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



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