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

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

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