SPORTING OR SPECIAL EVENT MANAGEMENT

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SPORTING OR SPECIAL EVENT MANAGEMENT
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Planning

• Begin planning with sufficient lead time to
  execute a successful event
• Conduct and evaluate market research
• Answer in detail the who, what , when, where,
  why, and how questions

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Selecting the Venue

• Location, location, location
• Analyze the pros and cons of potential venues
• Reserve the chosen facility
• Negotiate the contract

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Financing

• Identify potential costs and revenues, develop
  the budget, and manage finances
• Costsrental fees or facility utilization costs
  if venue is owned, such as utilities, equipment
  and supplies personnel facility set-up
  facility clean-up
• Revenuestickets vendor fees media rights fees
  sponsorships naming rights donations and gifts

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Teaming with Sponsors

• Solicit potential sponsors with a cost-benefit
  analysis specific to each one
• Sign contract with each sponsor with specifics
  about what each party commits

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Marketing the Event

• Promotionsseek to create attention, maintain
  interest, arouse desire, and initiate action
  through the print and electronic media arrange
  for give-a-ways as an incentive for attending
• Advertisingdevelop and distribute the specific
  advertising items, such as posters, radio
  announcements, billboards, and television
  endorsements of recognized supporters or sponsors
  
• Public relationspersistently inform, persuade,
  and remind potential guests of the event

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Selecting and Working with Vendors

• Establish a bid process to select vendors
• Contract with selected vendors, who will pay fees
  for the rights to sales these items at the event
• May choose to handle the sale of concessions,
  merchandise, and programs in-house if this would
  result in greater revenuesif so, would be
  responsible for
• Purchase, preparation, and sale of food items and
  associated personnel
• Purchase and sale of merchandise and associated
  personnel
• Development, printing, and sale of programs with
  associated personnel

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Working with the Media

• Make sure all school, college, conference, and
  team rules are followed
• Delegate working with the media to the Sports
  Information Office (college) or Media Relations
  (professional team), if possible
• Provide timely and accurate information and
  access to coaches, athletes, or other key
  personnel for interviews
• Meet reasonable requests for access to the
  facility for equipment staging prior to the event
  and on-site accommodations for reporting on the
  event to print and electronic media
• Provide refreshments and access to appropriate
  technologies

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Legal, Ethical, and Contingency Issues

• Ensure that all contracts are approved in advance
  by legal counsel
• Adhere to all federal and state laws, such as
  dealing with employment, accessibility, and
  safety
• Manage every aspect of the event based on the
  highest ethical standards, including financial
  accountability, non-discriminatory treatment of
  personnel and guests, and principled business
  practices

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Managing Personnel

• Establish a plan for the number of personnel
  needed to successfully execute the event
• Develop a recruitment and selection process that
  is non-discriminatory
• Clarify job expectations and develop requisite
  skills needed to complete job responsibilities
• Compensate equitably and reward outstanding work

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Providing for the Teams

• Meet the needs of athletes, coaches, officials,
  and other team personnel
• Distribute complimentary tickets in advance
• Ensure that locker rooms and training rooms are
  clean, supplied, and secured
• Provide an appropriate location for pre- and
  post-event media interviews

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Providing Guest Services

• Arrange for security personnel
• Arrange for emergency medical personnel as well
  as provide first aid services
• Provide rest rooms and drinking fountains and
  ensure that they are maintained and supplied
• Provide accommodations for individuals with
  special needs
• Schedule entertainment

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Managing Pre-, Day-of, and Post-Operations

• Develop tasks lists that include the personnel
  responsible for each task for all aspects of the
  event along with timelines for completion of each
  task
• Conduct pre-event planning sessions periodically
  to ensure that everything is being completed on
  schedule
• Develop contingency plans for potential
  emergencies, such as a natural disaster, fire,
  loss of electricity, medical emergency, or riot
  of fans that include specific responsibilities
  for all personnel to ensure everyones safety
• Monitor closely all features of the event on the
  day of and throughout the event and have plans
  developed to immediately address any issues that
  may arise

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Evaluating the Event

• Prepare a written after-event report
• Complete a financial analysis
• Analyze all operational to determine any problem
  areas that would need to be addressed in
  subsequent events
• Evaluate the performance of all personnel