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Event Management Planning & Preparation
This document provides guidance on event management for multi-high school districts. It emphasizes the importance of advanced planning, establishing partnerships, developing infrastructure, information systems, and effective execution. Regarding planning, it recommends creating a two-year calendar and finalizing contracts 18-24 months in advance. Partnerships should engage schools, community members, sponsors, and support staff. Infrastructure requires determining budget/costs, branding, and business processes. Information systems must prioritize communication with schools, the public, and media. Proper execution relies on facility preparation, trained personnel, and emergency plans. Advanced planning across all areas is key to organizing successful multi-school events.
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Event Management Planning & Preparation
- 1. NIAAA DECEMBER 15, 2013 EVENTMANAGEMENT PLANNING AND PREPARATION TRACI NEELY, ASSISTANT DIRECTOR OF ATHLETICS – UIL (TEXAS)
- 2. TOPICS OF DISCUSSION 1- Partnerships Schools/ Community / Sponsors 2 - Event Infrastructure Budget / Branding / Business 3 - Information Systems Schools / Public / Media 4 - Event Execution Facility / Personnel / EAP
- 4. PARTNERSHIPS SUPPORT FROM EXPERTS SCHOOLS •Event format developed based upon the facility choice, previous history of events and expected school entries and possible attendance. • Trial or pilot event is highly recommended with a large school hosted event utilizing same facility or site and a similar format. • Utilize and pay consultants (coaches or administrators) from schools that host the same type of event on a regular basis. • Facility/site or equipment agreements should be formed no later than 18-24 months ahead of time. • Expand and explore the previously established community/facility site relationships formed by the schools.
- 5. PARTNERSHIPS EVENT SITE COMMUNITY • Open dialoguewith decision makers to explore the city or community minimum and maximum ideas of event size, facility development or expansion to accommodate an “dream” event. • Coordinate efforts that parallel the city or community goals for the facility usage, commerce and future event expansion. • Determine the number of support staff or administration needed to conduct the event. • Join forces with community services including police/sheriff departments and emergency management operations. • Notify local businesses that the event necessitates including food and hotel establishments.
- 6. PARTNERSHIPS EVENT SPECIFIC SUPPORT SPONSORS •Contact and coordinate with sponsors or businesses that reflect the character of the event in order to create contracts and agreements in writing. • Utilize sponsorship provisions already in place for previous events or predetermined by the facility or community. • Search or request services or products that specifically support the facilitation of the event. • Identify the value or need of the sponsor item/service offered to the event. • Offer the possibilities to local businesses that may help support the event infrastructure including food and hotel establishments.
- 7. EVENT INFRASTRUCTURE REQUIREMENTS & COSTS BUDGET • Developor review the obligations for the contest and generate a budget for the event to include inaugural year costs and expansion thoughts for expenses. • Select line items based on priority needs to facilitate the first year and work to grow the event over several years. • Clarify processes for each service and/or line item to be obtained and discuss non-negotiable deadlines. • Construct a budget plan that utilizes the experts for the event that include school administration, community services and others to produce not only a fair and equitable contest, but also an efficiently organized and appealing event for the contestants.
- 9. EVENT INFRASTRUCTURE MAKE AN IMPRESSION BRANDING • Putthe most important visuals in the forefront and prioritize the delivery and to whom. • Consider the priority of the message according to contract and declare proper protocol based on how that will be received by the contestant schools, the public and the media. • Refrain from making it appear “too busy” with visuals and or identified services that might create an overwhelming negative effect on the priority of the event.
- 10. EVENT INFRASTRUCTURE PROCESS & PROCEDURES BUSINESS • Identifyand develop a connection with operating staff that will serve internally and the personnel units that will assist externally. • Cooperate with internal and external procedural requirements and insist that deadlines are met accordingly. • Produce and share with others a month-to-month calendar to include the tasks identified to make the contest or event possible, which must include an emergency secondary plan if extenuating circumstances postpone the event for any reason.
- 12. INFORMATION SYSTEMS PRIORITY GROUP SCHOOLS • Create methodsof delivery to inform schools about the required procedures, guidelines and other valuable information to make an event that is a pleasure for school coaches and administration as well as their contestants. • Standardize the mandatory information through common methods of delivery for school coaches and administration. • Secure site facilities to demonstrate priority treatment to the contestants and the school personnel. • Obligate yourself (and other staff if necessary) to meet, greet and solve crisis on the day of the event.
- 13. INFORMATION SYSTEMS PUBLIC ACCESSIBLE & EASY • Takeadvantage of all methods available to push event information to the public. • Separate written or posted public information from the school information. • Circulate public information through the schools for distribution to parents. • Coordinate messages and information through community methods as well.
- 14. INFORMATION SYSTEMS ATTRACT ATTENTION MEDIA • Make it simplefor media to obtain credentials and information about the event. • Regulate the sources of information through the expected media methods. • Create a protocol of behavior that is similar to other high priority level events.
- 15. EVENT EXECUTION FACILITY PERSONNEL FINAL FACILITATION • Makeconfirmation calls to all vendors and/or services to detail any changes or additional information. • Coordinate final site visits and conduct discussions with working personnel as well as expert consultants. • Perform walk-thru of venue or site with key members of support staff. • Dedicate last minute conversations to those people that will be your “right and left” hands on event day(s). • Arrive extra early, stay on schedule and pat people on the back with “thank you’s”. EAP
- 16. EVENT EXECUTION PERSONNEL EMPOWER OTHERS • Producewritten site maps, instructions and/or other important information for as many people as possible to make final decisions when necessary. • Provide adequate food and drink to all workers, volunteers and officials for the necessary time frame. • Review schedules, discuss and adjust if necessary. • Distribute official event gear (if any) and identification badges.
- 17. EVENT EXECUTION EAP EMERGENCY PRE-PLAN • Analyzeand discuss (with appropriate personnel) any situation immediately prior to the event that could effect the arrival, safety or contest in a negative manner. • Provide a written Emergency Action Plan specific to the event to all personnel, staff, volunteers and/or officials that could be involved in communication or execution during an emergency situation. • Continuously review and maintain a vigilant mindset to prohibit and reactive
- 18.
- 19. Event Management ina Multi-High School District Bob DeJonge Keller ISD Director of Athletics
- 20. Establish a PlanningCalendar Scheduling, Contracts and Invitations Promotion / Marketing Staffing Security Game Day Plan Expected Challenges Emergency Action Plan Contingency Plans Review and Reflect
- 21. High School Football Volleyball Basketball Tennis Cross Country Soccer Wrestling Swimming Track/ Field Baseball Softball Golf Middle School Football Volleyball Basketball Tennis Cross Country Track / Field Soccer Swimming
- 22. Invitational Events District Events RegionalEvents Hall of Fame Banquet Gold Classic Golf Tournament At face value many of these events look completely different – They appear to require entirely different strategies and plans…..But do they Really??
- 23. Typical Varsity FootballGame 7,000 fans 500 band members 50 Flag Girls 75 Cheerleaders 120 Drill teamers 50 Spirit Squad Members 10 Police Officers 8 District Security Personnel 60 Event Workers Total 7873!
- 25. Feb – Contracts March– May – Marketing / Sponsorship Agreements April – Radio Broadcast Agreements May – Staff Planning and Orientation June – Signage, Field Prep July – TV, Internet Broadcast Agreements July – Ticket Renewals and Sales Security Plan and Review August - Scrimmages and Staff Training September – Season Begins
- 26. Calendar – 2years in advance Site – Four Schools Share One Stadium Contracts – Sent to all Participant Schools Broadcast Agreements ◦ TV: 3 Months, ESPN, CH 21 & UIL $$$ ◦ Radio: 6 – 9 Months $$ ◦ Internet: 3 Months $
- 27. Posting / PrintingSchedules Stadium / Event Advertising $40,000 / YR Scoreboard Advertising -$80,000 / YR Ticket Sales Print Media Electronic Media 150,000 attend our varsity games per year!
- 28. On Site Stadium Staffing ◦ ◦ ◦ ◦ ◦ ◦ ◦ ◦ ◦ ◦ ◦ TicketSales – 9 Ticket Takers – 8 Pass Gates – 3 Concourse Staff – 7 Reserved Seating – 4 Press box – 1 Elevator - 1 Field staff – 5 Event Manager – 1 Police – 10 Campus Security – 8 Off Site Staffing o o o o o Event Contracts - 2 Campus Ticket Sales – 4 Worker Payment Sheets -1 Game Reconciliation - 1 Game Worker Payment – 6
- 29. Training Components Staff Orientationand Job Assignments Rehearsal at Scrimmage or Sub-Varsity Game Job 1 - Customer Service and Safety Weekly Review of Troublesome Areas
- 30. Keller ISD SecurityStaff Keller Police Department Keller ISD Student Resource Officers Event Manager Athletic HS Principal Director
- 31. 8:00 Concession Preparation 10:00Press Box – Food and Drink 11:00 Concourse and Stands (check) 11:00 TV Crew Arrival 12:00 Field and Site Prep 1:00 Game worker sheets and Gate $$ 1:30 Print Scripts for Announcer 2:00 Prepare Worker Assignment Instructions, Press Box, Pass List, Will Call, Tickets
- 32. 4:00 Radio Set Up,Lead Team for Head Phone and Video Field Manager and Event Manger on Site AD Shows up and Smiles! Teams Arrive Teams Walk The Field Specialty Teams Take the field Full Team Warm Up Teams Leave the Field and Game Script 4:00 5:00 5:00 5:30 6:00 6:30 7:00 Begins 7:30 Kick Off!
- 33. Weather Precautions Safety –Plans Lighting,Scoreboard, Play Clock and PA Examples – Field Security after the game Altercations Between Teams or Fans….After or During the Contest Lightning and Severe Weather and Heat Examples Evacuation (Training, Announcement and Security Readiness Multiple Banks of Light or PA Failure Contingency Plan – Alternate Site or Day
- 34. Athletic Trainers –Both Teams Team Doctors – Both Teams Ambulance and or Paramedics on Site Communication Devices for Event Leadership and Emergency Personnel
- 35. There is noSubstitute for Planning, Training and Continuous Review. As Coaches Become Athletic Directors our Victories Become Safe and Successful Events! Questions?? Bob.dejonge@kellerisd.net 817-744-1066