The Efficient EventFind Savings with Excellent Event Management                Brad Hunter           brad@schooldude.com  ...
Cost Recovery Study                                   Analysis of 1,000+ school districts, colleges                       ...
Event Scheduling is Complicated!
Is Your Process Efficient?60% of schools experience time wasted related   to event management coordination and   communica...
It is also very Costly!
What does it Cost?
What measures are schools taking to offset the impact of rising costs?• Implementing energy conservation measures• Restruc...
Community Use getting press…Newspaper Publisher’s opinion:“While many are making the argument that the school district is ...
Good News!Excellence In Event Management is Achievable 
Best Practices •      Identify an Advocate•      Create a Policy•      Start Small and Gain Buy‐in •      Automate Process...
Advocate: A Lot To Think About•   Is your building policy up to date?•   Is your building policy working?•   Are you recov...
Best Practices •      Identify an Advocate•      Create a Policy•      Start Small and Gain Buy‐in •      Automate Process...
What is Your PolicySample from: http://www.schooldude.com/resources/• Community groups may be permitted to use School Dist...
Start Small – Gain Buy In• How do you get started?• Build support with Site Contacts – How do you do it? Which site do you...
Automate Requests            Who can make a             request?             • Internal Users               – Faculty/    ...
Automating EMS Settings• Automatically   set rooms to   occupied   status• No longer   have to   gather a   calendar and  ...
Identify Potential RisksPublic Relations   – Inconsistent practices/procedures/policies   – Double booking   – Failure to ...
Identify Potential RisksPersonal Injury   – Activity not appropriate for area being used   – Inadequate supervision   – Eq...
Identify Potential RisksProperty Damage   – Activity not appropriate for area being used   – Inadequate supervision   – Eq...
Recovering Your Costs  Source: Recovering Costs for the Community Use of Our Schools      © Copyright 2008 SchoolDude.com,...
Develop Tiered Fee StructuresEstablish a simple fee structure:–What type of  group? (Non‐profit vs.   For‐profit?)–What ty...
So what’s the opportunity?• Average $15.65/student – Cost Recovery   – Top 10% > $28.62   – Bottom 25% < $1.52            ...
How much $$$ could you be recovering?
Cost Recovery Over Time
Size Doesn’t Matter!Fairfax County Public Schools, VA• 164,000 students• 250,000 annual events• $3.1M recovered costsTamal...
The Costs?A minimum of $106,000The average 3,000 student   institution would charge less   than $40,000How would you trans...
ResourcesSchoolDude’s Whitepaper:    Recovering Costs for the Community Use of Our Schools  Don’t miss these webcast archi...
Cost Recovery Study                                   Analysis of 1,000+ school districts, colleges                       ...
Remaining Questions?
Contact Us!Brad Hunter                  Friend us on Facebook                             www.facebook.com/schooldudeRegio...
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The Efficient Event: Find Savings with Excellent Event Management (from ASBO MD & DC Savings Summit)

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The Efficient Event: Find Savings with Excellent Event Management (from ASBO MD & DC Savings Summit)

  1. 1. The Efficient EventFind Savings with Excellent Event Management Brad Hunter brad@schooldude.com Join the Conversation www.twitter/schooldude #SavingsSummit
  2. 2. Cost Recovery Study Analysis of 1,000+ school districts, colleges  and private schools, including interviews Focused on how educational professionals are  coping with – Demand for community use of school facilities – Financial burdens on budgets and operating  staffs due to the growing use of school facilities  by the community – Sentiment that school facilities should be used  more frequently because taxpayers and other  RECOVERING COSTS FOR THE stakeholders have invested billions in these  COMMUNITY USE OF OUR SCHOOLS:A White Paper Examining the Successful assets Implementation of Cost Recovery Programs in our Schools.
  3. 3. Event Scheduling is Complicated!
  4. 4. Is Your Process Efficient?60% of schools experience time wasted related  to event management coordination and  communication problems. – Interruptions – phone calls, emails, drop ins – Paper forms and calendars – Keeping all parties informed about event  approvals 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. What measures are schools taking to offset the impact of rising costs?• Implementing energy conservation measures• Restructuring transportation programs such as bus routing or cutting back on student and staff trips• Cutting supply and textbook purchases• Hiring freezes or eliminating positions• Eliminating or modifying athletic events and offerings Source: AASA Survey
  8. 8. Community Use getting press…Newspaper Publisher’s opinion:“While many are making the argument that the school district is robbing Peter to pay Paul, we believe it is fairer to charge those actually using the facilities more than to spread the increasing cost of 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 and the school district more heavily relying on the fundraising efforts, it is no longer feasible for groups not affiliated with the schools to use district facilities without paying enough. We do encourage the school district to be sensitive to community groups needs and just recover the costs of facility use, not make a profit.”
  9. 9. Good News!Excellence In Event Management is Achievable 
  10. 10. Best Practices • Identify an Advocate• Create a Policy• Start Small and Gain Buy‐in • Automate Processes• Identify Potential Risks• Recover Your Costs**We’ll talk about more later  Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.
  11. 11. 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 limited  resources?
  12. 12. Best Practices • Identify an Advocate• Create a Policy• Start Small and Gain Buy‐in • Automate Processes• Identify Potential Risks• Recover Your Costs**We’ll talk about more later  Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.
  13. 13. What is Your PolicySample from: http://www.schooldude.com/resources/• Community groups may be permitted to use School District facilities for educational, cultural, civic or athletic purposes when such use will not interfere with school programs and is not dangerous or detrimental to the public welfare. • A facility user or rental fee, approved by the Business Manager of School District, will be charged to help defray the cost of using School District facilities and to preserve the education budget. • The priority of building use is set forth below with Group A having first priority and Group D having last priority.
  14. 14. Start Small – Gain Buy In• How do you get started?• Build support with Site Contacts – How do you do it? Which site do you start with?• Distribute Event Management – balance between what can be centralized and distributed• Establish Presence at event – Do you do that now? Why do it?
  15. 15. Automate Requests Who can make a  request?  • Internal Users – Faculty/ Admins. – Teachers/ Professors – Athletics • External Users – Community  Groups (via  CommunityUse)
  16. 16. Automating EMS Settings• Automatically  set rooms to  occupied  status• No longer  have to  gather a  calendar and  do overrides!
  17. 17. 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
  18. 18. Identify Potential RisksPersonal Injury – Activity not appropriate for area being used – Inadequate supervision – Equipment / area poorly maintained – Infrequent inspection of areas
  19. 19. 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
  20. 20. Recovering Your Costs Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.
  21. 21. 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?)
  22. 22. So what’s the opportunity?• Average $15.65/student – Cost Recovery – Top 10% > $28.62 – Bottom 25% < $1.52 Invoice/Student (2009) $200 $150 $100 Total $15.65 $50 $0
  23. 23. How much $$$ could you be recovering?
  24. 24. Cost Recovery Over Time
  25. 25. 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
  26. 26. The Costs?A minimum of $106,000The average 3,000 student  institution would charge less  than $40,000How would you translate this? – Equals a cost of over  $50/student – How many salaries could this  fund? – How many textbooks could this  have provided? – What programs or services could  this have saved?
  27. 27. ResourcesSchoolDude’s Whitepaper:   Recovering Costs for the Community Use of Our Schools  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
  28. 28. Cost Recovery Study Analysis of 1,000+ school districts, colleges  and private schools, including interviews Focused on how educational professionals are  coping with – Demand for community use of school facilities – Financial burdens on budgets and operating  staffs due to the growing use of school facilities  by the community – Sentiment that school facilities should be used  more frequently because taxpayers and other  RECOVERING COSTS FOR THE stakeholders have invested billions in these  COMMUNITY USE OF OUR SCHOOLS:A White Paper Examining the Successful assets Implementation of Cost Recovery Programs in our Schools.
  29. 29. Remaining Questions?
  30. 30. Contact Us!Brad Hunter Friend us on Facebook www.facebook.com/schooldudeRegional  Manager Follow us on TwitterOffice: 877.868.3833 www.twitter/schooldude #SavingsSummitEmail: brad@schooldude.com

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