For assignment Case One you are to select a sport and create a sport event proposal. Each student must select a sport from the List of Sports document found at the SAKAI course website resources section Case One folder. Each student must select a different sport from other students in the class by emailing the course instructor for approval by 9/23/18. A list of the sports already taken will be posted on the SAKAI course website (not two students in the class may use the same type of sport for project). In addition, the location of the sporting event will be the hometown in which you grew up in. If you grew up in multiple locations as a child select one and submit location in the introduction form to course instructor. International students will host the event in a city located in either Mobile or Baldwin County Alabama. Course student duplication in the type of sport and location of the anticipated sporting event will not be allowed for Case One project. ALSO, YOU MAY NOT CREATE AN EVENT PROPOSAL FOR AN EVENT THAT HAS ALREADY TAKEN PLACE OR PRESENTLY EXITS IN THE CITY WHERE YOU WILL BE HOSTING YOUR SPORTING EVENT. Directions and Evaluation areas for your response to Case One are outlined below. Directions/Evaluations: 1. Select a sport and location. Complete Introductory Form Case 1 and submit to SAKAI course website assignments area by Tuesday 9/23, by 11:55 pm. You may submit earlier. 2. You must get approval from course instructor in the sport and location of your event. 3. Create Event Proposal in document form- you will be graded on the following components a. Introduction- type of event, organization hosting event, dates/times, location, venues, participants, purpose of event. b. SWOT Analysis- internal strengths/weaknesses of organization hosting event and external opportunities and threats to your event? c. Vision, Goals, and Tactics- what are you attempting to accomplish by hosting event? d. Planning Pre-Event Operations, Workers Needed, Facilities, Meetings, Resources e. Logistics and Schedule of Events f. Potential Vendors g. Safety and Risk Management Concerns h. Potential Sponsors and Sponsorships i. Stakeholders and Community Partners j. Main Events and Possible Ancillary Activities k. Marketing and Promotional Event Strategies l. Itemization of the anticipated Expenses and Revenues of your event 4. Final case response is due to Sakai Assignments area on 11/4/18 by 11:55 pm. Refer to the SAKAI website Case One Folder for additional resources (checklists, articles, etc.) related to creating your sport event proposal. Below is information relating to the assignment which may or may not be a consideration of your event proposal and could be potential sections of your proposal report. Purpose of the Event The purpose will drive many decisions related to event design and event planning. Purposes of an event: promoting an issue, promoting an image for an organization, driving tourism, meeting sponsorship objectives, or promoting a sport. Event organizers should consider for whom the event is planned, such as sponsors, broadcast partners, local community, charitable causes, and sport governing bodies. All of these parties may have unique purposes and primary needs. Choosing the Type of Event Choose an event that will meet relevant stakeholders needs. The organizers need to take into account the purpose, format of the sporting event, and resources needed for success. Four additional factors to consider when selecting an event: Target market Time required to plan the event Timing of the event: scheduling, setup, and breakdown Availability, size of facility, and suitability of location SWOT Analysis A strategic tool allowing planners to analyze and identify strengths and opportunities and minimize weaknesses and threats. Strengths and weakness are internal (resources, structure). Opportunities and threats are external to the organization (economic and social environment). It is not sufficient to merely identify the strengths and weaknesses. Its important to analyze each factor to appreciate its implications. An honest assessment of each factor is required. The organizer cannot just focus on the good and trivialize the bad. This could lead to poor planning and poor results. Developing a Mission for the Event The mission provides the event with direction and can help with planning and decision making. Event organizers need to identify and communicate their mission to carry out decisions and activities related to the event. Organizers develop a mission statement that is a brief declaration that describes who they are and what they do. It communicates the organizations philosophy and values. The statement should be concise and convey a clear message. Every word should have a purpose. Setting Goals and Objectives Goal setting is a vital part of the planning process. Goals and objectives provide direction and define how the success or failure of an event will be measured. Goals are broad, qualitative statements that provide direction in support of the events mission. For example, create value for sponsors. Objectives are specific, quantitative statements that serve as measurable indicators of whether the organization is meeting its goals. Good objectives are specific, measurable, achievable, realistic, and timely (SMART). Planning Logistics Date: Consider other major local events, competing events, or holidays when scheduling the date. Time: Consider how long each contest will take. If there are multiple contests, take into consideration the time necessary to prepare the facility between contests and the amount of rest the competitors need in between contests. Location: Determine a host city or facility, which determines peoples likelihood to attend. Consider facility size, occupancy, and parking. Duration: Many events last one day but others are multiple days. Consider participants travel needs and facility availability. Thinking Creatively and Planning for Uniqueness There is a high level of competition for spectators, participants, and sponsors. Be unique to attract attention and separate from the other competition. Highlight a special element that makes the event desirable (e.g., location of the event). Uniqueness can start with the name of the event (e.g., Super Bowl). A simple idea can lead to great results (e.g., NHLs Winter Classic). Smaller events benefit from creative planning (e.g., mud run). Planning Promotional and Ancillary Components Further the organizers objectives by scheduling a variety of extra events such as fan expos and music festivals. Sometimes these events can support a cause: In conjunction with the Super Bowl, the NFL held the NFL Charities Celebrity Bowling Classic. Many events will schedule numerous ancillary events to meet multiple objectives. Developing an Operational Timeline Small events may only require a few weeks to a few months of planning. Large events may take years of planning. Planning should start 18 to 24 months before the event to work well with media, sponsors, and sites without being rushed. Identify tasks and logistical needs and budget an appropriate amount of time and money for completion. Tasks must be scheduled in relation to each other. Planning for Contingencies It is likely that something will not go as planned. Therefore, identify what could possibly go wrong and develop contingency plans to address what may go wrong. Create a level of preparation so that you can minimize problems and reduce the inconvenience to participants and spectators. Identify areas of concern and develop plans for dealing with each instance. Some problems are unlikely but should be planned for if the severity of the occurrence would affect the event. It should be a dynamic process. Continuous review and revision are necessary to identify additional risks and alternative ways to deal with risks.
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