The Efficient EventFind Savings with Excellent Event ManagementJamie GiviglianoSenior Account Manager, CAJoin the Conversa...
Who is using your facilities?
Event Scheduling is Complicated!
Who’s involved in the scheduling process?• Community Users• Custodial Staff• Maintenance Staff• Technology Staff• Food Ser...
Event Management ChallengesRecovering district costs incurred by usersRisk ManagementPoliticsWorking with outside organiza...
Cost Recovery StudyAnalysis of 1,000+ school districts, colleges and private schools, including interviewsFocused on how e...
Cost Study: Number of Events• The sampling revealed that the average district holds 1.24 events per student per year• Dist...
Cost Study: Recovering Funds
What are Your Administrative Costs?
– 10 minutes for Event Administration – receiving requests, answering questions, checking calendars for availability, gett...
Saving Time = Saving Money– Automate event scheduling requests and approval routing– A single, real‐time calendar online, ...
Best Practices:  A Good, Better, and Best Approach
Steps to Success1. Distribute Event Management2. Automate the Process3. Start Small and Gain Buy‐in 4. Recognize that Lead...
Distribute Event Management• Find a balance between what can be centralized and what can be distributed• School personnel ...
Automate Processes• Paper, spreadsheets, calendars and email are not efficient in 90+% of educational facilities• Too many...
Start Small and Gain Buy‐in• Begin with only certain types of rooms and/or certain schools• Gain support and buy‐in from s...
Recognize that leadership is KEY• All must agree to support a policy for:– Process changes– Fee structures– Invoicing phil...
Build Support with Site Contacts• Principals, Assistants, Athletic Directors• Present and discuss with individual sites at...
Recover Your Costs!1. Administrative CostsShould you be charging an application fee?2. Custodial ServicesAre your custodia...
Develop Tiered Fee StructuresEstablish a simple fee structure:– What type of group? (Non‐profit vs. For‐profit?)– What typ...
Improve Invoice ManagementBE CONSISTENT!1. Provide a quote to set proper expectations2. Follow up with an invoice that is ...
Establish a Presence at the Event• Custodial labor can be a huge amount of cost for overtime and weekends• Having a custod...
Event Scheduling ListservFree, nationwide email listserv created by Facility Masters (www.facilitymastersonline.com)Promot...
Questions?Jamie GiviglianoSenior Account Manager, CA909‐599‐3921jamie@schooldude.com
The Efficient Event - California Savings Summit 2013
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The Efficient Event - California Savings Summit 2013

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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.

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The Efficient Event - California Savings Summit 2013

  1. 1. The Efficient EventFind Savings with Excellent Event ManagementJamie GiviglianoSenior Account Manager, CAJoin the Conversationwww.twitter/schooldude#SavingsSummit
  2. 2. Who is using your facilities?
  3. 3. Event Scheduling is Complicated!
  4. 4. Who’s involved in the scheduling process?• Community Users• Custodial Staff• Maintenance Staff• Technology Staff• Food Services• Athletics• Multiple Site Contacts• District Office• Accounting
  5. 5. Event Management ChallengesRecovering district costs incurred by usersRisk ManagementPoliticsWorking with outside organizationsCoordinating w/ multiple departmentsPoliticsDistributing event management responsibilitiesPolitics, Politics, Politics
  6. 6. Cost Recovery StudyAnalysis of 1,000+ school districts, colleges and private schools, including interviewsFocused on how educational professionals are coping withDemand for community use of school facilitiesFinancial burdens on budgets and operating staffs due to the growing use of school facilities by the communitySentiment that school facilities should be used more frequently because taxpayers and other stakeholders have invested billions in these assetsRECOVERING COSTS FOR THECOMMUNITY USE OF OUR SCHOOLS:A White Paper Examining the SuccessfulImplementation of Cost RecoveryPrograms in our Schools.
  7. 7. Cost Study: Number of Events• The sampling revealed that the average district holds 1.24 events per student per year• Districts less than 5,000 students average .93 events per student
  8. 8. Cost Study: Recovering Funds
  9. 9. What are Your Administrative Costs?
  10. 10. – 10 minutes for Event Administration – receiving requests, answering questions, checking calendars for availability, getting approvals– 10 minutes for Event Coordination – coordinating with staff to support event (custodial, energy, grounds, food service, Tech/AV, etc.), getting approvals– 10 minutes for Invoicing – create and manage invoices / contracts– 5 minutes for BAS Overrides – coordinate energy management and facility schedules– 5 minutes for Miscellaneous40 minutes per event or .66 hours per event# students x average # events = total annual events 4000 x 1.24 = 4,960 events# events x hours per event = total hours spent  4,960 x .66 = 3,273 hours# hours x hourly labor rate = total cost of event hours3,273 x $25.00 = $81,825 cost
  11. 11. Saving Time = Saving Money– Automate event scheduling requests and approval routing– A single, real‐time calendar online, showing approved events and facility availability– Automatically generate invoices to recover costs– Coordinate all departments and resources needed to support events
  12. 12. Best Practices:  A Good, Better, and Best Approach
  13. 13. Steps to Success1. Distribute Event Management2. Automate the Process3. Start Small and Gain Buy‐in 4. Recognize that Leadership is Key5. Build Support w/ Principals and Asst.6. Recover Your Costs7. Develop Tiered Fee Structures8. Improve Invoice Management9. Establish a Presence at the Event10. Form a TeamSource: Recovering Costs for the Community Use of Our Schools© Copyright 2008 SchoolDude.com, Inc. All rights reserved.
  14. 14. Distribute Event Management• Find a balance between what can be centralized and what can be distributed• School personnel control and decide:– What areas and times are available for usage– What groups can use the facility– Schedule conflicts• A central office controls and decides:– Rates– Billing and collections– Risk management policies
  15. 15. Automate Processes• Paper, spreadsheets, calendars and email are not efficient in 90+% of educational facilities• Too many parties and processes are involved for communication, task assignments and cost recovery• You need to avoid duplication of efforts as well as events and seal gaps in the processes
  16. 16. Start Small and Gain Buy‐in• Begin with only certain types of rooms and/or certain schools• Gain support and buy‐in from school administrators and assistants• Let those positively affected by the changes help sell the idea to the rest of the district• If negativity arises, address the issue to determine if there is an issue or a simple resistance to change
  17. 17. Recognize that leadership is KEY• All must agree to support a policy for:– Process changes– Fee structures– Invoicing philosophy – it is cost recovery, not profit– Goal setting• You should typically involve:– School Board– Superintendent– Facilities Department– Athletic Directors– Principals– Business– Technology Department– Food Services
  18. 18. Build Support with Site Contacts• Principals, Assistants, Athletic Directors• Present and discuss with individual sites at first to have a better chance to “sell” your ideas to remaining campuses• Give earnest consideration and heartfelt acknowledgement to complaints• Deal with objections before they become roadblocks
  19. 19. Recover Your Costs!1. Administrative CostsShould you be charging an application fee?2. Custodial ServicesAre your custodians working overtime supporting events?3. Utility UsageEnergy Costs, Water Usage, Even Paper Products 4. Wear and tear on the facilityUse of school property after hours by outside groups accelerates the depreciation of assets. 
  20. 20. Develop Tiered Fee StructuresEstablish a simple fee structure:– What type of group? (Non‐profit vs. For‐profit?)– What type of area? (Gym vs. softball field?)– What type of facility? (Elementary school vs. arts center?)
  21. 21. Improve Invoice ManagementBE CONSISTENT!1. Provide a quote to set proper expectations2. Follow up with an invoice that is consistent with the quote3. Be pleasantly persistent with past‐due notices
  22. 22. Establish a Presence at the Event• Custodial labor can be a huge amount of cost for overtime and weekends• Having a custodian on‐site during events‐ Reduces damage to property and equipment‐ Protects the district‐ Ensures a smooth event‐ Provides a nice “customer service” touch
  23. 23. Event Scheduling ListservFree, nationwide email listserv created by Facility Masters (www.facilitymastersonline.com)Promotes best practices for managing educational facility use Provides a network for educational facility and event scheduling professionals Ask questions, get answers, exchange documents and share best practices with peersTo join, send a blank email to: join‐fmeventscheduling@talk.netatlantic.com
  24. 24. Questions?Jamie GiviglianoSenior Account Manager, CA909‐599‐3921jamie@schooldude.com

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