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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