Sporting or special event management
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Begin planning with sufficient lead time to execute a successful event ... Conduct pre-event planning sessions periodically to ensure that everything is being ...

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PowerPoint Slideshow about 'SPORTING OR SPECIAL EVENT MANAGEMENT' - Kelvin_Ajay

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Presentation Transcript

Planning l.jpg

  • Begin planning with sufficient lead time to execute a successful event

  • Conduct and evaluate market research

  • Answer in detail the who, what , when, where, why, and how questions

Selecting the venue l.jpg
Selecting the Venue

  • Location, location, location

  • Analyze the pros and cons of potential venues

  • Reserve the chosen facility

  • Negotiate the contract

Financing l.jpg

  • 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; naming rights; donations and gifts

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Teaming with Sponsors

  • Solicit potential sponsors with a cost-benefit analysis specific to each one

  • Sign contract with each sponsor with specifics about what each party commits

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Marketing the Event

  • Promotions—seek to create attention, maintain interest, arouse desire, and initiate action through the print and electronic media; arrange for give-a-ways as an incentive for attending

  • Advertising—develop and distribute the specific advertising items, such as posters, radio announcements, billboards, and television endorsements of recognized supporters or sponsors

  • Public relations—persistently inform, persuade, and remind potential guests of the event

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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

  • May choose to handle the sale of concessions, merchandise, and programs in-house if this would result in greater revenues—if so, would be responsible for

    • 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

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Working with the Media

  • Make sure all school, college, conference, and team rules are followed

  • Delegate working with the media to the Sports Information Office (college) or Media Relations (professional team), if possible

  • Provide timely and accurate information and access to coaches, athletes, or other key personnel for interviews

  • Meet reasonable requests for access to the facility for equipment staging prior to the event and on-site accommodations for reporting on the event to print and electronic media

  • Provide refreshments and access to appropriate technologies

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Legal, Ethical, and Contingency 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

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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

  • Compensate equitably and reward outstanding work

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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

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Providing Guest Services

  • Arrange for security personnel

  • Arrange for emergency medical personnel as well as provide first aid services

  • Provide rest rooms and drinking fountains and ensure that they are maintained and supplied

  • Provide accommodations for individuals with special needs

  • Schedule entertainment

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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 everyone’s 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

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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