Module 1 - Introduction: A Special Events Primer
Online Lesson
Organizing Special Events
No matter how major or minor an event, it takes the same basic elements to produce a well organized, professional program. Recreation and sports professionals should always strive to create the safest and highest quality program as efficiently as possible. The only way to accomplish this is through careful planning.
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It is very important that you have a plan before involving any
other people. If you do not, then your staff and volunteers will
develop their own plans and total chaos will be the result. The
key to special event programming is to plan, direct, and organize
the unit to one common goal. The primary determination of the "success" of every event is NO ONE (staff, participants, spectators, entertainers, bystanders or vendors) WAS HURT! Safety is the number one priority of every aspect of event planning! The following outline will give the basic planning components necessary to create a quality special event. |
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I. The Event
In order to test your event management skills, you must first have an event. Events can be
invented or created by you or someone in your agency. Events may also be obtained by bidding. In the bidding process the successful bidder obtains the "Rights" to host the event.Benefits of hosting an event are threefold.
1. Creating greater awareness of your town and showing off the talents of your citizens.
2. Providing opportunities for local competitors to test their skills against a larger competing body.
3. Generating revenue for your city and/or organization.
II. Organization
The structure of the event is primary in the success of managing the activities. The
development of an organizational chart does not assure success. It does however, clearly define what is needed. The true test of an event manager is assigning the identified tasks to competent people.The basic chart includes Board of Directors, Event Manager, and Division Managers. The Board of Directors are legally and morally responsible for the overall management and administration of the event The Division managers are responsible for all activities within their division. The remainder of this monograph will cover areas within the divisions.
III. Administration
The Administration Manager is responsible for personnel, evaluations, finances, legal,
organizational structure, insurance, and bids.A. Personnel and Volunteers
It takes people to operate a successful event. Depending on the event, your requirement may range from a handful to several thousand people. The first steps in this process are to identify the needs; develop brief job descriptions; establish policies and procedures; create an information system for storing volunteer names; develop an educational program to inform committees and volunteers of their roles and responsibilities.
B. Finance/Budget
No event can go on without a budge Your planning and budgeting process should go on simultaneously. The financial process is riot an option. It is a legal, ethical, and managerial imperative to know what you have, where it came from and where it is going.
C. Legal
As you are well aware, an event can quickly become a disaster as a result of one accident. It is advisable to obtain the services of a lawyer before finalizing any bids or plans.D. Insurance
The insurance and legal components go together. Both can be seen a protection and preventative planning. Accidents will occur whenever humans are involved. You, your spectators, and the participants deserve protection.
E. Evaluation and Clean-up
Have you noticed how everyone disappears as soon as the "Fat Lady Sings?" No matter how successful the competition appeared, it will be a disaster if items borrowed are not returned; volunteers are not thanked; bills are unpaid; money goes uncollected; promises to sponsors go unfulfilled; a final summary is not written. Th
is process takes about as much time as planning the competition, however, it is harder to complete because the people involved are not as motivated.
IV. Operations
The operations manager is responsible for medical, communications, accreditation, concessions, transportation, accommodations, security, tickets, facilities/equipment, parking, sanitation, television, food service, programs, signage, and warehousing.
A. Medical
Medical services can range from the need for an aspirin to a cardiac arrest. Participants, spectators, volunteers, and staff may need the service. NO event should go on without a medical plan.
B. Communications
This committee must identify the needs of the various committees and determine how they relate. Communication equipment must then be obtained, controlled and returned.
C. Tickets
Tickets are a means of admission control. It is also a cash item, therefore must be accounted for like cash. A schedule of events must be in place in order to develop and implement a ticketing program.
D. Facilities/Equipment
No event can go on without a venue and equipment. it is extremely important to select a facility adequate for your event. An equipment committee should be established to identify needs, warehouse, inventory, deliver, and return all equipment.
E. Security
People attending and participating in your event have the right to feel they are in a safe and secure environment. These days you can not prevent everything, but you can curtail illegal activities by having police, national guard and civil defense personnel present.
F. Parking
This seems like a minor-detail, but from experience you know that parking is your first impression of the event. The goal of the parking program is to plan and implement an efficient, effective, and profitable parking operation.
G. Concessions There is a captive audience that gets hungry at events. Through a concession operation, you have an opportunity to generate additional revenue. Concessions can be operated by a volunteer committee, contractor, or within your agency.H. Food Service
Depending on the size of the event you may need to provide-food for officials, coaches, participants, media, volunteers, staff, or Vip's. Sources and the most efficient means should be researched in your community.
I. Sanitation
This job is NOT fun, however, it is instrumental in the success of the event. You must provide facilities and services necessary to keep the site clean, hygienic, and free of garbage. Public
restrooms must be adequate for the crowd, clean, and supplied.J. Accreditation
An accreditation procedure allows you to determine who goes where and how they may be identified. You can use this procedure to assist in an efficient operation and to assure maximum enjoyment by spectators.K. Transportation
Transportation can be a nightmare if the committee is not well organized. The best advice is to develop a plan, inform participants what is available, and operate on schedule.
L. Programs
Programs give you a means to promote the event, provide exposure for advertisers, and generate revenue. A program can pay for itself through the sale of ads. The ultimate goal for a program is to enhance your event.
M. Accommodations
A Committee should work with local hotels to develop a plan when over night accommodations are required for your event. Listings of hotel locations and phone numbers should be included in your registration material.N. Television
To obtain television coverage you must own the event rights and you must convince a broadcaster that your event is wanted and needed by viewers. Television can provide
information, education, promote sponsors, promote the event, increase awareness, and provide entertainment.0. Signage
Signs provide a means for directions, sponsor ensure, and information displays. in the sign program you must identify the needs, materials, messages, and how, when and where to install.
P. Warehousing
This section is responsible for purchasing, receiving, storing, and distributing the goods needed for the event. Space, location and personnel are key considerations when organizing this section.
V. Special Services
The Special Services Manager is responsible for special policies and procedures, living
allowances, bomb threats, jet lag, doping and day care. The special services manager does not implement policy. Rather, this person acts as "Devils Advocate" to pose the toughest questions that could be raised so that no one can be caught by surprise. Some examples of the areas looked at include: Day care, withholding taxes, V.I.P. seating, wet weather, vehicle permits, alcohol policy, contracts, lost children, reimbursements, parking, foreign currency, conduct codes, doping, sex determination, autographs, incident reporting.
VI. Hospitality
The hospitality manager is responsible for protocol and ceremonies competitor and spectator services, hospitality and entertainment, awards and gifts, and festivals.
A. Media and Public Relations
Who's winning," How much are the tickets? Where is it? What is happening? These are the types of questions that must be answered through, publicity, promotions and advertising. Publicity is your window to your supporters and the public.B. Sponsorship
As the Event Manager you need to identify what is sponsorable and what you can offer for the sponsors commitment. Sponsors are looking, for quantifiable numbers, and descriptions of the event. They want a return for the dollars spent. You need to work hard to make them feel they've made an excellent choice.
C. Promotions
The key in making promotions part of your event is to determine why you wish to conduct the promotion and then carefully- plan the promotional activity. Promotional activities should draw media attention, increase attendance, enhance image, and increase exposure of sponsors.
The Technical Assistance Manager is responsible for identifying all the technical needs including scoring, timing, playing area dimensions, and equipment specifications. Most of this information comes from rule books and technical manuals prepared by sport governing bodies.
Special Event Forms
 | Event Committee Organization |
| Special Event Checklist |
| Budget Planning Checklist |
| Audio-visual Checklist |
| Floor Plan Checklist |
| Special Event Evaluation (Staff) |
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