Thursday, 4 June 2015

Our Events Team - Roles and responsibilities


Event Coordinator - Callum

  • Organisations sports development strategy 
  • Feasibility study
  • Develop the Business Plan
  • Oversee all operations pertaining to event
  • Sourcing the facility
  • Identifying resources and support
  • General planning
  • Design and implementation of Gantt chart
  • Set-up co-ordination
  • Open channels of communication
  • Identify steps to the venue take-down
  • Lead the post-event follow-up and evaluation


Operations and Logistics - Shayna

  • Participation rules and regulations
  • Design and implementation of entry system
  • Sourcing equipment and supplies
  • Tournament formatting
  • Team verification
  • Liaise with officials
  • Equipment checklist
  • Data capturing
  • Live tournament log updates
  • Tech table co-ordination
  • Liaise with PR
  • Dealing with logistical questions
  • Clean-up co-ordination
  • Returning of equipment and supplies
  • Thanks to suppliers


Marketing and Sponsorship - Thobeka and Calven

  • Coordinating the sourcing of sponsorship, donations and prizes for the event
  • Selection and promotion of supported charity 
  • Sponsorship proposal including golden rules and checklist
  • Event and fundraiser promotion, marketing and advertising
  • Steps for a successful fundraiser
  • Coordinating fundraising activities
  • Design and layout for promotional activities and branding for event
  • Link to sponsor (branding, resources, equipment)
  • Sponsorship servicing
  • Photography and video needs of the event
  • Coordinating prize-giving activities for the event
  • Thanks to sponsors
  • Sponsorship evaluation report
  • Evaluation report (promotional tool) for VC


Risk Management Services - Craig (assisted by our volunteers)

  • Health and safety issues
  • Risks associated with events
  • Risk analysis and risk register
  • Risk management
  • Emergency services co-ordination
  • First Aid management
  • Security and stewarding
  • Public health and safety
  • Injury profiling
  • Hazards
  • Incident reports 
  • Response planning sheet
  • Noise pollution
  • Alcohol abuse issues
  • Crowd management
  • Basic duties of security staff
  • Player checks off the field
  • Event evaluation - incident review
  • Event evaluation - overall


Communications and PR - Yolande

  • Match report form
  • Legal requirements – SA sport legislation
  • Operational communications
  • Local and regional by-laws
  • Event rules and regulations
  • All forms of communication
  • Tips for feedback
  • Participant indemnity forms
  • Participant and spectator surveys
  • Media contact (newspapers)
  • MC for event (music and announcements)
  • Contact with teams (enquiries & feedback)
  • Confirm/verify participants
  • Communications with charity
  • Design online presence (Page, fb, twitter, registration)
  • Monitoring online presence (Page, fb, twitter, reg)
  • Help marketing with design of event poster
  • Thanks – participants (Written)
  • Thanks – charity (speech)

    Finance and Facilities Management - Sihle



    • Facilities coordination
    • Facility evacuation procedure
    • Load shedding contingency plans
    • Safety checks of playing surface
    • Facility surveillance
    • Monitoring sanitation issues
    • Catering certificates
    • Facilities checklist
    • Venue layout and design
    • Entry fees
    • Payments co-ordination
    • Link with VC accounts 
    • Liaise with Operations (entries)
    • Budgeting
    • Liaise with Marketing (sponsorships + donations)
    • Fundraising finances (co-ordination)
    • Charity hand over co-ordination
    • Collection and filing of invoices
    • Ledger recording



    Tuesday, 2 June 2015

    The Sports Event Life Cycle


    Safety at Sport and Recreation Events Act (Act 2 of 2010)

    • Provide measures to safeguard the physical well-being and safety of persons and property at sport events
    • Provide for the accountability of event role players
    • Provide for certain prohibitions
    • Provide for the risk categorisation of events
    • Provide for the establishment of measures to deal with the safety and security at events
    • Provide for the accreditation of role players at events
    • Provide for event ticketing
    • Provide for the control of access of spectators and vehicles at events
    • Provide for the issuing of safety certificates for planned or existing stadiums or venues
    • Provide for the contents of safety certificates and amendments to safety certificates
    • Provide for the appointment of inspectors and their powers of entry and inspection
    • Provide for the deployment of security services
    • Provide for spectator exclusion notices
    • Provide for prohibition notices
    • Provide for the establishment of an appeal board and for appeals
    • Provide for public liability insurance for events
    • Provide for payment of fees
    • Provide for offences and penalties
    • Provide for matters connected herewith

    Monday, 1 June 2015

    Requirements for a successful Event


    • Identify target market
    • Sufficient time to co-ordinate the event
    • Avoidance of clashing with other events
    • Estimation of number of entrants
    • Sufficient time for completion of event
    • Accommodation of unforeseen problems
    • Determination of set-up and break-down times
    • Assess venue capacity, location and facilities
    • Size of venue should accommodate technical requirements
    • Public and transportation logistics
    • Special facilities suitable for the scale of the event (parking, ablution, disable access)
    • Crowd management
    • Format of the event - duration and schedule

    Key responsible Stakeholders


    1. Public Authorities - government, suppliers
    2. The Private Sector - sponsorship, strategic assessment
    3. Sport Federations - technical requirements
    4. Community-based Organisations - benefits of proposed event

    Sunday, 31 May 2015

    Event Evaluation

    Key areas of Evaluation

    1. Customer satisfaction
    2. Sponsorship evaluations
    3. Economic impact assessments
    4. Host perceptions of the event

    Reasons for evaluating

    • Results can be presented to sponsors
    • Presentation to future funding bodies
    • Capture and reflect the atmosphere of the event
    • Used when organising the next event

    Post-event evaluation

    • Refer to and compare with the original planning checklist
    • Feedback on experiences from players, spectators and others involved
    • Comprehensive plan with records of both positive and negative reports
    • Allow an independent party to assist with an official impact study

    Analysis Report

    • Aims and objectives of the event evaluation
    • Successful and unsuccessful aspects of the event
    • Variety of perspectives and responses
    • Collection of press clippings and photographs
    • Financial statements of the event
    • Promotional or publicity material relating to the event
    • Recommendations to consider for future events

    Generic Objectives

    • Attendance - audience count 
    • Demographic reach - surveys
    • Media coverage - publicity and advertising
    • Income - financial statements