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Human Resources – the Event Presentation Team Bert HÖRHOLD Brussels, 2010-11-14 PowerPoint Presentation
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Human Resources – the Event Presentation Team Bert HÖRHOLD Brussels, 2010-11-14. Introduction Bert HÖRHOLD experiences as a member of Event Presentation Teams since 1977 in almost 300 events from low level upto top level competitions, such as... IAAF WC 1993 Stuttgart

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Human Resources – the Event Presentation Team Bert HÖRHOLD Brussels, 2010-11-14


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    1. Human Resources – the Event Presentation Team Bert HÖRHOLD Brussels, 2010-11-14

    2. Introduction • Bert HÖRHOLD • experiences as a member of Event Presentation Teams • since 1977 in almost 300 eventsfrom low level upto top level competitions, such as... • IAAF WC 1993 Stuttgart • EA EIC 2002 Vienna • EA EC 2002 Munich • ISTAF Berlin 1997 – 2010 • IAAF WAF 2006 – 2008 Stuttgart • IAAF WAF 2009 Thessaloniki • IAAF CC 2010 Split

    3. Human Resources - the Event Presentation Team • Target of Event Presentation how to make athletic competitions • more understandable • more entertaining • more interesting • more attractive • more exciting to create additional value for our customers: the spectators, sponsors and organising city the Event Presentation Team has to be the guide for our customersto achieve the target

    4. Human Resources - the Event Presentation Team The team within the organisation infield judges cooperation / coordination starter team call room Event Presentation Team host broadcaster meeting director/technical delegates protocol IT / competition management facility / logistics safety

    5. Human Resources - the Event Presentation Team Who are the team players... typical example for a top-/high level presentation Infield AwardCeremony TVProduction Finish Line

    6. Human Resources - the Event Presentation Team Team “Finish Line”

    7. Human Resources - the Event Presentation Team • The Event Presentation Manager (EPM) • is head of the Event Presentation Team • has a key role in the organisation of the competition • has the force to decide on the course of events Tasks of EPM 1. preparation of competition • is involved in the planning of the competition script /running order from the first draft till the final version isreleased (example: next slide) • makes suggestions on the cast of team members • announces team members when decisions are taken and is responsible for them within the organisation • is responsible for the working conditions of the team:set-up of place and position in the stadium!! attention !! ticket sale

    8. Human Resources - the Event Presentation Team time music video screen event announcer

    9. Human Resources - the Event Presentation Team

    10. Human Resources - the Event Presentation Team

    11. Human Resources - the Event Presentation Team • The Event Presentation Manager (EPM) Tasks of EPM • takes care of the technical equipment- location and position of the team in the stadium- video screen(s) / scoreboard(s)- communication equipment- TV equipment- sound equipment- light equipment (indoor events)- CIS monitors • delegates detailed planning/execution to technicalpartners or other team members • is part of organisation meetings • briefes the team...

    12. Human Resources - the Event Presentation Team • The Event Presentation Manager (EPM) Tasks of EPM • to achieve consistencies concerning an accurate timingEPM communicates procedure details with the TV director (a clear signal how/when the presentation on TV starts and which competitions are introduced athlete by athlete and on which athletes’ TV will focus in a reduced presentation format like a 5000m race). • plans the budget for Event Presentation and is in charge of staying within released limits including expenses for technical partners.

    13. Human Resources - the Event Presentation Team • The Event Presentation Manager 2. during the competition • has a close contact to the Competition Manager and tothe TV Director of the Host Broadcaster • acts according to the principles and details of theevent presentation plan / script • has the possibility to decide whether certain events or attempts may be stopped as well as accelerated to bring the top highlights in a successive order or to help TV to catch up on the live event and to help the spectators in the stadium to follow the highlights of competition • informs the team and coordinates necessary actions to be taken (e.g. interruption of the competition due toan award ceremony) • EPM’s decisions are accepted by theorganisation (there is no time to ask !)

    14. Human Resources - the Event Presentation Team • The Event Presentation Manager 3. trouble shooting: typical problems to take into consideration • interface to the stadium scoreboard / video screen notsupported by IT partner • different TV signals and standards which do not match • frequencies of radio cam not officially released • sound too loud in the press area • people near to the press area do not understand theannouncers • communication equipment not according to definedstandards • clean feeds are not supported by broadcaster • broadcaster has the 1st choice to thewinners interview (ask your HB !!)

    15. Human Resources - the Event Presentation Team • The Event Presentation Manager 4. Summary • cross-functional task with a high accountability therefore a person is needed who • knows the requirements of our sport and its presentation • is a reliable person • is a leader and team player as well • is able to work under pressure • has technical knowledge of TV broadcasting and audio-visual presentation methods and .... • is tolerant on so-called know-it-alls who know everything better especially after the event.

    16. Human Resources - the Event Presentation Team • The assistant of the Event Presentation Manager • supports and disburdens the EPM • gets responsibility for certain elements/tasks of the EPMespecially when a session is very long • follows the field events in particular • has contact to the chief judges in the field to steer theinfield events according to requirements of dramaturgy • The secretary of the Event Presentation Manager • sorts and distributes incoming papers like start lists, results, flash interviews... • checks whether the latest changes reported by thecall room are mentioned in the start lists • records the real times of each action in the competition script for future optimization

    17. Human Resources - the Event Presentation Team • The Videoboard Manager / Video Editor • supports the EPM in all belongings of video presentationin the planning phase as well as during the competition • establishes the CDC for the video equipment which isnecessary for the “Fan TV production” • clarifies the interfaces between the broadcast unit ofTV production and video equipment in the stadium • prepares the sponsors’ videos • prepares logos / screen presentations / animations • cuts / converts pre-produced video sequences as required • selects the videoboard signal from different TV feedsprovided by the host broadcaster (recommendation: leading signal for the choice of the videofeed is the announcers’ speech)

    18. Human Resources - the Event Presentation Team • The Videoboard Manager / Video Editor • selects from provided TV feeds- integrated feed- track- field 1, 2, 3...- own mobile cam feed- time keepers’ feed- result services’ feed • selects live signals, avoids to show recordings of events /attempts which are older than 5 minutes (like TV does) • Result Services Manager • usually recruted by IT partner (CIS provider) • presents startlists, results, result graphics for award ceremonies, reaction times • is guided by listening to the announcers

    19. Human Resources - the Event Presentation Team • The Announcer (Athletics expert) • has a well sorted archive • is well prepared for the competition • guides the spectator to the major highlights • less is more......especially in terms of a tough schedule the announcer should focus on the most important competitors andhighlight those • is familiar with the competition rules • is able to explain rules in a simple way for the spectators • continues the announcements of a competition introduced by the anchorman / host • supports the EPM with his expertise and overview during the competition

    20. Human Resources - the Event Presentation Team • The Announcer (Athletics expert) to do a good job the following pre-requisites are a must: • perfect view on the trackrecommendation:the announcers should be placed in the stands tonotice the reactions of the spectators and to keep in touch with the EPM and the other announcer(s) • common communication system to hear the infield announcer / anchorman talking and the EPM’sdirections • fast and reliable competition information system

    21. Human Resources - the Event Presentation Team • The Music Producer / DJ • has well sorted sound archive (music / jingles...) and stores music by categories • plans suitable music / sounds for different situations • is able to cut and mix music • has a jingle machine (approved: software sampler triggered by a midi keyboard)e.g. sound for a new result on the videoboard • music quickly accessable by different themes / genres • has a common theme for all presentations to achievea certain recognition value for the spectators • cheers the spectators to clap their hands with suitable sounds • for international championships it is necessary to have aflexible access to national anthems

    22. Human Resources - the Event Presentation Team

    23. Human Resources - the Event Presentation Team Demonstration

    24. Human Resources - the Event Presentation Team Team “Infield”

    25. Human Resources - the Event Presentation Team • The Anchorman / Host / Infield Presenter • is the visible presenter of the event • guides through the programme • introduces what’s coming up soon (highlights the nextoutstanding events) • is responsible for the infield presentation, mostly the athletes’ line-up before technical events • inspires the spectators to cheer, conducts crowd competitions • interviews athletes, coaches, former athletes, individualspectators, other VIPs or people of interest • english language is a must (exception: national championships/meetings without international attendance)

    26. Human Resources - the Event Presentation Team • The Mobile Cam (Radio Cam) • provides pictures of:- the presenter’s position (Anchorman)- interviews with athletes- athletes’ presentation of field events- award ceremonies • delivers pictures of events which are not covered by the host broadcaster so that the EPM is independent from thehost broadcaster by offering live pictures for the spectators

    27. Human Resources - the Event Presentation Team • The Infield Manager • right hand of the EPM in the competition area / infield • supports the line-up of athletes to be presented • troubleshooting – tries to solve unexpected problems in the competition area (because EPM is rooted to the spot) • fetches information about specialities at the competition area (e.g. talks to judges, starters, call room staff) • supports the anchorman and the mobile cam • is connected via in-ear communication system with the anchorman, the mobile cam, the EPM

    28. Human Resources - the Event Presentation Team ... Team “Award Ceremony”

    29. Human Resources - the Event Presentation Team • The Award Ceremony Manager • is responsible for his own team • is responsible for complete attendance of - athletes to be awarded- those honouring the athletes • is responsible for his team supplying medals / flowers / presents • is in charge of the flagpole operators hissing the correct flags • makes sure that the announcer(s) know who awards the athletes • signals the EPM when everything is ready for the award ceremony

    30. Human Resources - the Event Presentation Team • Development of new ideas • The team should consist of very ambitious people keen on continuous improvement by self reflecting / self criticising and creating / producing new ideas. • Some examples of our ”think tank” • a system able to predict probable times when it’s the following athletes’ turns in a running competition – based on live data from CIS (possible collisions can be noticed and avoided)“computer aided anticipating” • further development of the music tool (playing songs from the running order as well as video clips) • more graphic contents to present facts and figures • use of videoboard for continous result service (rolling stripeat the bottom of the picture with top 3 results in the runningfield events)

    31. Human Resources - the Event Presentation Team NR Q

    32. Human Resources - the Event Presentation Team Points benchmark: strenghts and weaknesses

    33. Human Resources - the Event Presentation Team Videoboard Shot Put: 1. Cantwell (USA) 20.18 2. Hoffa (USA)

    34. Human Resources - the Event Presentation Team THANKSfor listening