Event Management Plan

Event Management Plan for Spring Bash 2013 Event Description Day/Date/Time of Event – Duration. This event will be held during the week of Monday March 25th thru Thursday March 28th. The game times will be 10 am, 1pm, 4pm, and 7:30 pm. Location / Facility / Venue of the Event. The baseball site is the beautiful, professionally maintained Santaluces Sports Complex. The Santaluces Sports Complex was built by the Montreal Expos for their spring training and is located in Lantana, FL. Description of the Event.With a comfortable average annual temperature of 78 ° F (25  °C), Palm Beach County is able to host any type of sporting event any time of the year. South Florida’s tropical climate is unique to any other region in the country and is one of the primary reason so many teams want to come and get out of the cold. The tournament will consist of 12 teams all competing for the tournament title at the end of the four days. Purpose of the Event / Overview. This will be an invitation only event to bring in some of the top high schools in Florida and showcase their skills for area scouts both professional and college.W5H. Who. Any High School baseball program from any state will be apart of the invitation only event. What. This is a Spring Break invitational tournament that is put 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 registration fees, concessions, and gate revenue. Aims / Objectives (S. M. A. R. T. ). Our goals and objectives are to become the premier spring break tournament in Florida. Event Management Management Responsibility. In-house / outsourced) – The management responsibility will be taken care of in-house to cut down on cost and overhead. Major stakeholders / agencies. The major stakeholders will be the high school programs that attend this event. Also, the agencies that will be involved with this ev ent are the Palm Beach County Sports Commission and the Palm Beach County Parks and Recreation Department. Physical requirements. The physical requirements for this event will be long hours in the hot South Florida sun as well as the ability to lift up to 50 lbs. Venue.The Santaluces Sports Complex provides four well maintained and groomed fields and also have lighting on all four fields to host night games is needed. Target audience. This tournament's target audience is anyone of the many top high school baseball programs we have in the US. Approximate Number of Participants and Spectators. There will be twelve teams which will account for approximately 240 participants and over the course of the four days approximately 1500 spectators will be in attendance. Event History. This will be the first annual tournament held at this location.Based on research done on other spring break tournaments it is very popular with the high schools both locally and in the north where there is still snow on the ground. There are not many premier spring break tournaments out there so we feel this will help fill the void. Technology. All game information and results will be notated and recorded on iPads using the application called Game Changer scorekeeping. Also, for communication with event staff they will have cellphones as well as radios. Sponsoring Organization. For this event due to the size there will not be any sponsoring organization. Feasibility Is the event a good idea?This event is a great idea due to the amount of teams looking to play in a tournament during spring break and also for the exposure the teams will have to area scouts. Do we have the skills required to plan and run the event? The event staff is well trained and knowledgeable on what is needed to make this type of event successful. Is the host community supportive? The host community is supportive due to the sales at local hotels and restaurants. Do we have the infrastructure in the community? The locatio n of the event provides quick access to the interstate, hospital, and airport. Can we get a venue at a price we can afford?The event cost will be $2000 for the permits running the four days of the tournament. Will the event attract an audience? The main audience will be that parents and family members of the participants as well as professional and college scouts. Will it attract media support? Due to the size of the event media support will not be attracted. Is it financially viable? The operating expenses of the tournament will be covered in the registration fees, which makes it financially viable. Are the success criteria reasonable? The success criteria is reasonable but will 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 first year event and does not have a proven track record. Opportunities. With a successful event we may be able to expand 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 similar 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 ; Consultation State ; federal government. The approval and compliance for this event will be through the FHSAA and all other factors will be held at the county level. County, city, or town. There will have to be approval from the Palm Beach County Parks and Recreation 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 st aff 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 needed 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 / Advertising / PR / Ticketing Customer segmentation. Our customer segmentation is based 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 duration 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 message of this event is to provide a overall great experience 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 advertising there is no advertising budget put in place. Promotions. Due to the size and nature of the event there will no promotions taking place. Giveaways. All participants will be given t-shirts and all coaches will receive polo shirts. Community / 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 sponsor’s page.Evaluation of Marketing Plan. The evaluation of the marketing plan will be done at the conclusion of the event to see in w hat areas we can better ourselves. Financial Control 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 are 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, etc.. What are the control systems? There will be a staff member in charge of collecting monies throughout the day and placing them in a safe box with a key lock.Only that staff member and director will have access to the money. How will legal and taxation obligations be met? These will be met in the concessions were all sales rung out in the cash register will be taxed. Capital / funding requirements. In the case of expenses running over the profits the initial investment of cash on hand of $10,000 will cover those costs. Fees. The fees of $20/hr for the ball field permits required by Palm Beach County Parks 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. Merchandise / 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 collecting monies throughout the day and placing them in a safe box with a key lock. Only that staff member and 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. Profit ; loss statement. This will be completed at the end of the event.Cash-flow analysis. This will be completed at the end of the event. Budget Budget Detail. (See 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 Table ) 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 col lecting data on who brought in the coupons. Risk Management Identification. (of risks ; hazards) Some risks that may arise are balls leaving the playing field, wet playing surfaces and heat 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 heat stroke can happen to players and coaches due to the hot weather. Management. (of risks ; hazards) All situations will be forwarded to the tournament director.Incident reporting. All situations will be forwarded to the tournament director and local authorities if need be. Contingency plan. 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. Letter to Dignitary 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 every dugout to ensure hydration is maintained. Transportation. The location of this event allows for quick access to the interstate and airports as well as medical 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 authorities 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 Disability 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 Parks 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 Wast e 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 Study (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 Department. 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 certified 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 communi cation 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. Operational Plans Procedures ; checklists. (See table 2 pg. 17) Performance standards.The performance standards will be consistent with departmental goals, communicates clearly to all levels falls within budget guidelines, can reasonably be accomplished in specified time frame 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 Recreation Department. Fire / Accident. In case of fire/ 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 enough 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.Loc al 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 prevent theft. Signage. All signage will be hung on the fences of the fields in plain 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 Beach 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 reported to the tournament director. Emergency access and emergency management. The facility has gates that open for easy access for emergency personnel to get as close 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 course 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 mailing 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 survey’s, 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 Table 1 Event Timeline | 8 Months Out from Event| 3 Months Out from Event| Prepare posters, brochures, banners, etc. | | Reserve and confirm facility fees and permits| | Confirm participating teams| | | | | 7 Months Out 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, start/finish, volunteer check-in| | Complete 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| Mail thank you letters to sponsors, volunteers, and community partners| Approach corporate and media sponsors| Communicate final event participation count and amount of money raised to all sponsors| Confirm sponsors| Organize event binder for next year including suggestions and feedback|Table 2 Task| Person Responsible| Contact details| Check 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|   Ã‚  |   Ã‚  | Purchase trophies (if applica ble)|   Ã‚  |   Ã‚  | Collect perpetual trophies (if applicable)|   |   Ã‚  | Organize wall charts|   |   Ã‚  | Organize name tags|   |   Ã‚  | Check stocks of score sheets, sets etc. |   |   Ã‚  |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 entry fee ; distribute name tags|   |   | Erect wall charts, latest ratings and rules|   |   | Instruct novices on tournament protocol|   |   | Direct runners to collect name tags during last game|   |   | Prepare tournament expense/income report|   |   | Present trophies ; awards|   |   | Table 3 REVENUE 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| E XPENSES| 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|