Event Promotion One key to successful event promotion is the creation of a clear, consistent message about the event. A good promotion gets people excited about the event while providing basic details about the who, what, when, where, why and how of the event. Think about the event you are planning and determine how you can promote the event to targeted participants, the local community and potential volunteers. Message Components Who is the event targeting? Participant message: Spectator message: Volunteer message: What is the event? Describe it here. When and Where will the event take place? Why should people get involved with the event? Participant message: Spectator message: Volunteer message: How can people learn more about the event? Remember to include contact information and direct people to digital resources here. What sponsor information needs to be included in your communication? Promotion Mediums What two forms of digital media are you using to promote your event? Include links to the digital media by pasting them in the space below. How are you using this digital media? Explain what you are posting, the frequency of posts, and how you are driving potential participants, spectators, and volunteers to the media. To whom will you distribute the print flyer? List recipients below. Remember to include community businesses and sponsors on your list. To whom will you distribute the written piece? List recipients below. Remember to include sponsors on your list. Schedule List the dates for various promotional distributions in the chart below. Promotional Distribution Medium (digital, flyer, written) Promotional Message Content Distribution Date Event Coordinator Interview The purpose of this assignment is for you to talk with the event coordinator to learn about the general nature of the sports related event you have selected. You will use the information gained from the interview to help you assume the role of event planner for the Event Planning Project and complete the related assignments. The questions below can be used as a guide as you conduct your interview. Submit the interview questions and responses to your instructor using a Word document. 1. What is the name of the event? Spring Classic NCAA Certified 2. What are the main goals of the event? To allow basketball players to be able to showcase their basketball skills in front of college coaches for prospective college scholarship offers. 3. What is the history of the event (if any)? 10 years 4. How do you generate interest in your event and recruit participants and spectators? Emails are sent out to list of Club teams, Events posted on various tournament website, information sent via social media and via text messages 5. What role does social media/technology play in your event planning and execution? Social Media plays a big role these days, due to so many people are on social media, it’s a connection to the world. 6. How m ...

1. Event Promotion
One key to successful event promotion is the creation of a clear,
consistent message about the event. A good promotion gets
people excited about the event while providing basic details
about the who, what, when, where, why and how of the event.
Think about the event you are planning and determine how you
can promote the event to targeted participants, the local
community and potential volunteers.
Message Components
Who is the event targeting?
Participant message:
Spectator message:
Volunteer message:
What is the event? Describe it here.
When and Where will the event take place?
Why should people get involved with the event?
Participant message:
Spectator message:
Volunteer message:
How can people learn more about the event? Remember to
include contact information and direct people to digital
resources here.
What sponsor information needs to be included in your
communication?

2. Promotion Mediums
What two forms of digital media are you using to promote your
event? Include links to the digital media by pasting them in the
space below.
How are you using this digital media? Explain what you are
posting, the frequency of posts, and how you are driving
potential participants, spectators, and volunteers to the media.
To whom will you distribute the print flyer? List recipients
below. Remember to include community businesses and
sponsors on your list.
To whom will you distribute the written piece? List recipients
below. Remember to include sponsors on your list.
Schedule
List the dates for various promotional distributions in the chart
below.
Promotional Distribution
Medium
(digital, flyer, written)
Promotional Message Content
Distribution Date

3. Event Coordinator Interview
The purpose of this assignment is for you to talk with the event
coordinator to learn about the general nature of the sports
related event you have selected. You will use the information
gained from the interview to help you assume the role of event
planner for the Event Planning Project and complete the related
assignments.
The questions below can be used as a guide as you conduct your
interview. Submit the interview questions and responses to your
instructor using a Word document.
1. What is the name of the event? Spring Classic NCAA
Certified
2. What are the main goals of the event? To allow basketball
players to be able to showcase their basketball skills in front of
college coaches for prospective college scholarship offers.

4. 3. What is the history of the event (if any)? 10 years
4. How do you generate interest in your event and recruit
participants and spectators? Emails are sent out to list of Club
teams, Events posted on various tournament website,
information sent via social media and via text messages
5. What role does social media/technology play in your event
planning and execution? Social Media plays a big role these
days, due to so many people are on social media, it’s a
connection to the world.
6. How many participants do you expect for the event?
Spectators? Any where from 300 to 400 spectators per day for a
3 day event
7. What kind/amount of revenue do you hope to generate from
the event? $2000 per day minimum
8. What is the overall budget for your event? Overall budget
$5000(gym rental, officials, score keepers, security)
9. What role do volunteers play in the event? Volunteers help
with taking tickets at the door, concessions, and security,
10. How many volunteers do you expect to utilize during the
planning and execution of the event? 10 to 20 volunteers
11. What methods have you used for recruiting volunteers? Use
parent volunteers from your players, or solicit college players
or high school players that need community service hours.
12. Do you have strategic partners or sponsors for the event?
University Houston woman Basketball team; Lupus Foundation
13. What strategies have you used to recruit partners/sponsors?
If need sponsors, would solicit by way of letters to present
opportunities to spot lite their organization, with levels of
sponsorship what what each level would benefit the marketing
for their business.
14. How did you select your event venue/location? Ease of use,
central location, amount of courts available for use for the
expected number of teams and needs. University Houston
15. What role does the local community play in your event and
how do you make the event a positive experience for them?
Community does not play a role in the event

5. 16. What kinds of planning and communication tools do you use
to ensure that your event runs smoothly? Communicate via
email, tournament results posted thru a program that updates
score and schedules.
17. What are some common ethical or legal issues you
encounter and must be aware of as you plan and execute the
event? Insurance coverage for the facility used, insurance
coverage in case of injuries where your liability is covered.
Security posted for safety, and vehicle theft.
18. What methods do you use to assess the success of your
event? The amount of teams participating, and door and
concession receipts. After expenses paid, the profit made.
19. How will you use this year’s event as a building block for
executing the same event next year or to plan and execute
subsequent events? Base success on timing of the event, ensure
that it is not running concurrent with other events, limited
competition with other events which would limit your
participation.
20. What is your best event planning advice to those new to the
field? Schedule your event in timely manner, get word out for
your event early to allow Clubs to add your event to their
calendars. Ensure that you have a facility centrally
located(teams don’t like to travel to far locally for events, don’t
want to spend hours getting from north side to south side), Get
aquainted with other clubs so that they know who you are. Put
on a quality event, it keeps them coming back. Offer tournament
as oppose to a shootout, participants like to compete for
trophys.
PAPER Test

6. The purpose of this assignment is to identify and summarize
your event idea. The questions on the form will assist you with
brainstorming the objectives and details of your event. As part
of the event planning process, brainstorm objectives related to
promotion, audience, partnerships, environment, and revenue.
Determining these primary and secondary objectives will assist
you with successful event execution and achieving the greatest
results possible. Objectives should be written as complete
sentences. Your instructor will provide you with feedback about
your event objectives after you submit this document.
Event Title and Summary: Houston Spring Classic; NCAA
certified Not only playing to win but to bring awareness to a
disease called Lupus.
Primary Objective:
· To allow basketball players to be able to showcase their
basketball skills in front of college coaches for prospective
college scholarship offers.
· To also raise money for the Lupus Foundation for the research
of finding a cure.
Promotion = marketing/communication strategies
· What is the primary message or important information you
want to share with the public regarding the event, sport, or
organization?
· In what ways can you build interest in your event, sport, or
organization prior to the event, during the event and after the
event?
· How can this event be used to position your sport or
organization within the community?
· What impact do you want this event to have on the
community?
· We want to raise awareness to this quiet but deadly disease by
using this tournament to raise money for the Lupus Foundation.
· We can build interest by first getting the word out through
social media then local T.V. and Radio. To continue to bring

7. even more interest we will pass out flyers and information in
the community.
· Our organization will use this to also bring out fans in the
community to continue to support the local athletes.
· The impact for this event is to have these athletes compete
against other great players not only in the area but around the
state. We also want this community to be more charitable but
also be more knowledgeable of this disease called Lupus.
Audience = potential event participants and attendees
· Describe the target audience including those likely to
participate in the event, purchase a ticket, or attend as
observers.
· Who are other potential attendees and participants outside of
the target market that can be targeted for involvement as a
means of increasing awareness of the event, sport, or
organization?
· In what ways can the event be used to entice new participants,
fans, and attendees to become involved in the sport or
organization simply through event attendance?
· The Target audience is 25 to 45 because that is the parents
and the friends of the parents who will come see the athlete
compete.
· Young athletes or potential athletes who want to one day play
on this level from schools in the area.
· One of the ways to recruit future participants is show them
the benefit of playing not only AAU basketball but for your
organization. Through a great tournament presentation, you not
only get the attention of the players but of the parents who
invest in their child’s interest.
Partnerships = relationships/associations developed to enhance
the event and/or provide event resources
· How can the event help your sport or organization develop,

8. maintain, and strengthen relationships with stakeholders
(participants, fans, community, sponsors, donors, etc.)?
· What type of experience do you want to give the stakeholders
before the event, during the event and once the event is
finished?
· It should bring more of those from the community to see not
only the talent but also the great team work.
· Through a sponsorship, a company's brand will be in front of
the youth sports market of parents, coaches, program
organizers, players and fans.
· The Stakeholders or the those that have an invested interest in
our organization and this tournament going well, will not only
receive the benefit the brand of product being displayed but also
the brand of this community being opened for displayed.
Environment = factors that affect the successful planning an
execution of the event directly and indirectly
· Who are your competitors and how do you differentiate your
event and organization from theirs in a positive way?
· What inconveniences might your stakeholders encounter by
being involved with your event?
· What preconceived ideas about your event, sport, or
organization need to be addressed to generate greater attendance
and participation?
· Our competitors will be those other organization that host
tournament,
· One inconvenience for the stakeholder is the investment of
commitment to the event. Getting volunteers within the
organization is hard enough but to look to the community to
support a sporting event in their community is even harder.
· A preconceived idea about this even or sport organization is
that we are just another sporting event. This event is to not only
bring young athletes to play ball but to help them to learn how
to compete and develop them push through adversity. AAU

9. basketball provides important life lessons such as; commitment
and focus. This is for those athletes to continue to build their
craft by playing against an opponent that has the same goal; to
be the best by playing the best.
Revenue = positive results of the event (revenue, donations,
awareness)
· What type of revenue do you intend to generate from the
event?
· Where will you get the necessary resources to execute the
event and achieve the objective?
· Is it necessary to generate revenue in excess of expenses?
· If there is excess revenue, how will that profit be used to help
the event, sport, or organization grow in the future?
· How much money is available to invest in the event?
· Is the event associated with a charity or cause? If so, do they
expect to receive some sort of revenue from the event?
· We use initial funds from fundraisers to help offset cost of the
fees for the tournament. The type of revenue through the tickets
sells, product sells, concessions and team tournament entry fees
should bring in $2000 a day for a 3-day tournament.
· Most of the resources will come through our sponsor, like
extra basketball, needles and Gatorade for the teams
participating.
· It is important that have some revenue over expenses because
that goes back into the organization to be able to be involved in
other events and to help in the growth of this organization to
continue to grow.
· We are looking to raise up to $1500 through donations and
another $ 2000 through product sales during the event. These
are over and beyond the main profits of tickets, team entry fee
and concession sales.

10. · For this tournament, we are planning for every ticket sold at
the door $2.00 will go towards the Lupus Foundation supporting
the research in finding a cure. This is cause is close to me
because my wife suffers from it. She is planning to be the voice
and face for the cause at the tournament.