SPORTING OR SPECIAL EVENT MANAGEMENT

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SPORTING OR SPECIAL EVENT MANAGEMENT
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Competencies of Sporting Events Managers

• Maintains effective communications with staff,
  such as by clearly communicating performance
  expectations
• Designs plans and controls event logistics
• Uses good verbal and written communication skills
• Utilizes effective time management techniques

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Planning

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

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Logistical Planning

• Facility selection
• Financial planning
• Personnel
• Legal issues, such as permits and licenses
• Insurance

• Marketing, including advertising, public
  relations, and promotions
• Tickets sales
• Working with the media

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Logistical Planning

• Parking and traffic control
• Customer services, including for fans with
  special needs
• Food services and concessions
• Merchandise sales

• Entertainment
• Medical services
• Hospitality
• Security
• Crisis or emergency management
• Maintenance

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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, including cost,
  personnel, and scope of responsibilities for the
  facility versus the event

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Financing

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

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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
• Supervise appropriately
• Compensate equitably and reward outstanding work

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Legal 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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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
  or
• Handle the sale of concessions, merchandise, and
  programs in-house, if this would result in
  greater revenues
• 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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Providing Guest Services

• Adequate and trained security personnel
• Adequate and trained ushers and crowd management
  personnel
• Adequate and trained medical, emergency, and
  disaster services
• Accurate and informative signage
• Helpful personnel
• Clean and properly supplied rest rooms

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Providing Guest Services

• Adequate parking and traffic control
• Accommodations for individuals with special needs
  
• Entertainment
• Food services and concessions
• Program vendors
• Merchandise vendors

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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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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

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Event Planning and Management

• As a recreation specialist in your hometown (or
  another town of your choice), you have been
  assigned to plan and manage a community fun
  run/10K race. This event must be self-supporting
  with revenues covering costs. Describe everything
  you must do to plan (in advance) and manage (the
  actual event) this community fun run/10K race. Be
  sure to include all aspects of this event from
  personnel to logistics.