TYPES OF EVENTS. Cultural Arts and entertainment Educational Sporting Recreational. Business and trade Private

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1 EVENT MANAGEMENT

2 DEFINITION Event management could be viewed as the planning, organizing, directing and controlling of event resources for a relatively short-term objective that has been established to complete specific goals and objectives Kerzner.

3 DEFINING EVENTS Are temporary occurrences, either planned or unplanned, finite length of time Are transient Every event is unique Specific duration, setting, management, people

4 TYPES OF EVENTS Cultural Arts and entertainment Educational Sporting Recreational Political Business and trade Private

5 SOCIAL RESPONSIBILITIES Economic Social Environmental

6 STRAY DOGS AT THE SOCHIGAMES

7 PURPOSE OF THE EVENT Key words: For example: Safe environment Fair competition Quality athletic experience Professional organisation, etc. Alice: Cheshire cat: Alice: Cheshire cat: Would you tell me please which way to go from here? That depends a good deal on where you want to get to. I don t much care where! Then it doesn t matter which way you go.

8 QUALITY SPORTING EVENT REQUIRES: Committee responsibilities fulfilled Quality officials Organised team managers Professional coaches Well trained athletes Etc.

9 QUALITY IS DEPENDENT ON: Time Cost Scope Need to deliver the project according to requirements. There is a trade-off between these three elements. If you change one, it will affect the others.

10 MANAGEMENT CYCLE Set purpose and goals Develop leadership Planning Recruitment Training Implementation Competition Evaluation

11 COMMITTEES Factors affecting the size of the Organising Committee: The magnitude / importance of the event The number of sports / activities The number of athletes The length of the event The support services needed The number of venues Human resources / volunteers available, etc.

12 Consider the following: Choose TEAM people (There is no I in team) Recruit people with expertise who won t let you down! Keep the team controllable (Too many is not functional -whose job is it?) Define the purpose and goals of each team Give responsibility to team members (Every individual to have their own job / purpose) Develop an action plan

13 PE III GROUP COMMITTEE STRUCTURE Leadership consider: Event director and Sports co-ordinator Event co-ordinator

14 COMMITTEE STRUCTURE Administration committee Finance Communication / correspondence Public relations Registration Facilities committee Venue and facilities Equipment Medical Security Catering committee Meals and refreshments Housing and transport Special events Ceremonies Awards Entertainment Sports committee Administration Facilities Catering Scheduling / programme Equipment Uniforms

15 TASKS: Discuss committee responsibilities Delegate responsibilities

16 WHOSE JOB IS IT ANYWAY? This is a story about four people named: Everybody, Somebody, Anybody, and Nobody. There was an important job to be done, and Everybody was asked to do it. Everybody was sure Somebody would do it. Anybody could have done it, but Nobody did it. Now, Somebody got angry about that, because it was Everybody's job. Everybody thought that Anybody could have done it, but Nobody realised that Everybody wouldn't do it. So, it ended up that Everybody blamed Somebody when Nobody did what Anybody could have done. (Source unknown)

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19 TIME LINES Planning must be completed well in advance of the event to be held. To establish a schedule, work backwards from the deadline to define the procedure. For example: Registration timeline What Date Step 1 Establish registration timeline and procedure Step 2 Develop the registration form Step 3 Send to relevant people Step 4 Collect all forms Step 5 Check for errors Step 6 Finaliseregistration list Step 7 Send to relevant committees Step 8 Event Step 9 Post event report

20 TASK Draw up a time line for venue development. Consider: Venue access Construction Equipment: Finalise lists Order Delivery Storage, etc. Set-up Walk through Take-down Clean-up Evaluation report, etc.

21 ADMINISTRATION COMMITTEE Finance Secretarial Public relations

22 TASK Each separate committee must establish its own budget. List all requirements Cost each item on the list Submit to the appropriate person Then Give thought to where cuts can be made Consider what items could be donated The budget will need to be reviewed on an ongoing basis!

23 The Waste and Corruption of Vladimir Putin's 2014 Winter Olympics The lights of the Olympic media centre near the Black Sea coast illuminate a neighbouring residential building

24 FACILITIES COMMITTEE Venue Signage Medical Security

25 TASK Signage The more information on site, the better! Who are you trying to communicate to? What are you trying to communicate? Each committee is to submit their signage requests to the facilities committee. Sochi rules in the bathrooms!!

26 CATERING COMMITTEE Meals: Who to serve? How many to serve? Where to serve? What to serve? (Menu) Special dietary needs? Refreshments: What to serve? Where to serve?

27 TASK Every committee will be required to; Discuss the refreshments needed in their particular area Reflect the cost in their budget Give a list to the relevant person

28 HOUSING AND TRANSPORT

29 SPECIAL EVENTS COMMITTEE Ceremonies Awards Volunteers VIP s

30 TASK Identify the volunteers needed for your particular area Identify target recruitment sources Discuss training required

31 SPORTS COMMITTEE Liaise with the relevant people to organise the following: Venue co-ordination and layout Human resource recruitment and training Equipment requirements Medical needs Refreshments Awards Staging Scheduling

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33 SCHEDULING This is the programme of events and must be co-ordinated to ensure an efficient and Figure Skating Event Schedule interesting event. Consider the facilities available, the time available and the format to be used Day Date Event Channel Time Tuesday Wednesday Sunday Feb. 11 Feb. 12 Feb. 16 Pairs Short Program Pairs Free Skating Ice Dance Short Dance NBC NBC NBC 10 a.m. 10:45 a.m. 10 a.m. Monday Feb. 17 Ice Dance Free Dance NBC 10 a.m. Wednesday Feb. 19 Ladies Short Program NBC 10 a.m.. Thursday Feb. 20 Ladies Free Skating NBC 10 a.m.

34 INDIVIDUAL SPORTS These are more difficult to schedule because of: The number of activities happening at the same time The number of athletes participating The number of events each athlete is permitted to enter Presentation of awards Staging and flow of athletes

35 TEAM SPORTS Finalise the number of teams Offer as many playing opportunities as possible Allow for enough rest time between games Stay on schedule Manage staging of teams so that time is not lost between games Consider the best format to be used

36 TOURNAMENT FORMATS Round robin Pool system Knock out Consolation Double elimination Ladders Up and down

37 LEAGUE / ROUND ROBIN Each team will play every other team.

38 NUMBER OF GAMES To determine the number of games, use the following formula: No. of teams X (no. of teams 1) 2 E.G: 4 teams enter, therefore the number of games will be: 4 X (4 1) = 4 X 3 = 12 = 6 games 2 2 2

39 TRY IT OUT. 6 TEAMS 6 teams 6 x (6-1)= 6 x (5) = 30 =

40 TRY IT OUT. 8 TEAMS 8 teams 8 x (8-1)= 8 x (7) = 65 =

41 FIXTURES: E.g. If 6 teams have entered, write down the teams as follows: 6 vs1 5 vs2 4 vs3 Keep team 1 fixed in its original position, rotate the other teams anti-clockwise. The next round would be as follows: 2 vs1 6 vs3 5 vs4 Continue until all of the fixtures have been completed.

42 FIXTURES: E.g. 7 vs1 6 vs12 2 vs1 0 vs3 3 vs1 2 vs0 2 vs1 4 vs3 3 vs1 2 vs4 1, vs1 2 vs4 6 vs5 4 vs1 3 vs5 2 vs6

43 If there is an odd number of teams entered, arrange the teams as follows: 0 vs1 7 vs2 6 vs3 5 vs4 Whenever a team is drawn against 0, no game will be played.

44 RECORDING ROUND ROBIN MATCH RESULTS This must be completed after each match Points are awarded as follows: 2 for a win, 1 for a draw and 0 for a loss. Team s Red Blue Yellow Green Won Lost Draw Goals for Goals against Points Place Red X Won 2 1 draw 1-1 Won Blue Lost 1-2 X Lost 0 2 Draw Yellow draw 1-1 Won 2 0 X Draw Green Lost 1-4 Draw 3-3 Draw 2 2 X

45 PLAYING TIME The amount of actual playing time needed would be as follows: Number of teams: 4 Number of games: 6 games Number of fields: 1 No. games/field: 6 games on the one court Start and end time: Opening/closing: Playing time: Length of games: Actual play: 14h00 16h00 = 2 hours 30 min 1 ½ hours 15 min/game with change-over time 12 min Teams lose time if they are not on court on time!

46 IF A TIE Use goal average, which is calculated by: Goals for divided by goals against OR goals for minus goals against If still a tie, there are other systems in place. For example: result of match between tied teams

47 TASK: You are the sports director at your local school. You have been asked to plan an inter-house netball tournament for both senior and junior teams. There are 4 houses in the school. The time scheduled for this event is a Wednesday afternoon from 14h00 to 15h30. You have two netball courts at the school.

48 FEEDBACK: 2 courts, 2 tournaments Seniors and juniors follow the same schedule Everybody plays everybody else round robin format Optimise playing time (try to schedule fair rest breaks for every team) Need change-over time to ensure you stay on schedule Include an opening and closing ceremony

49 POOL SYSTEM When a large number of teams participate divide teams into two pools. Each team plays every other team in their pool. Points are allocated as for the round robin system. Results are then determined by cross-pool play-offs Cross-pool play-offs can be either: 1 vs 1, 2 vs 2, etc. to determine final placing OR 1 vs 2 and 2 vs 1, etc., which is then followed by the winners of each of the matches playing each other for final placing Teams are divided into pools according to their seeding: Pool A Pool B

50 EXAMPLE Pool A Pool B Divide teams according to their seeding

51 POOL A

52 Team1 3 Team 4-0 Team 1 2 Team Team 4 2 Team Team 5 4 Team Team 8 0 Team 5-3 Team 1 6 Team 8 0 Team 4 3 Team Won Lost Goals for Goals against Points Place

53 POOL B 7 vs 2 6 vs 3 6 vs 2 3 vs 7 3 vs 2 7 vs Team 2 2 Team 6-1 Team 2 4 Team Team 2 3 Team 3 2 Team 3 3 Team 3 4 Team 6-1 Team Team 6 1 Team Team 6 0 Team 7-3

54 POOL PLAY OFFS Pool A determine final placing in pool Pool B determine final placing in pool Then Pools play each other either 1 vs 1, 2 vs 2 etc to determine final place or 1 vs 2, 2 vs 1 then Winners play for final place

55 TASK: You have been asked to schedule the matches for a 7-a-side soccer tournament for 12 visiting teams at your school. Determine the best format to use. The tournament is scheduled to start at 08h30 and end at 16h00. You have 3 fields available.

56 FEEDBACK: Pool system 6 per pool Both pools follow the same schedule Everybody plays everybody else in pool Show play-off schedule Optimise playing time Need change-over time Include an opening and closing ceremony

57 SINGLE ELIMINATION (OLYMPIC SYSTEM) Good for a large number of entries, a short period of time, and a limited number of courts or fields. It is the easiest of all the tournaments to run. When players win, they continue and when they lose, they're out. The downside of this type of tournament is that halfof your players will be out after the first round. Accurate seeding is needed to run a good tournament. Minimally, try to seed the top four entries, but seed more if you can. If you have a large number of players, you can have multiple tournaments.

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62 CONSOLATION The Consolation is a single elimination tournament with a loser sbracket. After the first round, the winners move out on the right side of the original bracket. The losers are put on a new bracket. The winner of the original bracket is the Tournament Champion. The winner of the new bracket is the Consolation Champion. Accurate seeding is needed to run a good tournament.

63 Consolation

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65 DOUBLE ELIMINATION This is very similar to the Single Elimination tournament with one major difference; you must lose two games to be eliminated from the tournament. This also means the tournament takes longer to finish. Winners move out to the right of the bracket. Losers move to the bracket below the winners bracket (L1-L11). Seeding is basically the same as the Single Elimination. There is a crossover that takes place when losers of the quarterfinals move to the losers' bracket. Follow the bracket template. This allows the player/teams to play a different team. However, in the final rounds of the losers bracket players/teams will likely play a team twice.

66 ADVANTAGES DOUBLE ELIMINATION This system really can reduce the effect of bad luck in the draw on whether a player wins or loses. Because the element of luck is controlled, the ability of champion and runner-ups produced by this system is more respected by other players and fans Also, in a tournament, the situation that sees players meet in the qualifying round and also in the final can be seen, with the players who lost earlier having a chance of revenge, adding an extra talking point to a match.

67 DISADVANTAGES The disadvantages of the system Because the players/teams have a second life if they lose in a tournament that uses the double elimination system, the number of matches is doubled, requiring more time. This shows that, although the double elimination system is rigorous, it is complex and time-consuming. This is why it is often used in small-medium sized tournaments such as intra-school, local tournaments) while most large tournaments don t use this system. The double elimination system reduces the role played by luck, so is more of a faithful refection of player ability, making it a very fair tournament system.

68 NUMBER OF MATCHES CALCULATION FORMULA Double eliminationnumber of matches =(N-1 ) 2 +1 For example, in a tournament with eight teams, if the single elimination system is used only seven matches are needed to produce the winner, whereas are need for the double elimination system

69 NUMBER OF MATCHES CALCULATION FORMULA Double eliminationnumber of matches = (N-1) teams 8 teams 10 players 12 players 16 players

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73 ADVANTAGES DOUBLE ELIMINATION This system really can reduce the effect of bad luck in the draw on whether a player wins or loses. Because the element of luck is controlled, the ability of champion and runner-ups produced by this system is more respected by other players and fans Also, in a tournament, the situation that sees players meet in the qualifying round and also in the final can be seen, with the players who lost earlier having a chance of revenge, adding an extra talking point to a match.

74 DISADVANTAGES The disadvantages of the system Because the players/teams have a second life if they lose in a tournament that uses the double elimination system, the number of matches is doubled, requiring more time. This shows that, although the double elimination system is rigorous, it is complex and time-consuming. This is why it is often used in small-medium sized tournaments such as intra-school, local tournaments) while most large tournaments don t use this system. The double elimination system reduces the role played by luck, so is more of a faithful refection of player ability, making it a very fair tournament system.

75 NUMBER OF MATCHES CALCULATION FORMULA Double eliminationnumber of matches =(N-1 ) 2 +1 For example, in a tournament with eight teams, if the single elimination system is used only seven matches are needed to produce the winner, whereas are need for the double elimination system

76 NUMBER OF MATCHES CALCULATION FORMULA Double eliminationnumber of matches =(N-1 ) teams 8 teams 10 players 12 players 16 players

77 LADDERS The most popular form of an extended tournament. It is best with pairs or individual entries, such as racket sports. Ladders can be created by ability grouping Players challenge the person or team above them on the ladder. If the challenger wins they exchange places with the loser of the game. If the challenged player wins they stay where they are on the ladder. Set a time limit for challenging, usually one week is fine. If a player does not challenge within that time period they move down the ladder. Also, do not allow players to play the same person or team twice in a row.

78 TASK: You are the sports director at your school You have been asked to run a recreational squash club Would you consider implementing a ladder system for the club? Explain your answer What rules would you put in place to ensure an effective ladder system is implemented?

79 UP AND DOWN Best when you have a short period of time and limited courts or fields. It is an easy tournament to run and allows for more playing time than other tournaments. First determine the length of time that you want your games to be. Take the total time that you have available and divide it by the number of games that you would like to play. Example: If you have six courts, number them one through six. Assign players/teams to each court. Try to place the better players on courts one, two, three. Play your first game. When the time limit is up the winners move up one court (toward #1, the King or Queen court). The losers move down one court. (All other winners and losers must change courts.) The winners on court one stay on court 1, the losers on court 6 stay on court 6. If there is a tie, the team/ player that had the highest score first wins. Example: the score is 4-4, if my team reached 4 first, we win. If you have more players/teams than courts, have one player/team waiting to play next on a court. When you use this system, the winners move up and play, the losers go down and sit out the next game.