Event Management Plan

yield Management Plan for Spring Bash 2013 gist comment Day/Date/Time of casing Duration. This core forget be held during the week of Mon mean solar daylight March twenty-fifth thru Thursday March 28th. The game generation testament be 10 am, 1pm, 4pm, and 730 pm. Location / induction / Venue of the Event. The baseb in every start(predicate) site is the beautiful, masterly maintained Santaluces Sports complex. The Santaluces Sports Complex was sour by the Montreal Expos for their offpouring upbringing and is located in Lantana, FL. Description of the Event.With a comfor circumvent average annual temperature of 78 F (25 C), handle brink County is able to array each type of sporting way out e truly m of the year. South Floridas tropical climate is unique to both other region in the country and is one of the primary agreement so umpteen teams want to come and get out of the cold. The tournament entrust consist of 12 teams all competing for the tournament title at the end of the four days. Purpose of the Event / Overview. This entrust be an invitation just takings to bring in some of the top mettlesome shallows in Florida and show slip-up their skills for bea scouts both professional and college.W5H. Who. Any High school day baseball program from any state leave be apart of the invitation unless razet. What. This is a Spring Break invitational tournament that is border on to expose some of the best armature athletes to professional and college scouts. When. March 25th thru March 28th Where. Santaluces Sports Complex Lantana, FL How. Through readjustment fees, concessions, and entre relocus. Aims / Objectives (S. M. A. R. T. ). Our goals and objectives atomic number 18 to become the promethium spring break tournament in Florida. Event Management Management Responsibility. In-hoexercising / outsourced) The management responsibility testament be taken c atomic number 18 of in-house to cut down on cost and overhead. Ma jor stakeholders / agencies. The major stakeholders give be the high school programs that attend this occurrence. Also, the agencies that bequeath be involved with this resultant role be the address coast County Sports Commission and the thread coast County place and pastime Department. Physical requirements. The physical requirements for this solvent pass on be long hours in the hot South Florida sun as comfortably as the ability to lift up to 50 lbs. Venue.The Santaluces Sports Complex turn ins four well maintained and groomed fields and to a fault accept lighting on all four fields to host dark games is inevitable. Target audience. This tournaments target audience is anyone of the many a(prenominal) top high school baseball programs we shake in the US. Approximate Number of Participants and Spectators. There give be twelve teams which allow for account for approximately 240 participants and over the dividing line of the four days approximately 1500 specta tors allow be in attendance. Event History. This go forth be the prime(prenominal) annual tournament held at this repair.Based on research through with(p) on other spring break tournaments it is very popular with the high schools both local anesthetic anaestheticly and in the north where at that place is still snow on the ground. There are non many premier spring break tournaments out there so we impression this go forth help fill the void. Technology. All game information and results bequeath be nonated and recorded on iPads using the application called Game record changer scorekeeping. Also, for communication with take staff they leave put on cellphones as well as radios. Sponsoring Organization. For this resultant overimputable to the size there impart not be any sponsoring organization. Feasibility Is the yield a good image?This event is a capacious idea ascribable to the amount of teams sounding to play in a tournament during spring break and also for the exposure the teams allow for have to area scouts. Do we have the skills mandatory to plan and run the event? The event staff is well educate and knowledgeable on what is inevitable to make this type of event achieverful. Is the host biotic community supportive? The host community is supportive due to the gross revenue at local hotels and heartseaseaurants. Do we have the infrastructure in the community? The location of the event provides quick portal to the interstate, hospital, and airport. Can we get a venue at a price we kindle afford?The event cost volition be $2000 for the permits running the four days of the tournament. go away the event attract an audience? The main audience leave be that parents and family phalluss of the participants as well as professional and college scouts. Will it attract media support? imputable to the size of the event media support go away not be attracted. Is it financially viable? The operate expenses of the tournament volition be cover in the registration fees, which makes it financially viable. Are the victory criteria reasonable? The success criteria is reasonable but forget be unknown until after the event takes places and feedback is generated.What are the risks? The risks associated with this event are weather, injury, and the expenses exceed the revenues. SWOT Analysis Strengths. The location and quality of the fields are the biggest strengths of this tournament. Weaknesses. When having a tournament in the spring there is always a chance of rain, also this is a low year event and does not have a proven run record. Opportunities. With a successful event we whitethorn be able to lead the number of teams in the futures and solidify our place as one of the premier spring break tournaments. Threats.The threats associated with this tournament are that there are many other tournaments going on at the same or alike times. It may be hard to get the commitment of elite high school programs due to them being committed to other events at the time. Approvals mention State federal government. The approval and compliance for this event forget be through the FHSAA and all other factors forget be held at the county level. County, city, or town. There provide have to be approval from the Palm Beach County pose and digression Department so that we can have the permits and access to the fields. Roads traffic authority.This will be taken care of in-house by using staff members to direct traffic. Liquor licensing. There will be no need for liquor licensing due to no alcoholic beverages will be sold at this event. Police. Police will not be compulsory unless a crime is committed. Insurance. Prior to the event there will be a waiver signed excluding responsibility in the case of the event. In case of injury, this is a school-approved activity and responsibility falls on them. Marketing / advertizement / PR / Ticketing Customer segmentation. Our customer segmentation is found on the top high school programs across the state as well as nationally. Pricing.Registration for the event is $500 Ticket program. Game day passes for spectators will be $10 per day or $35 for the eon of the event. Kids ages infant-17 years old will gain admittance free of charge. Advertising. Advertising for the event will be done through social media utilizing Facebook and Twitter. Message. The essence of this event is to provide a overall great run through and to provide the participants the ability to be seen in front of professional and college scouts. Media outlets used. The media outlets that will be used for this event include Flyers / Posters / Brochures, Word of Mouth, Internet and Social Media.Advertising Budget. Due to our online advertize there is no advertising budget put in place. Promotions. Due to the size and record of the event there will no progresss taking place. Giveaways. All participants will be given t-shirts and all coaches will receive polo shirts. Communi ty / Public Relations. Press releases. No press releases will be delivered, but emails will be sent out to professional scouts and college scouts about our tournament and the teams that will be in attendance. Media briefing(s). Media guides will be made up consisting of the teams involved and their rosters as well as schedules and a sponsors page.Evaluation of Marketing Plan. The evaluation of the marketing plan will be done at the conclusion of the event to see in what areas we can better ourselves. Financial condition Is the purpose to make a profit? The main purpose of this event is to create a great atmosphere of high-level competition and have a successful event. Also, to make a profit is another purpose of the event. Without a profit we will not be able to continue putting on future events. How much will the event cost? The overall cost of the event will be $4800, which will be covered in the registration fees. What are the revenue sources?The revenue sources for this event a re the registration fees, concessions, gate sales and sponsorship. How many tickets need to be sold to break even? The registration fees alone will allow us to cover our operating expenses. All other sources of revenue will be for payroll and the rest is profit. What is the cash flow situation? The cash flow situation will come from the day-to-day operating expenses such as restocking concessions, gate sales, baseballs, and so on. What are the control systems? There will be a staff member in charge of solicitation monies throughout the day and placing them in a safe box with a key lock.Only that staff member and coach will have access to the money. How will legal and taxation obligations be met? These will be met in the concessions were all sales rhythm out in the cash register will be taxed. Capital / funding requirements. In the case of expenses running over the profits the sign investing of cash on hand of $10,000 will cover those costs. Fees. The fees of $20/hr for the ba ll field permits required by Palm Beach County put and Recreation Department will be paid out of the initial investment to secure the location and dates desired. Costs.The overall cost of the event will be $4800, which will be covered in the registration fees. mathematical product / licensing. At this time due to this being the first year of the event we will not be having and merchandise for sale. Control systems. There will be a staff member in charge of accumulation monies throughout the day and placing them in a safe box with a key lock. Only that staff member and theater director will have access to the money. Taxation. These will be met in the concessions were all sales rung out in the cash register will be taxed. get loss statement. This will be completed at the end of the event.Cash-flow analytic thinking. This will be completed at the end of the event. Budget Budget Detail. ( look into table 3 pg. 18) Event Contracts. This event does not have any contracts due to the nature and size. Sponsorship Sponsor signage / Sponsor booths. This event does not have any sponsor booths but will have signage of local sponsors in the outfield and in the media guide. Package sales. Packages will range from $100-$400 in which sponsors can choose. (See duck ) Activation. The sponsorship activation is done by the sponsor including coupons for participants and spectators that attend their business. Evaluation.The evaluation will be done at the end of the event by contacting the sponsors and collecting data on who brought in the coupons. Risk Management Identification. (of risks hazards) Some risks that may arise are balls leaving the playacting field, wet playing surfaces and groove stroke. Assessment. (of risks hazards) Balls leaving the field can cause injury to spectators, wet playing surfaces can cause injury to players as well as coaches and raise up stroke can happen to players and coaches due to the hot weather. Management. (of risks hazards) All situ ations will be forwarded to the tournament director.Incident insureing. All situations will be forwarded to the tournament director and local administration if need be. Contingency plan. In case of unskilled weather all games will be postponed until further notice. The location we have selected has lights and games can be play at night if needed. Letter to panjandrum Form. This will not be needed due to the nature of the event. Grammar. This will not be needed due to the nature of the event. Event staging Decor. This will not be needed due to the nature of the event. Layout. See table Entertainment. This will not be needed due to the nature of the event.Special effects / Lighting / Sound. This will not be needed due to the nature of the event. Electricity. Electricity is provided by the complex and is apart of the permit to use the facility. Water. Water cooler will be placed in either dugout to ensure hydration is maintained. Transportation. The location of this event allows for quick access to the interstate and airports as well as aesculapian transportation. Traffic management. This will not be needed due to the nature of the event. Street closures. This will not be needed due to the nature of the event. Impact on local traffic.The event will have no impact on local traffic flow. Notification of affected businesses. This will not be needed due to the nature of the event. Diversions / Detours. This will not be needed due to the nature of the event. Security. In the event of an altercation the local governance will be contacted. Support vehicles. Due to the size of the complex support vehicles will not be needed. Medical / ambulance / EMTs. In the case of emergency medical assistance will be contacted, but no onsite medical will be present. Parking. The parking is provided by the complex and is free of charge restrict access / ADA compliance.The facility meets all disability and ADA requirements Children. The facility has a playground area that is accessible for children. Food / Catering. Food for concessions will be purchased at local wholesalers such as Costco. Providers. This is provided by the Palm Beach County park and Recreation Department. Facilities. This is provided by the Palm Beach County Parks and Recreation Department. Waste and environmental management. This is provided by the Palm Beach County Parks and Recreation Department. Toilets. The complex provides this and no rentals of toilets is needed. Waste management, recycling.This is provided by the Palm Beach County Waste Management. Sanitation. This is provided by the Palm Beach County Parks and Recreation Department. Noise. This will not be needed due to the nature of the event. Water pollution. This is provided by the Palm Beach County Parks and Recreation Department. Environmental Impact force field (EIS). This is provided by the Palm Beach County Parks and Recreation Department. Cleaning. This is provided by the Palm Beach County Parks and Recreation Depar tment. Staffing Rosters. The staff will include the tournament director, four game day staff, two concession staff and 4 volunteers from local colleges.Training. All staff members will be CPR aware and trained on operational activities before the event. Briefing. Everyday before the first games a meeting will be held to go over that activities for that day and the chain of command. Recruitment of volunteers. Volunteers will be sought out from local colleges for students looking to gain some experience. Leadership Plan Communication. All communication will through the tournament director. During the morning meetings the communication process will be laid out and all questions will be answered. Staffing Skills.Pre-event training will take place to ensure all staff are on the same page for what needs to be accomplished and only qualified individuals will be on the staff. Coordination / Evaluation. During the morning meetings the coordination and evaluation processes will be laid out and all staff will be well informed on what needs will be required. Rewards. At the end of the tournament all game day staff members will be taken out to dinner to celebrate the success of the event. in operation(p) Plans Procedures withstandlists. (See table 2 pg. 17) Performance standards.The performance standards will be ordered with departmental goals, communicates clearly to all levels falls within budget guidelines, can reasonably be accomplished in specified time flesh and follows up and resolves problems in timely manner to keep project on track. Contingency plans. In case of bad weather all games will be postponed until further notice. The location we have selected has lights and games can be played at night if needed. Weather. In case of bad weather all games will be postponed until further notice. The location we have selected has lights and games can be played at night if needed.Electrical supply, lighting. This is provided by the Palm Beach County Parks and Recreati on Department. Fire / Accident. In case of brush aside/ accident fire extinguishers and first aid kits will be available and local authorities will be contacted. Crowd control / management. Local authorities if needed will provide this. Delay or cancellation. In the case of a delay or cancellation all teams will be contacted within overflowing time so that proper arrangements can be made. If a cancellation of the event does take place teams will be refunded their fees paid. Bomb threat or other security incident. Local authorities will provide this. Logistics.Local authorities will provide this. Setup / teardown. The setup and teardown of tents will be done by staff members before leaving the facility for the night to counter theft. Signage. All signage will be hung on the fences of the fields in limpid view of all spectators. Structures facilities. This is provided by the Palm Beach County Parks and Recreation Department. Lighting / Sound. Lighting is provided by the Palm Beac h County Parks and Recreation Department. Safety Security (Safety of the event audience) Safety security of event performers, VIPs, etc. This will be provided by local authorities if needed.Health safety of staff. This will be provided by local authorities if needed. Security for premises, equipment, cash, etc. This is provided by the Palm Beach County Parks and Recreation Department, and all cash will be held onto by the tournament director at the end of the night. Communications. Meetings will be held every morning and all communication will be through either cellular phones or radios. All issues get account to the tournament director. Emergency access and emergency management. The facility has gates that leave for easy access for emergency personnel to get as airless to the situation as possible.First aid. In the concessions there will be first aid kits to be administered if need be. Timelines Form. (See table 1 pg. 16) Evaluation, Monitoring Control Feedback. During the c ourse of the tournament staff members will ask questions to the spectators to see how their experience is so far. If any issues arise it will be handled promptly. Post-event evaluation. A send list will be generated in which all teams will be contacted and a survey will be enclosed to determine how the event went and what we can do to improve. Objectives. At the end of the event we will go through our utlined objectives and determine is they were met. Measures. The measures that will be used to determine the success will include surveys, questionnaires, and direct-mailers to all participants. Analysis. After all measures are taken into account, an analysis will be done to determine the areas needed for improvement for future events. Report. Once objectives are met, the measurements are put into place, an analysis is done and all will be placed into a report for future sponsorship opportunities. Appendix turn off 1 Event Timeline 8 Months come on from Event 3 Months expose from Event Prepare posters, brochures, banners, etc. bear and confirm facility fees and permits Confirm participating teams 7 Months discover from Event 2 Months Out from Event Begin recruiting volunteers for day of event 6 Months Out from Event 1 Months Out from Event Set event budget Order t-shirts and prizes or have them donated Set and confirm date, time and place Continue recruiting volunteers for day of event Determine goal of event and event name Reconfirm ALL commitments Decide on event logo Send out letters to potential teams 5 Months Out from Event Week of the Event Prepare site signage information, check-in, first aid, dismount/finish, volunteer check-in round out participant registration list Complete participant registration list Pick up t-shirts and prizes 4 Months Out from Event 1 Month after the Event Develop sponsorship levels send thank you letters to sponsors, volunteers, and community partners Approach corporate and media sponsors Communicate ne tt event participation count and amount of money raised to all sponsors Confirm sponsors uprise event binder for next year including suggestions and feedback fudge 2 Task Person Responsible Contact details fit out that the date does not clash with another event Arrange venue Prepare and distribute tournament notice/flyer Prepare tournament budget Appoint Rules Advisor (if not TD) Organize person(s) to do the check in Purchase trophies (if applicable) Collect perpetual trophies (if applicable) Organize wall charts Organize name tags Check stocks of score sheets, sets etc. Receive entries set up draws On day, supervise distribution of sets, table numbers, score sheets tile check sheets Distribute tournament records Manage refreshment area Collect initiation fee distribute name tags Erect wall charts, latest ratings and rules enlighten novices on tournament protocol Direct runners to collect name tags during last game Prepare tournament expe nse/income report Present trophies awards Table 3 revenue enhancement PROJECTED Additional fundraising activities$785. 00 Cash sponsors $6,500. 00 Donations $300. 00 Paid advertising in event program $250. 00 Registration fees (12 teams x $500) $6,000 TOTAL REVENUE $13,835 EXPENSES Decor $125. 00 Event program$300. 00 Food and beverage $1,840. 00 Marketing and promotion $395. 00 Save-the-date card e-design $225. 00 Signage design $150. 00 Signage printing $1,258. 31 Silent auction $250. 00 thank you items$200. 00 Venue -$5,000 TOTAL EXPENSES $9,743. 31 TOTAL NET $4,091. 69