Touch Rugby Tournament organised by Varsity College Sports Management students
Thursday, 13 August 2015
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
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
Sunday, 31 May 2015
Event Evaluation
Key areas of Evaluation
- Customer satisfaction
- Sponsorship evaluations
- Economic impact assessments
- 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
Saturday, 30 May 2015
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