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Anthony Hunter notebook assignment.docx Size : 33.943 Kb Type : docx |
Anthony Hunter
Eagles Soccer Shootout
April 9, 2012
Table of Contents
Notebook Assignment #1 Choose an Event pg. 3
Notebook Assignment #2 Research two related events pg. 3-4
Notebook Assignment #3 S.W.O.T. Analysis pg. 5-6
Notebook Assignment #4 Create a Logistics Checklist pg. 7-12
Notebook Assignment #5 Present a complete hospitality plan pg. 12-13
Notebook Assignment #6 Perform a Risk Analysis pg. 13-16
Notebook Assignment #7 Create a Marketing Plan pg.16-17
Notebook Assignment #8 Prepare a Title Sponsor Proposal pg. 17-19
Notebook Assignment #1
My event notebook is going to be about a soccer tournament that is geared to the higher caliber or college bound players. This tournament will be offered to both girls and boys teams from ages under 14 all the way up to the age under 18. It will be held during labor day weekend and will be a three day tournament starting on the 1st of September and ending on the 3rd of September. The cost of my tournament will only be $600 per team which is pretty cheap when you think about other college showcases that are held around the country. The reason for having this tournament is to bring in the best talent from around the state of Florida as well as from around the whole country. The competition that you will be playing at this tournament is going to be the best of the best so if you really want to be challenged this is the tournament that you would like to come to. This tournament I hope will become so nationally known that college coaches will be coming to the tournament to look at the talent of players in the tournament and may actually sign some of the players that they may see play at this tournament.
Notebook Assignment #2
1. Gator Soccer Showcase
This tournament is only offered to girls teams from ages less than 10 years old all the way up to less than 18 years old. This tournament usually has in between 50 -75 teams that compete in this tournament. This is one of the best known and biggest soccer tournaments in the state of Florida. They end up getting many coaches from all over the country to come and watch this tournament that usually happens on or around Presidents Day weekend in February. At this tournament all players and participants end up getting a free private tour of the University of Florida. Also at this tournament everyone that participates in the tournament also gets to see a free exhibition match between the University of Florida’s women’s and another one of the premier women’s soccer team like the University of South Florida and Florida State University. At this tournament you offered a minimum of three games with as much as five games if you where to get to the finals. The price of this tournament is $600 for the under 10 teams all the way up to the under 14 teams. The price for the older teams which range from under 15 all the way up to under 18 is $750. A couple of the big sponsors that this tournament has are McDonalds as well as Florida Youth Soccer Association (FYSA) and finally USA Soccer.
2. Score at the Shore Soccer Tournament
This is the best soccer tournament by far than in the state of Florida. This tournament is usually the same weekend as the Gator Soccer Showcase which is President’s day weekend in February. This tournament attracts many soccer coaches from all over the country. It will host teams from many different age groups ranging from under 13 boys and girls all the way up to under 19 boys and girls. The cost of this tournament is $1,000 which makes it the most expensive soccer tournament in the state of Florida. It hosts over two hundred teams in this tournament every year even with the price of the tournament. It is a tournament that guarantees any team that plays in this tournament a minimum of three games. In this tournament you have no finalist or winners. It is just a tournament that you should go to if you want to get looked at for college. It is not a tournament that you should go to if the only thing that you care about is nothing but winning. This tournament has a big welcoming party at what one of the hotels that the tournament suggest to stay at on the Friday night before that tournament starts on the Saturday for all of the participants as well as parents and coaches.
Notebook Assignment #3
Strengths
· Weather
· Location
· Precise/ on time
· Faculties
· Connections
· Good team of people around team
· Scheduling
· Management
· Budgeting
· Leadership
· Planning
· No exact target market looking for
· Organization
· Opportunities
Weaknesses
· Table/chairs and tents
· First aid/ serious injury
· Motivation
· Writing
· Problem solving on the fly
· Stressed
· Unknown tournament
· Communication
· Finding volunteers
· Sufficient funds
· Transportation
· Attention to Detail
Opportunities
· Getting soccer shops or sporting goods stores to help sponsor
· Partnering with FGCU: giving free tour of the school
· Professional player or local newscaster making an appearance
Threats
· Other Showcase soccer tournament around the state
· Economy
· Weather
· Other soccer tournaments at the same time
Notebook Assignment Number #4
Event Logistical Checklist
1. What is the purpose of the event?
The purpose of this event is to attract the best competitive or traveling soccer teams from around the state and country.
2. How large is the event? Number of participants, spectators, media and VIPS?
My event is probably going to start out not that large but I am hoping to make it bigger and bigger. My event is going to be team based so based on the number of teams I could have 200 to 300 participants at this tournament and a couple hundred spectators.
3. What is the budget?
The budget for my tournament is not going to be much I will probably have to pay referees for officiating the games and also a medical trainer or two so that I can have someone on sight that knows how to handle certain situations.
4. Will the event be held indoors or outdoors? Outdoor
5. What venues will be used and how far apart are they? Kelly Rd. Soccer Complex
6. Are outside vendors required? If so, which ones and how will they be selected?
There will be someone outside vendors required but that is food them that I am going to have catered in. The way that I am going to pick these outside by the use RFP’s
7. Is there a need to modify or renovate the venue?
There is no need to modify or redo the venue because the Kelly Rd. Soccer complex has full sized fields for big games as well as small sided fields for little games.
8. How much time is required for setup and takedown of the event?
It would probably take three to four hours to setup the fields so that they are playable and another couple of hours to check in the teams that are participating in the tournament.
Takedown of the tournament will probably not take very long the only things we might have to take down are couple of tents that we used as either referee or medical tents.
9. Will food and beverage be served, and if so, what permits are required?
Food and beverages will be served and we will get the right permits to sell that type of stuff. Absolutely no Alcohol will be served.
10. What type of food is appropriate to serve?
Food: Hamburg’s, Hot Dogs, chips and candy
Drink: Coffee, Water, Soda, Sports Drinks
11. Will food and beverage be dispensed free, paid by pre-purchased ticket, or paid with cash at the event?
Food and Beverage will be paid with cash at the event.
12. How many guests do you guarantee for?
There will be a couple of hundred players and athletes as well as a hundred or so fans and officials.
13. What type of entertainment will be provided?
The entertainment will be provided by the athletes that are playing in the games.
14. Will the athletes, spectators and media arrive and depart by private automobile, private motor coach or public transportation?
Most of the athletes and spectators will be arriving by private automobile.
15. How will staff and volunteers arrive and depart from their assigned locations?
They will be arrive and depart by either walking from one point to another or riding a golf cart.
16. What housing requirements are needed for athletes, media, VIPs or officials?
You are going to need to make sure that you have enough hotel rooms for all of your athletes, VIP’s which are going to be your college coaches and also for any out of town officials.
17. Is enough housing available?
We have more than enough hotels around the area that can help house all of the athletes, coaches and officials if needed.
18. What are the sanitation needs (portable toilets)?
I will need to probably bring in a couple of portable toilets seeing as the complex only has only one set of bathrooms and it would take a while to walk all the way back to and from them if you are far away.
19. Will the spectators include a large segment requiring special accommodations (disabled, senior citizens, international guests)?
No the spectators will be those of the parents of the players or grandparents of the players.
20. Will the spectators pay to attend, receive free admission, or have a combination of admissions?
The spectators will have free admission into the event.
21. What are the appropriate registration fees for competitors?
I say the appropriate registration fee is $600 per team. Each team will have anywhere from 15 to 18 players each so that is means it will cost somewhere in between $33-$40 per team member.
22. What are the required spectator seating configurations? Are there seating limitations?
The required seating configuration is that on one side you have the players and coaches and on the other side of the field you have the parents and spectators.
23. How many staff and/or volunteers does your event require?
My event will require probably about 40-50 referees as well as 2-4 medical trainers and also all of the people who will be checking in the teams and marshalling the games which should probably be somewhere in between 5-15 people.
24. What additional training will be required for staff and volunteers?
The only additional training that may be needed is for the staff and volunteers and make sure at check-in that every team has what was needed.
25. Should special outfitting be ordered for event staff and volunteers?
All people event staff and volunteers will be getting a specific shirt that will tell them apart from anyone else that are at the games.
26. How will uniforms be distributed?
There will be main tent or check in area my volunteers and event staff will go to this main central area and pickup their tournament t-shirt as well as anything else that they made need.
27. How much storage area is required?
The only storage that will be needed is for the equipment that is needed on the fields. This equipment is corner flags as well as
28. Does the event have a high risk factor?
With it being a tournament of high caliber players you have a chance that something that is high risk may happen.
29. Has the necessary insurance been purchased? Yes
30. What are the first aid, police and crowd control requirements?
The field and crowd control will controlled by my field marshals. I will have five to six field marshals one at each game. This person’s job to control the crowd and if needed call for backup if things get to out of hand.
31. Is increased security needed?
I do not believe that increased security will be needed at my tournament.
32. How will the event be promoted? Is it an annual event or a hallmark event?
My event will be promoted by word of mouth will the local area teams and by the internet from teams that are coming from out of this area. I am hoping that this tournament will end up becoming an annual event that helps draw many teams and tourists to this area.
33. Will merchandise be sold? Will the merchandise be licensed? Who will enforce trademark protection?
There will be merchandise sold but it will only be a tournament t-shirt. The merchandise will not be licensed and probably would not have to be.
34. Will you need a sponsor to help fund or market your event?
The only reason I need a sponsor is so that it can help market my event.
35. Are there conflicts of interest among corporate sponsors? No
36. Are awards needed? When and where will they be presented? What types of awards should be ordered?
Yes there will be awards needed. They will be presented in one main central area usually the place where everyone enters and leaves the facility. There shall be a team trophy for those that win or finish in second place. The team members who win the tournament or finish in second place will end up getting a medal for participating and either winning or being a finalist at the tournament.
37. Will the event be broadcast? No
38. Other event-specific issues that need to be addressed? N/A
Notebook Assignment #5
College Coaches
I plan on having a tented area that these college coaches can go into and sit down and have a nice meal some time during the day. This tented area will be catered by a local restaurant and will be more of a sit down and rest area before you go back out and watch some more games. It will be a private area that is away from players, parents and other coaches in the tournament. The people participating in the tournament will not be allowed to enter into this tent without a pass that will only be given to the college coaches that are their recruiting players for their teams. This tent will also have some coolers located in it so that when coaches want to get a drink they can come in this tent grab a drink without having to go up to the concession stand and standing and waiting in line as well as paying for a drink. This place is also the place where the college coaches can meet and talk about certain players that they have seen and also talk about the level of talent that is out on the fields. Golf carts that will be driven by a local volunteer will also be offered so that the coaches can move from place to place much faster than just walking from the tent to a certain field.
Referees
I will also give the referees another tent that they can go to where they can hang out in between and before their games. This tent will have more sandwiches and other things that you can take move along with because these people usually are not able to sit and wait they have to move on from one game and usually go straight to another game. This is also the place where the referees will check-in at as well as stop and drop off and pickup what is needed for their next game or what was used for their last game. They will also have a couple of coolers their full of water and other sports drinks that they can grab for their next game. There will also be a golf cart to drive the officials to the games that are further away from the central tent.
Medical Trainers and Volunteers
There will be another tent that will be centrally located for our medical trainers as well as our volunteers. This tent will also have food catered in but unlike the college coach’s tent that will be our VIPs and get the best of the best type of food and the referee tent which will only have food that you have to eat on the go. This type of food will be somewhere in between where you can see down and take a break and eat but will not be as good as the food that I will be bringing for my VIPs.
Notebook Assignment #6
1. Weather Cancelation
a. The way to minimize the risk so you should know how much rain or water the field can hold before the field is deemed unplayable.
b. There is no way to get rid of the rid of the risks for a weather cancelation.
2. Not enough competition
a. The way to minimize and make sure that you have enough competition in the tournament is by making the tournament fee cheaper that what you are deciding to charge for a tournament fee.
b. The way to get rid of this risk is by getting a hold of the local area soccer clubs and offering them into your tournament at a discounted rate so that all your divisions will be filled.
3. Injuries
a. The way to minimize this part of the tournament is by making sure that you have a medical trainer on staff that can go from field to field and access the players and their injuries.
b. The way to get rid of this all together is by making sure that all the referees and playing personal will know what will be tolerated as well as what will not be tolerated at this tournament.
4. Insurance Coverage
a. The way to minimize this is by making sure that both I have insurance coverage with a large insurance premium so that if athletes where to get hurt that I my insurance will be able to cover almost all of the athletes that will get hurt.
b. The way to get rid of this completely is by getting the help from the local area government and having them as my secondary insure so that any type of extra fees that I cannot cover they will be able to help you and cover the rest.
5. Hiring Staff
a. How to minimize is to make sure that you have more than enough people hired so that you will not have any problems being short staffed because you will have more than enough staff.
b. The way to get rid of this problem is by making sure that you hire the right people for the right job. If you hire people for jobs that you know they cannot handle you are going to have to hire someone else for this job and now have to pay two people for the same job when you only need one.
6. No exact address to the fields
a. Minimize the amount of time it will take the hospital and ambulance to get to your fields and location. The second question that will be asked of you is your exact address.
b. There is really no way to get rid of this problem because if you do not know the exact address to the field then you will be able to help the hospital and or ambulance finds your location.
7. Economy
a. The way to minimize how the economy effects your tournament is by making the tournament fee cheaper than what you currently have it setup at.
b. The economy is a big problem for anyone especially for a tournament that is participation based and there is no way I can tell if the economy is going to pick up and get better.
8. Medical Release
a. This can minimize your problems because this medical release will help protect you as well as the players who are participating in the tournament.
b. The way that a medical release like this can help get rid of the risk is by the players and coaches knowing that as a tournament organization will do that you can to make sure that all players can get the right medical attention when it is needed.
9. Directions to and from nearest hospital
10. Security
a. The way to minimize this to make sure that the people you have as field marshals know what their job is and how to do this job.
b. There is now to get rid of the problem of security. You are always going to need it when you are going to be hosting a tournament. The people running security need to know their job as well as how to do that job.
Notebook Assignment #7
The people that I am trying to attract are the best of the best. I am trying to attract the best college coaches from all around the whole country to my tournament so that I can get my tournament out there. Also I am trying to attract the best soccer talent in the country by having the best traveling soccer teams sign-up and compete in my soccer tournament. The final people who I am trying to attract to my tournament are the local businesses that I hope may want to sponsor my tournament after they have seen how my tournament is being run.
There is going many ways that I am going to find the people who are going to compete, participate or sponsor by tournament. The way to find these people is by going and watching other showcase tournaments to see what type of teams sign-up for these tournaments as well as what college coaches actually go to these soccer showcases. I will also look and try and find local businesses that have already allocated some money into the local soccer teams. I will call these people and see whether or not they would like to help out and maybe sponsor my soccer tournament.
What sources am I going to use to find these people? The first way that I am going to find and attract people to my tournament is by the use of the internet. I will setup a website on the internet that will explain all about the tournament. This website will tell them everything from the dates of the tournament, to what college coaches will be and finally who are going to be my sponsors of my tournament. A second way that I am going to find the people who are going to compete in my tournament is by word of mouth. This works out best with local area teams that may be looking for a high caliber tournament to play in while waiting for their seasons to get started.
Notebook Assignment# 8
Title Rights: Dicks Sporting Goods Store
Media Coverage:
· Use of the local newspaper
· The use of radio spots and TV spots that will mention your part of this tournament and encourage the people who are listening or watching the advertisement to come and take part in this event.
Pre-/Post-Event Exposure
Name or logo include in:
· Our registration packets that located on our website or direct mail brochures that are mailed to the people who may want to participate in the event.
· Promotional fliers with your logo on it that will be distributed to local businesses and other local sports retail outlets.
· Website with a link to the too Dick’s Sporting Good’s website.
· Our banners that we will place around the area to promote our event.
· Thank you letters mailed to our participants as well as all of our sponsors that have taken part in this tournament.
On-site Exposure
· The use of banners that will be placed around the playing area with your business name and logo on it.
· The use of having a half page to full page ad in our program for the tournament the difference varies in the amount of money that you as the title sponsor put up.
· Name and logo on the tournament T-Shirt as well as the volunteer as staff uniforms.
· Seeing as one time event per year a lot of exposure from this tournament.
Merchandise opportunities
· I will give you space that you can use to for a multiple of different things
o Display space
o Promotion
o Sell products/services
· Sampling products and/or coupon distribution
· Place where they can go and look at and try out their different products that they are selling.
Additional Benefits
· Access to event mailing list from all teams and participants
· Access to event athletes for promotion or advertisement
· Event evaluation report
· First right to refusal option.
