
Coordinator
roles
O
General
volunteers
(event
day
only)

4. The
Event
Management
Team
Why
do
I
need
to
put
a
team
in
place?
The
way
in
which
events
are
organised
can
always
be
improved
and
there
are
many
reasons
why
we
should
strive
to
improve:
·∙
Expectations
of
athletes,
coaches,
family
members
and
volunteers
are
higher
than
ever.
·∙
Spectators,
guests,
media
and
sponsors
expect
a
streamlined
and
professionally
run
event.
·∙
There
are
legislative
demands
that
must
be
met
(health
&
safety,
emergency
plan
etc.)
·∙
The
overall
number
of
athletes
participating
is
higher
than
ever
and
increasing
·∙
Proper
medical
cover
is
essential
To
meet
these
demands
it
will
take
a
team
of
people
who
each
have
a
specific
job
to
do,
are
included
in
the
planning
process
as
early
as
possible,
and
work
as
a
team
to
ensure
their
event
is
as
good
as
it
can
be.
Another
important
reason
to
have
a
team
of
people
is
in
the
case
of
an
emergency
or
evacuation
situation.
We
are
responsible
for
ensuring
that
there
are
enough
people
to
manage
it
effectively
and
make
sure
that
procedures
are
followed
appropriately.
What
are
the
benefits
of
putting
a
team
in
place?
There
are
many
benefits
of
putting
an
Event
Management
Team
in
place.
These
include:
Benefits
for
FISE
Malaysia:
·∙
Shared
workload
·∙
Reduce
the
dependency
on
any
one
person
·∙
Defined
roles
and
responsibilities
·∙
Better
communication
–
clear
that
who
can
be
contacted
on
a
particular
issue
·∙
A
clearly
identified
management
structure
·∙
No
single
point
of
failure
–
if
any
member
of
the
team
needs
to
leave
there
are
others
who
can
continue
their
work
·∙
Consistency
–
same
high
standards
across
all
sports
and
regions
·∙
Volunteers
can
easily
take
similar
roles
at
other
events
·∙
Training
of
volunteers
aided
by
the
fact
that
there’s
a
consistent
team
and
structure
at
all
events
·∙
An
opportunity
to
develop
materials
and
documentation
that
is
relevant
to
action
sports
event
in
the
future.

5. [SPARTA
EVENT
MANAGEMENT]
5

6. The
different
types
of
role
Manager
roles
There
are
5
manager
roles
on
the
Event
Management
Team.
These
are
the
keys
responsibilities
of
individuals
who
take
manager
roles:
·∙
Booking
the
Venue
·∙
Driving
the
development
of
the
Event
plan
·∙
Linking
with
Regional
Staff
·∙
Working
with
Volunteer
Services
to
assign
volunteers
to
the
Event
Team
·∙
Communicating
with
affiliated
groups
and
the
volunteers
·∙
Venue
layout
planning
·∙
Coordinating
and
supporting
the
work
of
Team
members
·∙
Ensuring
that
each
function
is
integrating
well
with
the
others
·∙
Assisting
team
members
wherever
possible
and
being
available
for
consultation
·∙
Problem
solving
when
required
·∙
Liaising
with
relevant
statutory
authorities
·∙
Decision-­‐making
when
necessary
·∙
Evaluating
of
the
Event
Note:
The
Facility
Liaison
is
the
contact
person
for
the
venue
where
the
event
is
being
held.
They
will
not
have
a
major
role
in
the
planning
and
management
but
will
need
to
be
consulted
and
involved
at
various
stages
in
the
planning
process.
The
Event
Manager
is
usually
the
person
who
links
with
the
Facility
Liaison.
Coordinator
roles
There
are
a
number
of
different
coordinator
roles
on
any
Event
Management
Team.
A
Coordinator
is
the
person
who
leads
up
a
particular
function,
e.g.
The
Staging
Coordinator
plans
and
manages
all
aspects
of
Staging.
The
keys
responsibilities
of
individuals
who
take
coordinator
roles
include:
·∙
Familiar
with
the
requirements
for
their
particular
function
·∙
Planning
their
function
·∙
Managing
their
function
on
the
Event
day
·∙
Communicating
with
volunteers
assigned
to
their
function
·∙
Coordinating
and
supporting
their
volunteers
on
the
Event
day
·∙
Liaising
with
other
coordinators
as
necessary
·∙
Updating
their
Manager
on
the
plan
·∙
Evaluating
their
function
·∙
Event
Manager
·∙
Operations
Manager
·∙
Competition
Manager
·∙
Event
Services
Manager
·∙
Safety
Officer

7. [SPARTA
EVENT
MANAGEMENT]
7
General
Volunteers
The
key
difference
between
General
Volunteers
and
other
members
of
the
event
team
is
that
General
Volunteers
usually
don’t
have
a
role
in
the
pre-­‐planning
of
the
Event.
General
Volunteers
arrive
at
the
event,
they
are
briefed
on
their
role,
and
complete
their
specific
tasks
throughout
the
day.
For
FISE
Malaysia
or
a
bigger
scale
events
it
is
a
good
idea
for
general
volunteers
to
attend
a
‘Venue
Walk-­‐through’
at
some
point
before
the
Event
where
they
will
be
show
around
the
venue
and
briefed
on
their
role
prior
to
the
day.

8. How
to
implement
the
Team
Structure
What
roles
are
the
priorities?
The
Event
Management
Team
structure
(appendix
1)
identifies
the
different
functions
(e.g.
Medical)
that
needs
to
be
planned
for
an
Event.
However,
this
does
not
necessarily
mean
that
each
function
requires
a
specific
person
working
on
it;
for
many
events
some
functions
are
quite
small.
There
still
needs
to
be
someone
who
takes
responsibility
for
them
but
that
person
could
also
take
responsibility
for
more
than
one
function
(e.g.
the
Operations
Manager
might
also
take
on
the
Logistics
Coordinator
role,
etc.).
But
what
are
the
priority
roles
that
need
to
be
filled
first?
There
are
two
roles
that
must
be
filled
from
the
very
outset.
They
are:
·∙
Event
Manager
·∙
Competition
Manager
The
Event
Manager
will
drive
and
coordinate
the
overall
planning
for
the
Event.
The
Competition
Manager
will
do
the
same
for
the
competition
side
of
the
Event.
All
the
functions
at
an
Event
can
be
grouped
into
three
‘departments’.
Each
has
a
Manager
who
coordinates
them.
They
are:
·∙
Operations
·∙
Competition
·∙
Event
Services
When
the
Events
Managers
and
Competition
Manager
have
been
assigned;
the
next
priority
roles
are
the
Operations
Manager,
the
Event
Services
Manager
and
the
Safety
Officer.
Note:
The
reason
that
the
Safety
Officer
does
not
have
a
team
working
with
them
is
because
Safety
is
everyone’s
responsibility.
The
Safety
Officer
is
there
to
assist
and
advise
the
rest
of
the
team
and
to
work
with
them
to
overcome
any
safety
concerns.
If
these
five
roles
are
filled
then
every
function
has
at
least
one
person
who
can
start
planning
for
it.
Note:
Some
Event
Managers
make
sure
that
the
Volunteer
Services
Coordinator
is
assigned
very
early.
This
is
useful
because
once
they
are
in
place
the
Volunteer
Services
Coordinator
can
work
on
recruiting
and
assigning
the
rest
of
the
Event
Team.
Other
Essential
Roles
On
the
Event
Management
Team
structure
(Appendix
1)
you
will
see
that
some
roles
are
highlighted.
These
are
the
roles
on
the
team
that
you
should
strive
to
assign
an
individual
to.
There
are
12
in
total
including
the
five
management
roles
mentioned
above.
They
are:

9. [SPARTA
EVENT
MANAGEMENT]
9
• Volunteer
Services
Coordinator
• Families/Info
Coordinator
• Awards
Coordinator
• Staging
Coordinator
• Medical
Coordinator/
• Athlete
Protection
Officer
• Competition
Administration
Coordinator
These
are
important
functions
that
are
usually
big
enough
to
require
an
individual
volunteer
to
take
the
responsibility
for
planning
and
managing
them.
Combined
Roles
The
roles
on
the
Event
Management
Team
structure
(Appendix
1)
that
are
not
highlighted
are
functions
that
must
be
planned
but,
depending
on
the
Event,
might
not
require
an
individual
volunteer
specifically
assigned
to
them.
These
are
functions
that
can
be
combined
into
one
role
for
a
volunteer.
For
example,
one
volunteer
could
combine
Logistics
with
Communications.
In
some
cases
an
individuals
who
is
in
a
Manager
role
could
also
plan
a
particular
function.
For
example:
The
Operations
Manager
might
also
organise
the
Publicity
role
for
the
event.

10.
Recruiting
the
team
1)
Event
Manager
will
coordinate
the
assignments
with
SPARTA
MGMT.
by:
a.
Linking
with
the
potential
experienced
committee/crew.
b.
Working
with
the
Volunteer
Officer
(International
Youth
Centre
Foundation)
2)
Once
the
selection
of
an
individual
has
made;
The
Event
Manager
and
SPARTA
Mgmt.
will
work
to
assign
the
priority
roles
on
the
Team.
They
can
do
this
by:
a.
Contacting
the
local
Volunteer
Officer
to
assign
an
event
Volunteer
Services
Coordinator
to
the
Event
Team.
b.
Assigning
people
that
are
capable
/
interested
in
a
role.
3)
Once
the
appointed
team
members
is
in
place
he/she
will:
a.
Liaise
with
the
Event
Manager
and
Competition
Manager
to
identify
the
outstanding
positions
that
need
be
filled
and
what
ones
are
the
priorities
b.
Recruit
and
assign
crew
members/individuals
to
the
identified
positions
c.
Work
with
Team
members
to
finalise
General
Volunteer
requirements
For
example:
The
Catering
Coordinator
will
work
on
the
catering
plan
for
the
Event.
The
Volunteer
Services
Coordinator
will
ask
him/her
how
many
General
Volunteers
will
be
be
needed
to
work
in
Catering
on
the
day.
The
Volunteer
Services
Coordinator
will
then
strive
to
recruit
and
assign
the
necessary
numbers
4)
The
Volunteer
Services
Coordinator
will
achieve
this
by:
a.
Completing
and
submitting
an
Event
Volunteer
Request
Form
to
the
Volunteer
Officer
based
at
the
International
Youth
Centre.
b.
Working
with
the
Volunteer
Officer
and
their
team
using
the
International
Youth
Centre
as
a
key
resource
c.
The
Volunteer
Officer
will
search
the
volunteer
database
for
appropriate
candidates
5)
The
Event
Manager
and
SPARTA
will
assist
this
process
by:
a.
Ensuring
that
their
Event
is
on
their
Master
Calendar
of
Events
as
early
as
possible
by
contacting
the
International
Youth
Centre.
b.
Ensuring
that
it
is
advertised
on
the
website
(where
possible)

11. [SPARTA
EVENT
MANAGEMENT]
1
1
Training
your
Team
There
are
three
main
types
of
training
that
your
Event
Team
will
be
involved
in:
1)
Event
Team
training
(Coordinators
/
Volunteers)
Event
Team
training
sessions
will
be
offered
in
each
region.
The
training
will
cover
the
essential
information
that
your
team
must
know.
It
is
recommended
that
at
a
minimum
the
Event
Manager
attend
one
of
these
sessions.
However,
if
you
have
other
Team
members
in
place
they
are
encouraged
to
attend
also.
It
is
the
responsibility
of
the
Event
Manager
to
pass
down
the
necessary
information
they
receive
to
the
rest
of
the
Team.
2)
Venue
walk-­‐through
training
Depending
on
the
event
there
may
be
a
need
for
a
venue
walk-­‐through
for
your
full
event
team.
This
will
happen
at
some
point
close
but
prior
to
the
Event
day.
The
Event
Manager
will
take
responsibility
for
this
and
it
will
allow
team
members
to
become
familiar
with
the
venue
and
their
role
in
advance
of
the
Event.
3)
On
the
day
briefing
It
is
essential
that
every
volunteer
receive
a
thorough
briefing
on
their
role
and
what
is
expected
of
them
before
they
take
their
position.
Every
volunteer
must
be
comfortable
that
they
know
what
they
have
to
do
and
what
their
responsibilities
are.
This
is
delivered
by
the
Coordinator
of
the
particular
function
and
happens
on
the
morning
of
the
Event
before
they
start
(e.g.
Catering
Coordinator
will
meet
all
the
Catering
volunteers
and
deliver
the
briefing).
Note:
Depending
on
your
specific
role
there
may
be
an
opportunity
to
receive
job
specific
training
also.
One
of
the
most
practical
and
effective
ways
your
team
will
gather
information
about
the
event
and
what
they
need
to
do
is
in
team
meetings.
These
could
therefore
be
considered
a
fourth
type
of
training.

12.
JOB
DESCRIPTIONS
IN
BRIEF
SUMMARY

13. [SPARTA
EVENT
MANAGEMENT]
1
3
Job
Title:
Event
Manager
Reporting
to:
FISE,
The
Tourism
Malaysia
(clients)
Brief
summary:
The
Event
Manager
will
work
in
conjunction
with
the
Clients
in
the
planning
and
implementation
of
the
Event.
He
is
responsible
for
managing
the
Event
Team
and
working
with
them
to
ensure
that
the
event
meets
the
standards
established
by
FISE
International
and
that
relevant
policies
and
procedures
are
adhered
to.
He
acts
as
the
point
of
contact
with
the
Facility
Liaison
to
ensure
minimum
disruption
for
and
maximum
integration
with
the
venue.
He
is
the
final
authority
for
decision
making
on
the
Event.
The
Event
Manager
is
also
ultimately
responsible
for
the
budgetary
management
of
the
Event
and
all
operations
within
the
venue.
His
approval
is
required
for
any
spend.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Confirm
date
of
event
&
book
venue
(with
Tourism
Malaysia
Officer
&
FISE
Competition
Manager)
o Submit
event
summary
information
to
Tourism
Malaysia
and
get
your
event
on
the
master
calendar
o Check
possibility
of
getting
the
Event
on
the
website
or
Newsletter
o Assign
the
Assistant
to
Event
Manager
o Agree
event
budget
with
The
Tourism
Malaysia
o Create
a
meeting
schedule
for
your
Event
Management
Team
o Meet
with
the
Facility
Liaison
to
discuss
the
event
o Ensure
pre-­‐event
action
plan
is
completed
o Ensure
event
day
plan
is
completed
o Ensure
Venue
Emergency
Response
Plan
(VERP)
is
completed
o Ensure
an
adequate
supply
of
Incident
Report
Forms
are
available
for
the
Event
o Job
Scope
for
all
team
members
to
be
finalise.
o Estimate
budget
for
wedges/allowance
o Time
frame
calendar
(estimation
of
datelines
on
every
task)
ü Event
day
o Brief
management
team
at
start
of
day.
o Coordinate
and
oversee
all
set-­‐ups
and
tear
down
activities.
o Ensure
all
key
positions
are
staffed.
o Ensure
all
Incident
Report
Forms
are
completed
and
gathered
o Debrief
management
team
at
end
of
day
ü Post-­‐event
o Conduct
post
Event
wrap-­‐up
meeting
o Complete
event
evaluation
for
documentation
and
reports
o Checking
on
all
invoices
for
finalise
payments
o Compile
necessary
report/data
collections.
o Reports
documentation
to
clients
and
sponsors

14.
Job
Title:
Operations
Manager
Reporting
to:
Event
Manager
Brief
summary:
The
Operations
Manager
will
work
as
part
of
the
Event
Management
Team
to
ensure
that
FISE
policies
and
procedures
are
adhered
to
and
that
the
Event
meets
the
standards
established
by
FISE
International.
The
Operations
Manager
is
primarily
responsible
for
managing
most
of
the
operational
(i.e.-­‐
non-­‐
competition)
aspects
of
the
Event.
He
will
coordinate
and
oversee
the
work
of
all
FA
Managers
under
operations
but
is
also
responsible
for
assisting
with
the
overall
management
of
the
Event
Team
and
implementation
of
the
Event
plan.
The
Operations
Manager
will
act
as
deputies
for
the
Event
Manager
as
required.
Where
a
Functional
Area
(FA)
Manager
(under
operations)
is
not
assigned
the
Operations
Manager
will
take
responsibility
for
planning
and
implementing
that
FA.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Meet
with
the
Event
Management
Team
to
discuss
the
flow
of
the
Event
o Gain
a
thorough
knowledge
of
the
venue
being
used
o Ensure
venue
lays
out
drawings
are
completed
o Ensure
all
Event
day
plans
and
pre-­‐event
action
plans
are
developed
by
appointed
operations
FA
Coordinators
o Where
an
FA
Coord.
(Under
operations)
is
not
assigned,
develop
the
event
day
plan
for
FA
Team
to
execute.
o Where
an
FA
Coord.
(Under
operations)
is
not
assigned,
develop
the
post-­‐event
day
plan
for
FA
Team
to
execute.
o Ensure
all
necessary
financial
and
expenses
are
sourced,
consulting
with
Event
Manager
prior
to
any
spends.
ü Event
day
o Brief
FA
Coordinators
at
start
of
day.
o Ensure
each
FA
Coordinator
briefs
and
de-­‐briefs
their
general
volunteers
o Assist
with
all
set-­‐up
and
tear
down
activities.
o Check
in
with
each
FA
Coordinator
throughout
the
day
o Debrief
FA
Coordinators
at
end
of
day.
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Ensure
evaluation
of
operations
FAs
are
completed
and
forwarded
to
the
Event
Manager.
o Forward
all
invoices
to
the
Event
Manager

15. [SPARTA
EVENT
MANAGEMENT]
1
5
Job
Title:
Competition
Manager
Reporting
to:
Event
Manager
Brief
summary:
The
Competition
Manager
will
work
in
conjunction
with
the
Tourism
Official
in
the
planning
and
implementation
of
the
Event.
He
is
responsible
for
assisting
the
Event
Manager
on
the
overall
planning,
development
and
implementation
of
the
sports
competition
at
the
Event.
He
will
be
a
key
member
of
the
Event
Management
Team
and
will
work
closely
with
the
Event
Manager
to
ensure
the
event
meets
the
standards
established
by
FISE
International
and
those
relevant
policies
and
procedures
are
adhered
to.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Confirm
date
of
event
&
book
venue
(with
Tourism
Official
&
Event
Manager)
o Send
all
relevant
information
on
the
Event
&
entry
forms
to
affiliated
groups.
o Collate
all
entry
forms
o Assist
in
the
recruitment
of
competition
team
members.
o Oversee
the
development
of
the
Event
day
plan
and
pre-­‐event
action
plan
for
competition.
o Create
initial
divisions
from
entry
forms
o Work
closely
with
the
Event
Manager
in
the
overall
planning
of
the
event
o Create
the
competition
schedule
and
send
to
competing/affiliated
groups
o Ensure
competition
team
members
are
adequately
trained
ü Event
day
o Brief
competition
volunteers
at
start
of
day
o Coordinate
and
oversee
set-­‐up
of
sports
equipment
o Brief
Head
Athletes/Judges
on
day
to
day
competitions
schedule
or
changes
o Ensure
all
key
positions
are
staffed
o Divisioning
for
competition
final
rounds
if
required
o Chair
Sports
Rules
Committee
if
convened
o Coordinate
and
oversee
clear
out
of
sports
equipment
if
required
o Debrief
competition
team
members
at
end
of
day
ü Post-­‐event
o Filing
and
distribution
of
official
results
o Complete
evaluation
and
forward
to
the
Event
Manager
o Ensure
evaluation
of
Competition
FAs
are
completed
and
forwarded
to
the
Event
Manager
o Forward
all
invoices
to
the
Event
Manager

16.
Job
Title:
Event
Services
Manager
Reporting
to:
Event
Manager
Brief
summary:
The
Event
Services
Manager
is
primarily
responsible
for:
ü Crowd
Management
&
Control
ü Access
Control
ü Pedestrian
flows
ü Security
ü Venue
traffic
management
The
Event
Services
Manager
will
endeavor
to
make
the
venue
being
used
as
safe
and
secure
for
all
in
attendance
as
well
as
providing
information
and
directional
support
when
requested.
He/she
will
work
closely
with
the
Safety
Officer
in
the
management
of
safety
issues
should
they
arise.
He/she
is
responsible
for
the
safe
and
efficient
management
of
traffic
flow
and
parking
in
the
venue.
He/she
will
ensure
as
smooth
a
transition
as
possible
for
athletes/participants
between
their
vehicles
and
the
venue
and
that
all
vehicle
access
and
exit
routes
remain
clear.
In
addition,
he/she
will
assist
with
overall
management
of
the
Event
Team
and
implementation
of
the
Event
plan
as
key
members
of
the
Management
Team.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Gain
a
thorough
understanding
of
the
venue
and
the
overall
event
day
plan
o Assist
in
the
development
of
venue
lay-­‐out
drawings,
restricted
areas
&
pedestrian
flows
o Assess
vehicle
access/exit
points
(sufficient
size
for
buses?
etc.)
&
number
of
parking
spaces
available
for
spectators/official
etc.
o Develop
the
event
day
plan
and
the
pre-­‐event
action
plan
for
Event
Services
(incl.
venue
traffic
plan
-­‐allocation
of
spaces,
drop-­‐off/pick
up
points,
emergency
vehicle
parking,
guest/media
parking,
disabled
parking,
etc.)
o Identify
where
Event
Volunteer
Services
need
to
located
(e.g.
access
control
point,
patrol
area)
o Confirm
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator
o Consider
back
up
plan
if
car
park
fills
(i.e.
off-­‐site
parking)
o Work
closely
with
the
Safety
Officer
on
the
Venue
Emergency
Response
Plan
(VERP)
o Contact
all
Event
Services
volunteers
to
brief
them.
o Create
a
roster
for
Event
Services
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
all
Event
Services
volunteers
at
start
of
day
o Assign
volunteers
to
their
roles
and
positions
o Coordinate
and
oversee
the
work
of
all
Volunteers
o Check
in
with
volunteers
throughout
the
day,
rotate
volunteer
positions
as
necessary
o Ensure
vehicle
route
ways
remain
clear
throughout
the
day
o Report
important
issues
to
the
Event
Manager
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Event
Services
and
forward
to
the
Event
Manager

17. [SPARTA
EVENT
MANAGEMENT]
1
7
Job
Title:
Safety
Officer
Reporting
to:
Event
Manager
Brief
summary:
The
Safety
Officer
will
work
closely
with
all
members
of
the
Event
Management
Team
to
ensure
the
event
is
planned
and
managed
as
safely
as
possible.
He/she
will
oversee
the
development
of
venue
layout
drawings
with
regard
to
site
&
operational
safety;
undertake
a
risk
assessment
of
the
venue,
and
ensure
that
all
policies
and
procedures
regarding
safety
are
observed
at
the
venue.
The
Safety
Officer
will
also
provide
advice
and
guidance
on
safety
to
the
Event
Manager
and
the
rest
of
the
team,
working
with
them
to
overcome
and
safety
concerns.
The
Safety
Officer
will
drive
the
development
of
the
Venue
Emergency
Response
Plan
(VERP)
and
distribute
it
to
team
members.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Gain
a
thorough
understanding
of
the
venue
and
the
overall
event
day
plan.
o Assist
in
the
development
of
venue
lay-­‐out
drawings
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
Safety
measures.
o Consult
with
Event
Management
Team
members
regarding
the
safety
plans
o If
venue
has
an
existing
Safety
Officer
link
with
them
to
discuss
the
event
plan
o Undertake
full
risk
assessment.
o Review
the
facility’s
existing
Safety
Statement
o Ensure
VERP
is
completed.
Brief
all
team
members.
o Consult
with
Official
Services
(Fire
Brigades/PDRM)
for
event
day
to
day
plan
o Ensure
Incident
Report
Forms
are
readily
available
for
the
event
day
o Create
an
emergency
contact
list
and
make
available
on
event
day.
ü Event
day
o Undertake
full
venue
safety
check
at
start
of
day
o Undertake
regular
safety
checks
throughout
the
day
o Report
important
issues
to
the
Event
Manager
o Ensure
all
incidents
are
logged
correctly
o Give
all
Incident
Report
Forms
to
the
Event
Manager
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Safety
and
forward
to
the
Event
Manager

18.
Job
Title:
Volunteer
Services
Coordinator
Reporting
to:
Operations
Manager
Brief
summary:
The
Volunteer
Services
Coordinator
is
the
point
of
contact
for
all
volunteers
working
as
part
of
the
Event
Team.
He/she
is
responsible
for
ensuring
that
the
requested
number
of
volunteers
are
assigned
to
the
required
roles
and
that
all
volunteers
are
officially
registered
with
FISE
Malaysia.
He/she
should
ensure
that
all
volunteers
are
deployed
appropriately,
valued
and
recognised
for
their
time
and
contribution.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Identify
what
positions
need
to
be
filled
and
the
priorities
(with
Event
Manager
&
Competition
Manager)
o Liaise
with
Volunteer
Officer
to
recruit
and
assign
to
these
positions
o Gather
key
information
on
the
Event
to
have
available
for
volunteers
o Liaise
with
all
Managers/Coordinators
to
establish
full
volunteer
requirements.
Work
with
the
Volunteer
Centre
(IYC)
to
recruit
and
assign
task.
o Ensure
all
volunteers
are
officially
registered
with
FISE
Malaysia
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
Volunteer
Services
o Decide
what
catering
(if
any)
will
be
provided
for
volunteers,
link
with
Catering
Coordinator
o Link
with
the
Competition
Manager
to
ensure
sufficient
number
of
uniforms/special
attire
are
available
o Plan
the
layout
of
the
check-­‐in
desk
and
volunteer
break
area
o Ensure
all
volunteers
have
been
contacted
with
key
information
about
the
event
(times,
uniform,
ID,
etc.)
o Brief
other
Managers/Coordinators
on
best
practice
when
dealing
with
volunteers
o Prepare
a
hard
copy
list
of
all
volunteers
and
their
assigned
roles
for
use
on
event
day
ü Event
day
o Set
up
volunteer
check-­‐in
area,
check
in
all
volunteers
o Distribute
uniforms,
ID
Tags,
related
information
tags
etc.
o Check
with
each
Manager/Coordinator
that
they
briefed
and
explained
roles
to
each
volunteer
o Link
with
the
Event
Manager
to
ensure
that
priority
roles
are
filled
o Check
in
with
volunteers
throughout
the
day,
ensure
they
are
kept
motivated
o Check
in
with
Managers/Coordinators
throughout
the
day
(monitor
job
rotation,
breaks,
support,
etc.)
o Debrief
volunteers
at
end
of
day
o Gather
volunteer
feedback
by
using
forms
or
daily
comment
book.
o Ensure
all
volunteers
are
de-­‐briefed
and
thanked.
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Complete
summary
of
volunteer
feedback
comments
and
the
evaluation
of
Volunteer
Services
and
forward
to
the
Operations
Manager
o Send
‘Thank
you’
letter/card/e-­‐mail/phone
call
to
all
volunteers
o Forward
check-­‐in
sheet
to
the
Volunteer
Officer
for
their
documentation
and
reports

19. [SPARTA
EVENT
MANAGEMENT]
1
9
Job
Title:
Family/Information
Services
Coordinator
Reporting
to:
Operations
Manager
Brief
summary:
The
Family/Information
Services
coordinator
will
represent
FISE
Malaysia
Families
&
Friends
at
the
event
and
ensure
the
smooth
operation
of
the
Family
Hospitality
Area.
He/she
will
also
plan
and
manage
Information
Services
at
the
Event
ensuring
that
all
attendees
have
access
to
information
that
is
accurate,
interesting
and
relevant
as
well
as
ensuring
that
they
have
access
to
a
lost
and
found
service.
Families
Services
volunteers
will
be
the
main
point
of
contact
for
attending
Family
Members
during
the
event.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Develop
the
event
day
plan
for
Family/Information
Services
o Develop
the
pre-­‐event
action
plan
for
Family/Information
Services
o Confirm
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator.
o Plan
the
lay-­‐out
of
the
Information
desk/family
hospitality
area
o Decide
what
information
will
need
to
be
available
at
the
information
desk,
gather
as
required
o Ensure
a
sufficient
supply
of
family
registration
forms,
brochures
and
appropriate
information
o Create
a
recording
systems
for
questions/issues
that
arise
o Ensure
Family
hospitality
area
will
have
sufficient
refreshments
and
snacks
(where
applicable)
o Gain
a
thorough
understating
of
the
overall
event
day
plan
and
the
venue
layout
o Plan
a
lost
and
found
facility
o Contact
all
Family/Information
Services
volunteers
to
brief
them
o Create
a
roster
for
Family/Information
services
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
all
Family/Information
Services
volunteers
at
start
of
day
o Assign
volunteers
to
their
roles
and
positions
o Set
up
the
Information
desk/family
hospitality
area.
o Coordinate
and
oversee
the
work
of
all
Family/Information
Services
Volunteers.
o Check
in
with
volunteers
throughout
the
day
o Rotate
volunteer
positions
as
necessary
o Ensure
Family/Info.
Area
is
kept
clean
and
tidy,
ensuring
health
&
safety
guidelines
are
adhered
to.
o Report
important
issues
to
the
Operation
Manager
o Record
any
questions/issues
that
require
action
after
the
event
o Make
sure
areas
being
used
by
Family/Information
are
returned
to
their
original
state
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting.
o Complete
evaluation
of
Family/Information
Services
and
forward
to
the
Operations
Manager
o Forward
all
lost
property
to
the
Management
Operation
room
with
relevant
details.
o Forward
record
of
questions/issues
that
require
action
to
the
Operation
Manager

20.
Job
Title:
Catering
Coordinator
Reporting
to:
Operations
Manager
Brief
summary:
The
Event
Catering
Coordinator
is
responsible
for
planning,
coordinating
and
overseeing
the
catering
arrangements
for
the
event.
For
most
events
this
will
involve
organising
a
lunch
area
where
athletes,
coaches,
officials
may
sit
to
have
their
lunch.
It
will
always
involve
provision
of
a
lunch
area
and
lunch
pack
for
any
volunteer
working
for
a
full
day
on
the
event.
Depending
on
the
event
and
the
resources
available;
there
may
be
a
need
to
provide
refreshments
for
families
and
friends.
The
Catering
Coordinator
must
ensure
that
all
catering
health
and
safety
regulations
are
adhered
to.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Confirm
catering
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator
o Link
with
Volunteer
Services
Coordinator
to
confirm
total
number
of
volunteers
at
the
event
o Develop
the
event
day
plan
for
Catering.
To
include
deliveries,
loading
area,
storage,
seating,
services,
cleaning,
etc.
o Develop
the
pre-­‐event
action
plan
for
Catering
o Develop
a
pre-­‐action
questionnaire
food
plans
(such
as
allergies,
vegetarian
options
etc.)
for
event
team
members,
officials,
athletes
etc.
o Determine
total
catering
requirements
(goods)
o Collect
quotes
for
all
spend
and
forward
to
the
Operations
Manager
for
approval
o Place
order
for
required
goods
o Plan
the
lay-­‐out
of
the
volunteer
break
area
o Link
with
the
Logistics
Coordinator
regarding
deliveries
and
signage
o Contact
all
Catering
volunteers
to
brief
them
o Create
a
roster
for
catering
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
all
Catering
volunteers
at
start
of
day
o Assign
volunteers
to
their
roles
and
positions
o Set
up
the
Volunteer
break
area
o Coordinate
and
oversee
the
work
of
all
Catering
Volunteers
o Check
in
with
volunteers
throughout
the
day
o Rotate
volunteer
positions
as
necessary
o Ensure
volunteer
break
area
is
kept
clean
and
tidy,
ensuring
health
&
safety
guidelines
are
adhered
to
o Report
important
issues
to
the
Operation
Manager
o Make
sure
areas
being
used
by
Catering
are
returned
to
their
original
state
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Catering
and
forward
to
the
Operations
Manager

21. [SPARTA
EVENT
MANAGEMENT]
2
1
Job
Title:
Logistics
Coordinator
Reporting
to:
Operations
Manager
Brief
summary:
The
Logistics
Coordinator
is
responsible
for
the
management
of
logistics
operations,
including
the
transportation,
receipt,
storage,
distribution
and
return
of
goods
and
equipment
that
may
be
required.
He/she
will
also
manage
any
informational,
decorational,
or
sponsor
signage
that
is
being
used
at
the
event
and
also
oversee
cleaning
&
waste
planning.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Link
with
team
members
to
determine
furniture,
fixtures
&
equipment
(FF&E)
requirements
o Link
with
team
members
to
determine
signage
requirements
o Develop
the
event
day
plan
for
Logistics
(deliveries,
storage,
distribution,
collection,
etc.),
including
the
signage
plan
(what
will
be
used,
where,
who
and
how
is
it
being
set
up/taken
down,
etc.)
o Develop
the
pre-­‐event
action
plan
for
Logistics
o Confirm
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator
o Source
FF&E
required,
forward
quotes
to
Operations
Manager
for
approval.
Place
order
after
approval
o Link
with
the
Operation
Manager
to
acquire
signage
o Liaise
with
Event
Manager
to
check
if
cleaning
&
waste
management
has
been
agreed
with
the
venue
o Source
cleaning
supplies
&
materials
if
necessary
(bags,
gloves,
etc.)
o Contact
all
Logistics
volunteers
to
brief
them
o Create
a
roster
for
volunteers.
Link
with
Volunteer
Services
re
use
of
volunteers
during
off-­‐
peak
times
ü Event
day
o Brief
all
Logistics
volunteers
at
start
of
day
o Assign
volunteers
to
their
roles
and
positions
o Coordinate
and
oversee
the
work
of
all
Volunteers
o Check
in
with
volunteers
throughout
the
day,
rotate
volunteer
positions
as
necessary
o Ensure
cleaning
&
waste
management
plan
is
implemented
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Ensure
all
FF&E
is
collected/returned
as
required
o Complete
evaluation
of
Logistics
and
forward
to
the
Operations
Manager

22.
Job
Title:
Publicity
Coordinator
Reporting
to:
Operations
Manager
Brief
summary:
The
Publicity
Coordinator
has
responsibility
for
the
following
four
areas:
a) Media
Services
-­‐
He/she
is
responsible
for
all
PR
activities
in
advance
of,
during
and
after
the
event,
liaising
with
the
relevant
Official
Media
Officer
or
Media
Office
as
appropriate.
He/she
should
endeavor
to
promote
the
event,
providing
local
media
with
relevant
and
accurate
information
and
to
be
the
point
of
contact
for
any
media
members
who
attend
the
event.
b) Guest
Services
–
He/she
will
to
identify,
invite
to,
involve
in
and
entertain
any
VIPs/Celebrities/Sponsors
Officials
at
the
event,
with
the
aim
of
maximising
the
visibility
of
FISE
Malaysia.
c)
Ceremonies
–
He/she
is
responsible
for
planning
and
managing
the
opening
and
closing
ceremonies
for
the
event.
Each
ceremony
should
celebrate
the
achievements
of
the
athletes
and
acknowledge
the
work
of
volunteers.
They
must
always
include
as
the
key
components
of
a
FISE
Malaysia
Events.
d) Merchandise
–
He/she
will
determine,
with
the
Event
Manager
if
merchandise
is
to
be
available
at
the
event.
If
so,
the
Publicity
Coordinator
will
be
responsible
for
organising
and
implementing
it
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Gain
a
thorough
understanding
of
the
Event
plan
and
all
event
details
o Prepare
a
fact
sheet
for
the
media
(times,
dates,
venue,
sport,
and
no.
of
athletes/coaches/volunteers,
etc.)
o Link
with
the
Official
Media
Officer
to
plan
for
the
event
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
media,
guests
and
ceremonies
o Advise
local
media
of
the
event
o Identify
and
invite
VIPs/Celebrities/Officials,
communicate
all
relevant
information
on
the
event
o Explore
options
for
their
involvement
(ceremonies,
awards
etc.).
Liaise
with
Awards
Coordinator
to
plan
o Link
with
the
Family/Info
Services
Coordinator
regarding
hospitality
for
guests
(in
Family
Area)
o Brief
Family/Info
Coordinator
on
procedures
when
media/guests
arrive
at
the
information
desk
o Confirm
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator.
o Liaise
with
Event
Manager
to
determine
if
merchandise
is
being
used
at
the
event.
If
so
plan
accordingly
o Inform
media
of
celebrity
attendance
o Advise
all
guests
and
media
to
check
in
at
the
information
desk
on
arrival
o Contact
Tourism
Official
regarding
ceremonies
plan.
Arrange
speech
for
ceremonies
(welcoming
speech
etc.).
o Ready
participate
country
flag.
o Circulate
plan
for
ceremonies
to
team
members
and
brief
them
on
their
roles
in
them
o Contact
all
Publicity
volunteers.
Create
a
roster
for
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
Event
Management
Team
members
on
ceremonies
plan
and
their
roles.
o Brief
all
Publicity
volunteers
at
start
of
day.
Assign
volunteers
to
their
roles
and
positions
o Set
up
the
opening
ceremony
area
(and
merchandise
area
if
applicable)
o Coordinate
and
oversee
the
work
of
all
Publicity
Volunteers.
Rotate
positions
as
necessary.
o Meet
&
greet
all
guests
on
arrival.
Inform
Event
Manager
on
arrival
of
a
VIPs
and
Officials

23. [SPARTA
EVENT
MANAGEMENT]
2
3
o Make
sure
all
areas
being
used
by
Publicity
are
returned
to
their
original
state
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting.
o Complete
evaluation
of
Publicity
and
forward
to
Ops
Manager.
o Submit
competition
results
and
press
release
to
media
o Send
thank
you
letter
to
all
VIPs,
Official
and
Celebrities
o Return
flag
to
Tourism
Officials.
Supply
Tourism
Office
Office
with
news,
results,
photos
on
the
event.

24.
Job
Title:
Communications
Coordinator
Reporting
to:
Operations
Manager
Brief
summary:
The
Communications
Coordinator
is
responsible
for
planning
and
managing
communication
systems
for
the
event.
This
includes
sourcing,
procurement,
storage,
set
up
and
management
of
all
communications
equipment
such
as
two
way
radios
and
PA
systems.
He/she
will
liaise
with
management
team
members
to
assess
communications
needs
and
will
deliver
any
communication
training
that
will
be
required.
In
addition,
he/she
will
liaise
with
the
Event
Services
Manager
and
the
Safety
Officer
to
develop
the
Venue
Emergency
Response
Plan
(VERP).
He/she
will
also
ensure
that
there
is
an
announcer
assigned.
This
person
will
undertake
a
‘master
of
ceremonies’
type
role
and
will
make
all
general
and
sports
specific
announcements
as
well
as
essential
safety
and
emergency
announcements.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Gain
a
thorough
understanding
of
the
overall
event
day
plan
and
the
venue
layout
o Liaise
with
Event
Management
Team
members
to
determine
two-­‐way
radio
and
PA
requirements.
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
Communications
o Confirm
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator
o Ensure
announcer
has
been
assigned
and
that
he/she
is
well
briefed
on
the
event
and
their
role
o Plan
the
lay-­‐out
and
position
of
the
Communications
desk
and
location
of
the
PA
System
o Source
all
Communications
equipment.
Forward
quotes
to
Ops
Mgr.
for
approval
o Place
orders.
Confirm
delivery
&
collection
details.
o Plan
for
set-­‐up
and
take
down
of
PA
System
o Ensure
announcer
links
with
the
Publicity
Coordinator
regarding
Ceremonies
and
the
Awards
Coordinators
o Contact
any
Communications
volunteers
to
brief
them.
Make
roster,
allowing
for
breaks
ü Event
day
o Brief
Communications
volunteers
and
announcer
at
start
of
day
o Train
team
members
on
use
of
two-­‐way
radios
and
protocol.
Assign
call
signs
o Assign
volunteers
to
their
roles
and
positions
o Set
up
and
manage
a
systems
to
track
the
distribution
and
collection
of
all
radios
o Set
up
the
PA
System
and
communication
desk
o Coordinate
and
oversee
the
work
of
all
Communications
Volunteers
o Check
in
with
volunteers
throughout
the
day,
rotate
positions
if
necessary
o Monitor
radio
communication.
Report
important
issues
to
the
Operation
Manager.
o Collect
all
two-­‐way
radios,
take
down
PA
system
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Ensure
all
Communications
equipment
has
been
returned
to
suppliers
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Communications
and
forward
to
the
Operations
Manager

25. [SPARTA
EVENT
MANAGEMENT]
2
5
Job
Title:
Awards
Coordinator
Reporting
to:
Competition
Manager
Brief
summary:
The
Awards
Coordinator
is
responsible
for
planning,
coordinating
and
overseeing
all
Awards
for
the
Event.
He/she
will
ensure
that
the
Awards
are
implemented
in
line
with
policies
and
procedures
as
developed
by
FISE
Internationals.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Confirm
Awards
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
awards.
o Assess
awards
requirements
&
ensure
these
are
available
on
event
day
o Ensure
equipment
&
podium
have
been
sourced
and
will
be
available
on
event
day
o Plan
the
lay-­‐out
of
the
Awards
area
(including
awards
staging
area)
o Contact
all
Awards
volunteers
to
brief
them
o Create
a
roster
for
Awards
volunteers,
allowing
time
for
breaks
ü Event
day
o Ensure
all
awards
requirements
are
available
before
event
begins
o Brief
all
Awards
volunteers
at
start
of
day
&
supervise
awards
rehearsals
o Oversee
the
set-­‐up
of
the
awards
area
o Assign
volunteers
to
their
roles
and
positions
o Ensure
awards
run
on
schedule
o Ensure
FISE
Malaysia
awards
scripts
&
protocol
are
followed
throughout
the
day
o Rotate
volunteer
positions
as
necessary
o Report
important
issues
to
the
Competition
Manager
o Oversee
clear
out
of
the
awards
area
and
ensure
it
is
returned
to
its
original
state
o Tally
excess
awards
at
end
of
event
and
ensure
they
are
returned
to
the
Operation
Office
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Awards
and
forward
to
the
Competition
Manager

26.
Job
Title:
Competition
Administration
Coordinator
Reporting
to:
Competition
Manager
Brief
summary:
The
Competition
Administration
Coordinator
is
responsible
for
planning
and
managing
the
operations
of
the
Competition
Management
Office
and
the
Sports
Information
Desk.
He/she
will
oversee
the
administration
of
the
competition
including
the
collation,
processing
and
display
of
all
results.
In
addition
he/she
will
ensure
that
the
Sport
Information
Desk
has
relevant,
accurate
and
up-­‐to
date
information
available
on
the
competition.
If
there’s
a
devise
is
been
used
through
out
the
games(
e.g.
GMS)
he/she
will
ensure
someone
is
in
place
to
operate
it.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Confirm
Comp.
Admin
volunteer
requirements
&
forward
request
to
Volunteer
Services
Coordinator.
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
Competition
Admin
o Plan
the
lay-­‐out
&
location
of
the
Competition
Management
Office
&
the
Sports
Information
Desk.
o Decide
on
a
location
space
where
protests
&
appeals
can
be
reviewed
o Assess
equipment
&
supply
needs
and
forward
request
the
Logistics
coordinator
o If
GMS
is
being
used
liaise
with
the
Competition
Mgr.
to
source
appropriate
Notebooks.
o If
GMS
is
being
used
liaise
with
Competition
Manager
to
assign
an
operator
o Contact
all
Competition
Admin
volunteers
to
brief
them
o Create
a
roster
for
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
all
Competition
Admin
volunteers
at
start
of
day
o Oversee
the
set-­‐up
of
the
Competition
Management
Office
&
the
Sports
Information
Desk
area
o Assign
volunteers
to
their
roles
and
positions
o Oversee
the
operation
of
the
Competition
Management
Office
&
the
Sports
Information
Desk
o Ensure
all
necessary
sports
information
is
available
at
the
Sports
information
desk
o Rotate
volunteer
positions
as
necessary
o Report
important
issues
to
the
Competition
Manager.
o Oversee
clear
out
of
the
Competition
Management
Office
&
the
Sports
Information
desk
and
ensure
they
are
returned
to
their
original
state
o Debrief
volunteers
at
end
of
day.
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Competition
Admin
and
forward
to
the
Competition
Manager

27. [SPARTA
EVENT
MANAGEMENT]
2
7
Job
Title:
Staging
Coordinator
Reporting
to:
Competition
Manager
Brief
summary:
The
Staging
Coordinator
is
responsible
for
planning,
coordinating
and
managing
competition
staging
at
the
event.
He/she
will
ensure
that
there
is
a
smooth
flow
of
athletes
to
and
from
the
staging
area
which
will
help
ensure
that
the
event
runs
to
the
agreed
schedule.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Confirm
Staging
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator
.
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
Staging.
o Assess
all
Staging
FF&E
needs
(e.g.
chairs,
tables
etc)
and
any
other
supply
needs.
Forward
request
to
the
Logistics
coordinator
o Design
the
lay-­‐out
and
location
of
the
staging
area
o Contact
all
Staging
volunteers
to
brief
them
o Create
a
roster
for
Staging
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
all
Staging
volunteers
at
start
of
day
o Oversee
the
set-­‐up
of
the
staging
area.
o Assign
volunteers
to
their
roles
and
positions
o Ensure
Staging
runs
on
schedule
throughout
the
day
o Rotate
volunteer
positions
as
necessary
o Report
important
issues
to
the
Competition
Manager
o Oversee
clear
out
of
the
Staging
area
and
ensure
it
is
returned
to
its
original
state.
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Staging
and
forward
to
the
Competition
Manager

28.
Job
Title:
Officials/Equipment
Coordinator
Reporting
to:
Competition
Manager
Brief
summary:
The
Officials/Equipment
Coordinator
is
responsible
for
ensuring
that
the
adequate
number
of
officials
have
been
sourced
and
assigned
to
the
event
and
that
these
officials
have
the
required
qualifications
to
fulfill
their
roles
effectively.
He/she
will
also
assess
the
sports
equipment
needs,
source
what
is
required
and
work
closely
with
the
Logistics
coordinating
on
the
transportation,
receipt,
storage,
distribution
and
return
of
all
sports
equipment.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Confirm
volunteer
requirements
&
forward
request
to
Volunteer
Services
Coordinator
o Develop
the
event
day
plan
and
pre-­‐event
action
plan
for
Officials/Equipment
o Liaise
with
the
Competition
Manager
to
assess
requirements
for
officials.
o Establish
all
sports
equipment
requirements.
o Check
what
sports
equipment
is
available
at
the
venue
&
source
outstanding
items
if
needed.
o Plan
the
transportation,
storage,
set-­‐up,
clear
out
&
return
of
equipment.
Link
with
the
Logistics
Coordinator
to
combine
efforts
were
possible
o Plan
a
system
for
monitoring
the
distribution
&
collection
of
all
equipment
o Contact
all
volunteers
to
brief
them
o Update
all
officials
regarding
competition
schedule
&
to
ensure
consistency
information’s
o Create
a
roster
for
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
all
Officials/Equipment
volunteers
at
start
of
day
o Brief
the
Officials
on
latest
information
prior
to
competition
o Oversee
the
set-­‐up
and/or
distribution
of
sports
equipment
o Report
important
issues
to
the
Competition
Manager.
o Oversee
the
clear
out
and/or
return
of
all
equipment
o Debrief
volunteers
at
end
of
day.
ü Post-­‐event
o Attend
post
Event
wrap-­‐up
meeting
o Ensure
all
sports
equipment
is
collected/returned
to
suppliers
as
required
o Complete
evaluation
of
Officials/Equipment
and
forward
to
the
Competition
Manager

29. [SPARTA
EVENT
MANAGEMENT]
2
9
Job
Title:
Medical
Coordinator/Athlete
Protection
Officer
Reporting
to:
Event
Services
Manager
Brief
summary:
The
Medical
Coordinator,
who
is
also
the
Athlete
Protection
Officer
(APO)
for
the
event
must
possess
a
current
medical
professional
qualification
and
be
currently
registered
and
affiliated
to
their
Governing
Medical
Body.
He/she
is
the
leader
of
the
Medical
Team
at
the
Event
and
has
overall
responsibility
for
the
management
and
coordination
of
medical
care
and
delivery
of
medical
services
to
the
athletes,
coaches,
volunteers,
officials
and
those
in
attendance
as
spectators.
Key
tasks
&
responsibilities
checklist
ü Pre-­‐event
o Gain
a
thorough
understanding
of
the
overall
event
day
plan
and
the
venue
layout
o Link
with
the
Official
Medical
Officer
to
plan
for
the
event.
o Review
all
Medical
policies
&
procedures
o Complete
a
medical
risk
assessment
and
determine
the
requirements
(first
aid,
doctor,
ambulance
etc.)
o Develop
the
event
day
plan
and
the
pre-­‐event
action
plan
for
Medical
o Confirm
volunteer
requirements
and
forward
request
to
Volunteer
Services
Coordinator.
o Work
with
the
Volunteer
Officer
and
St.
John
Ambulance
for
medical
volunteers.
o Plan
the
location
and
lay-­‐out
of
the
Medical
Centre
o Collect
quotes
for
all
spend
and
forward
to
Event
Services
Manager
for
approval
o Prepare
all
necessary
forms,
supplies
and
equipment
needed
for
the
Medical
Centre.
o Inform
local
hospital/health
authority
of
the
event
details
(sports,
no.
of
athletes
etc.)
o Contact
all
Medical
volunteers
to
brief
them
o Create
a
roster
for
Medical
volunteers,
allowing
time
for
breaks
ü Event
day
o Brief
all
Medical
volunteers
at
start
of
day.
Assign
volunteers
to
their
roles
and
positions
o Set
up
the
Medical
Centre.
Ensure
all
forms,
supplies
&
equipment
are
in
place
and
copy
of
all
policies
&
procedures
are
available
o Collect
medical
forms
for
all
competing
athletes
from
head
coaches
on
arrival.
Ensure
all
are
checked
o Work
closely
with
all
Medical
volunteers
throughout
the
day
o Ensure
Medical
Centre
is
kept
clean
and
tidy,
ensuring
health
&
safety
guidelines
are
adhered
to
o Report
to
the
Event
Manager
incidents
that
result
in
an
athlete
unable
to
return
to
competition
or
any
person
triaged
to
an
Emergency
Department
o Ensure
all
relevant
medical
policies
&
procedures
are
communicated
to
medical
volunteers
o Make
sure
areas
being
used
by
Medical
are
returned
to
their
original
state
o Return
all
medical
forms
to
head
coaches
o Debrief
volunteers
at
end
of
day
ü Post-­‐event
o Ensure
all
paperwork
is
completed
correctly
and
forwarded
to
the
relevant
persons
o Attend
post
Event
wrap-­‐up
meeting
o Complete
evaluation
of
Medical
and
forward
to
the
Event
Services
Manager