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SPORTING OR SPECIAL EVENT MANAGEMENT

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Begin planning with sufficient lead time to execute a successful event this ... Insurance. Marketing, including advertising, public relations, and promotions ... – PowerPoint PPT presentation

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Title: SPORTING OR SPECIAL EVENT MANAGEMENT


1
SPORTING OR SPECIAL EVENT MANAGEMENT
2
Competencies of Sporting Events Managers
  • Maintains effective communications with staff,
    such as by clearly communicating performance
    expectations
  • Designs plans and controls event logistics
  • Uses good verbal and written communication skills
  • Utilizes effective time management techniques

3
Planning
  • Begin planning with sufficient lead time to
    execute a successful event this may mean
    planning over a year in advance of the event
  • Conduct and evaluate market research
  • Answer in detail the who, what, when, where, why,
    and how questions

4
Logistical Planning
  • Facility selection
  • Financial planning
  • Personnel
  • Legal issues, such as permits and licenses
  • Insurance
  • Marketing, including advertising, public
    relations, and promotions
  • Tickets sales
  • Working with the media

5
Logistical Planning
  • Parking and traffic control
  • Customer services, including for fans with
    special needs
  • Food services and concessions
  • Merchandise sales
  • Entertainment
  • Medical services
  • Hospitality
  • Security
  • Crisis or emergency management
  • Maintenance

6
Selecting the Venue
  • Location, location, location
  • Analyze the pros and cons of potential venues
  • Reserve the chosen facility
  • Negotiate the contract, including cost,
    personnel, and scope of responsibilities for the
    facility versus the event

7
Financing
  • Identify potential costs and revenues, develop
    the budget, and manage finances
  • Costs rental fees or facility utilization costs
    if venue is owned, such as utilities, equipment
    and supplies personnel facility set-up
    facility clean-up
  • Revenues tickets vendor fees media rights
    fees sponsorships donations and in-kind gifts

8
Managing Personnel
  • Establish a plan for the number of personnel
    needed to successfully execute the event
  • Develop a recruitment and selection process that
    is non-discriminatory
  • Clarify job expectations and develop requisite
    skills needed to complete job responsibilities
  • Supervise appropriately
  • Compensate equitably and reward outstanding work

9
Legal Issues
  • Ensure that all contracts are approved in advance
    by legal counsel
  • Adhere to all federal and state laws, such as
    dealing with employment, accessibility, and
    safety
  • Manage every aspect of the event based on the
    highest ethical standards, including financial
    accountability, non-discriminatory treatment of
    personnel and guests, and principled business
    practices

10
Selecting and Working with Vendors
  • Establish a bid process to select vendors
  • Contract with selected vendors, who will pay fees
    for the rights to sales these items at the event
    or
  • Handle the sale of concessions, merchandise, and
    programs in-house, if this would result in
    greater revenues
  • Purchase, preparation, and sale of food items and
    associated personnel
  • Purchase and sale of merchandise and associated
    personnel
  • Development, printing, and sale of programs with
    associated personnel

11
Providing Guest Services
  • Adequate and trained security personnel
  • Adequate and trained ushers and crowd management
    personnel
  • Adequate and trained medical, emergency, and
    disaster services
  • Accurate and informative signage
  • Helpful personnel
  • Clean and properly supplied rest rooms

12
Providing Guest Services
  • Adequate parking and traffic control
  • Accommodations for individuals with special needs
  • Entertainment
  • Food services and concessions
  • Program vendors
  • Merchandise vendors

13
Providing for the Teams
  • Meet the needs of athletes, coaches, officials,
    and other team personnel
  • Distribute complimentary tickets in advance
  • Ensure that locker rooms and training rooms are
    clean, supplied, and secured
  • Provide an appropriate location for pre- and
    post-event media interviews

14
Managing Pre-, Day-of, and Post-Operations
  • Develop tasks lists that include the personnel
    responsible for each task for all aspects of the
    event along with timelines for completion of each
    task
  • Conduct pre-event planning sessions periodically
    to ensure that everything is being completed on
    schedule
  • Develop contingency plans for potential
    emergencies, such as a natural disaster, fire,
    loss of electricity, medical emergency, or riot
    of fans that include specific responsibilities
    for all personnel to ensure everyones safety
  • Monitor closely all features of the event on the
    day of and throughout the event and have plans
    developed to immediately address any issues that
    may arise

15
Evaluating the Event
  • Prepare a written after-event report
  • Complete a financial analysis
  • Analyze all operational to determine any problem
    areas that would need to be addressed in
    subsequent events
  • Evaluate the performance of all personnel

16
Event Planning and Management
  • As a recreation specialist in your hometown (or
    another town of your choice), you have been
    assigned to plan and manage a community fun
    run/10K race. This event must be self-supporting
    with revenues covering costs. Describe everything
    you must do to plan (in advance) and manage (the
    actual event) this community fun run/10K race. Be
    sure to include all aspects of this event from
    personnel to logistics.
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