Co-ordinator

FEASIBILITY STUDY (unit 5 HSFM)

1. Is the event a good proposal?
2. Are the appropriate skills available?
3. Will the community accept the event?
4. Who are the role players?
5. Who will participate as competitors and who will be the spectators?
6. What class/level of spectator will take part?
7. Is the appropriate infrastructure in place - facilities, equipment, emergency services?
8. Where will the event be held?
9. Will players and spectators be motivated to participate/attend?
10. Will the event attract media support?
11. Who will support the event - sponsors/investors?
12. Will all costs be covered? How?

REASONS FOR RUNNING AN EVENT - COPE, PLAN AND PREPARE (unit 3 EVMA)

1. Identify and agree what you want to achieve from your event, it's critical success factors, the type and level of participants, dates and probable locations
2. Develop and agree business and project plans for the event which address all identified objectives and risks
3. Identify and gain support of colleagues, key partners and other stakeholders
4. Negotiate and obtain agreement to stage the event
5. Develop and agree detailed project plans for the event showing links, dependencies and critical paths to the conclusion of the event

BUSINESS PLAN - AIMS AND OBJECTIVES (unit 3 EVMA)

1. Event requirements and facilities
2. Sport development
3. Ethics and good practice
4. Structure and management
5. Event support
6. Communications and marketing
7. Financial considerations
8. Risk factors and management
9. Performance monitoring
10. Implications for a successful event

THE BUSINESS PLAN - KEY ASPECTS (unit 5 HSFM)

1. Background to the planning and organisation of the sporting event
2. Purpose of the event, outlining all objectives
3. The programme to be included and the benefits thereof
4. A proposal for the event being a possible tourist attraction 
5. Goals and strategies outlined in detail
6. Details of the financial management policies and procedures to be implemented 
7. Financial assistance requirements
8. Any other items related to organisational structure  and details of key staff members

THE BUSINESS PLAN (unit 3 EVMA) *Everyone to contribute based on roles*

1. Cover page
2. Contents
3. Executive summary
4. Background and history
5. Event overview
6. Development plan
7. Event requirements
8. Marketing and communication plan
9. Financial plan and considerations
10. Management and business controls  
11. Risk management
12. Appendixes 

RESOURCES AND SUPPORT (unit 3 EVMA)

1. Facilities and equipment
2. Insurance
3. Media
4. Marketing and sponsorship
5. Provision for health and safety
6. Provision for public safety and security
7. Catering and comfort
8. Ticketing
9. Merchandising
10. Risk management
11. Staffing including volunteers

GENERAL PLANNING (unit 3 EVMA)

1. Event concept
2. Vision and mission
3. Setting objectives
4. SWOT analysis
5. Deciding on dates and venues
6. Event action Plan
7. Business Plan (everyone needs to help develop)

GANTT CHART EXAMPLE (unit 4 EVMA)

FOLLOW-UP AND EVALUATION (unit 7 EVMA)

1. What do you want to find out and why?
2. Who will use the info?
3. What research has been done already?
4. Is there any secondary data that could inform your research?
5. What methodology will you use to collect the data?
6. Sample size
7. Reliability of sample
8. Closed questions
9. Open questions

9 STEPS TO VENUE CLOSE-DOWN (unit 7 EVMA)

1. Security to facilitate departure of spectators and participants
2. Assist with flow of traffic away from venue
3. Clean-up crews to remove refuse and leave facility in a state prior to event
4. Removal of equipment
5. Returning of all equipment to rightful owners
6. De-briefing as a soon as possible after the event
7. Outstanding payments made
8. Contract sign-off with facility
9. Final accounting processing (closing budget)

DE-BRIEF REPORT (unit 7 EVMA) *Everyone to contribute based on roles*

1. Type of event, programme, dates, location, attendance
2. General statement about success of the event
3. Review of the business plan objectives and actions
4. Who was involved in planning and operations of the event and what their roles were
5. Overview of the programme and attractions
6. Reminder of health and safety aspects
7. Detailed analysis of the effectiveness of marketing and communications
8. Fundraising analysis measured against initial revenue plan
9. Final budget showing all income and expenditure
10. Recommendations for each area covered
11. Summary and conclusion
12. *Discussion in class - strengths and weaknesses analysis of each individual's role for the event *