chapter 8- conduct sport, fitness and recreation events Flashcards
what is the event scope
investigating what the event is about, what will be required to successfully run it and then determineif it is possible
what is the purpose of the event
the reason for the event. For example, to raise money for the Heart Foundation or to create group cohesion prior to beginning a big project.
what are the objects of the event
what is to be achieved? What is the goal of the event? For example, an objective is to raise awareness that regular exercise promotes good heart health through getting participants to jump rope for a length of time to raise money for the cause though sponsorship
what is the event budget
what financial resources, i.e how much money is available to spend on the event. You will need to determine if the budget is adequate for what the organisation wants to achieve. These financial resources may need to cover venue hire, equipment, food and beverages, entertainment and staffing.
timeline of event
how long do you have to plan the event and how long will the event run for? An event timeline should also detail elements of the planning and when they will be achieved, for example, venue hire, hiring of staff and booking of required equipment.
what is determine the resource requirements of the event.
Resources include any supplies, money, staff and assets that you would need to access to conduct the event effectively. This includes all equipment to run the event.
what are canivals
Carnivals are generally a day or weekend-long events. This competition format allows for a number of sporting events to be run at the same time such as athletics, swimming and surf lifesaving. Individual competitors gather to compete in a range of events where they try to win an individual event to earn points towards a team or club total.
what are social events
A social event is an event with the sole focus of enjoyment, fun and interaction with others. In the sport, fitness and recreation industry social events may include barefoot bowls, a football club trivia night, a sportsman’s night or awards nights such as a ‘best and fairest’ used for tamales to have fun and unwind
what are fund-raising events
Fundraising events are focused on raising money through sponsorship and voluntary donations. can be a charity or for someone to go somewhere good way to raise awareness and plaining.
Donation based
where people pay to take part in the event. For example, paying $68 to take part in the ‘Herald Sun Run for the Kids’ where part of the entry fee is donated to the Royal Children’s Hospital.
Sponsorship based fundraising is where people are sponsored by others such as family, friends and work colleagues to participate in an event. For example, ‘Jump Rope for Heart’ where you may sponsor the participant through a one-off sponsorship or per jump achieved, such as 5 cents per jump.
Auctions
Some fundraising events will approach local businesses to ask them to donate items which can be auctioned to raise money such as sports memorabilia, dinner vouchers, pampering sessions and gift baskets.
Product based fundraising
is where an organisation obtains products from business as a donation or at a reduced cost and on sell them to make a profit. Some organisations such as Cadbury have fundraising programs where individuals and/or clubs can purchase a box of chocolates which can be re-sold to raise money for their organisation.
Fundraising stalls
A fundraising event could also include setting up a sausage sizzle or bake salewhere customerspurchase food that has been donated, made or purchased at a lower price so that a profit can be made.
what are conferences and meetings
ese types of events are mostly business and/or corporate in nature.A conference is a meeting of people with a shared interest, for example Comic-Con .
a meeting may require you to follow a strict meeting format. Including a ‘welcome’ introduction, ‘apologies’, ‘presentation of minutes’ from the previous meeting, ‘new business arising’, a ‘review of correspondence’ and/or ‘complaints’ (depending on the nature of the organisation holding the meeting), ‘presidents report’, ‘treasurer’s report’, date for the next meeting and ‘closing remark
tournaments
A tournament is where a series of contestsareplayed between participants for an overall prize. There are a number of different tournament formats including:single, double or triple elimination (knockout), leagues, ladders, round robin, Swiss style, consolation and stage tournaments.
round robin
everyone plays evyone, max participation
knockouts/ elimination
single- one lose and you’re out
double- two losses and you’re out
tripple- three losses and out
league
when beyond plays evyone but you play dual games home and away
consolation
used in knockout tournaments you win, but you dint actually win as ou only come 3rd
ladder
A ladder tournament (also known as a ladder competition or pyramid tournament) is a form of tournament for games and sports. Unlike many tournaments, which usually have an element of elimination, ladder competitions can go on indefinitely. In a ladder competition, players are listed as if on the rungs of a ladder
stages
when you are placed in groups and the first place team from every group goes though to the next round eg soccer World Cup.
swiss style tournamnets
A Swiss-system tournament is a non-eliminating tournament format which features a set number of rounds of competition, but considerably fewer than in a round-robin tournament. In a Swiss tournament, each competitor (team or individual) does not play every other
regulatory requirements
A regulatory requirement includesany laws, rules or principles that you are required to abide by when conducting your event. These requirements will depend on the type of event being run, the size of the event and its location.
local council
If you plan to run your event on land belonging to the local council suchas parks or roads you will need to contact the local council to gain approval. You may also be required to have a certain level of public liability insurance. Public liability insurance protects the business or people running an event from claims of personal injury or property damage that a third party suffers because of your event
catering
if you have decided not to hire a caterer for your event and plan to make all food for the event you will need to comply with theFood Act 1984 (Vic) and advice from the Department of Human Services on food safety for community groups.You will also require the appropriate insurance to cover you in the event that someone becomes ill due to the food consumed at your event
fundraising
If your event is a fundraising event you will need to comply with the Fundraising Act 1998 (Vic), register the event and obtain a permit. Depending on the scale of your event you may also be required to pay GST if you are selling a product, service or tickets to the event. need to compete Criminal Record and Personal Insolvency Statutory Declaration
privacy
when running an event you are likely to obtain the contact details of participants such as their full name, home address, phone number, email address and potentially their credit card details. You are required in this instance to abide by the Privacy Act 1988(Cwth)and the Privacy and Data Protection Act 2014(Vic). Under these legislations you are required to only use the information you obtained for the purpose that it was obtained for and cannot pass any of this information onto a third party without the participant’s permission.
working with children
It is a legislative requirement under the Working with Children Act 2005for any person working with children to have an up to date Working with Children Check (WCC). This is a mandatory check, which was brought in to protect children under 18 years of age from sexualor physicalharm
inclusion
consider accessibility of all participants eg disabilities
for example
promotional materials are readable and in standard 12-point font. Promotional materials should include an accessibility note that provides information about the events accessibility and a number to contact event organisers if they have any specific requirements such as an Auslan interpreter.
- The event venue must have wheelchair access and an appropriate seating area for those in a wheelchair.
- In the case of presentation type events there is an area of reserved seating up the front for people who are vision and hearing impaired that may need to lip-read.
- Toilets and other amenities are accessible for those in a wheelchair.•Staff have been appropriately trained to assist those with disabilities to access the event.
what are event schedule and draws
plan and be organised
Event schedule- A schedule is a plan for carrying out a process or procedure, it gives a list of all tasks and activities to be completed and the intended time they will take place. Creating an event schedule is a good way to organise yourself and your team members.
Competition draw- A competition draw outlines the games or matches that will be played and the order in which they will be played. The format of the draw will be dictated by the competition format
how to do a budget
have an item, description, quanitity, estimated and actual cost.
what to include in a briefing
The participants –who are they?
•The objective of the event.
•The venue, how it has been set up for the event and where all the amenities are located such as the toilets, canteen and officials table. This is important as participants will ask staff for directions to locate these types of facilities. It is imperative that they are able to provide assistance. Where needed provide them with a map of the venue.
•The schedule for the event, i.e. what is happening and when. Provide all staff with a hardcopy of the schedule which they can refer to during the event if needed.
•What to do if they identify an issue or are having difficulties with something. Who should they contact and how?•What to do in an emergency situation and the location of first aid equipment.•Information about staff breaks and any behavioural expectations.
•Where to go and what to do when they arrive for the event. Including what time they are expected to arrive.
•Staff uniform.
what is a contingency plan
a contingency plan is a back up plan common plans include:
•Changing of venue of the event
•Changing of equipment
•Modifying the activity or timing of the activity
•Changing the date and/or time of the event
•Changing the schedule or draw of the event
•Hiring of additional staff or people with a certain level of experience
critical incident
A critical incident is any incident, episode or crisis that may resultin an ‘extreme’ or ‘high’ level of risk.It is often an unexpected traumatic event that has the potential to cause serious harm. A critical incident is anemergency situation that requiresimmediate action.
types of critical incidents
Examples of critical incidents include medical emergencies, bomb threats, terrorist or hostage situations, robberies, gas or water leaks and situations requiring evacuation such as a hazardous chemical release and fire
what should be included on a event coordination point
The name of the event and a description of what it is.
•Date and time of the event
•Location and/or venue of the event
•Who the event is being run by, for example, The Australian Sports Commission.
•The name of the event coordinator or persons responsible for the event
•Who are the participants in the event?•What is the aim/objective of the event?•Budget
•Risk assessment and strategy information, i.e. the risks identified, their rating andhow they will be controlled.
how to communicate a event coordination plan with team members
to communicate a plan you can walk around to observe that everyone is doing their job and tick it off the list once complete.
what is a discrepancy
where you identify that something is different or inconsistent in a bad way. For example, you observe people walking away from an ice cream stand with inconsistent size ice creams.
what is a deficiency
a lack or a shortage of something eg. no staff for canteen
how can a event coordinator monitor event operations
you can walk around the venue of the event continuously and observe how things are running. Check that the event is on schedule, the drinks are cold, the food is hot and that participants are happy and enjoying themselves. Once again speak to staff working in all areas of the event, such as the kitchen, results table and registration area. Ask them how everything is going, ifthey need anything, if they are having any issues or have suggestions for changes that could be made to make their area more efficient
what is the process of managing results
you will need to ensure that results are documented clearly and accurately within prescribed time frames and according to game or competition rules and regulations.Depending on the level of competition, you may be required to send the results of the tournament to a regulatory body.
what should you check for when managing results
The correctresults have been allocated to the correct participant.
•That the result was recorded correctly. For example, the result was 6-1, however 6-0 was recorded on the official scorecard.
•Ensure that they have been allocated the right number of points for a win, draw and/or loss. This is especially important for competitions where the exact score is not recorded for rankings. For example, the AFL ladder is based on points allocated for wins (4 points) and draws (2 points)
.•That the results have been added up correctly.
•Ensure that the tournament template has been correctly filled in
check with another team member when happy
how can you evaluate the event
ask audience,
use a survey/ feedback, ask participants
what are the waste minimisation startergies
desposing of non-confidential waste paper in recycling bins,
using both sides of a piece of paper,
conducting all promotional activities electronically through social media,
contacting participants via electronic mail or text messages to limit the use of paper
and using power-save options for equipment.
how can you promote your event
need to think about who your target audience is and how you are going to reach them
how can you use social media to promote an event
used to spread the word about your event. Advertising through social media is cost effective and can be done
Facebook- you could create target adverts that promote your event to users or a particular demographic (age, interests and gender) and geographical location. Facebook can even target users based on what they do outside of Facebook ensure that it is eye catching, simple and straight to the point. You want your audience to notice it, stop and read it as they scroll through their news feed
what are the different ways to promote an event
social media radio, television and print media signage flyers and leaflets online advertising
how can you provide participants with info/ what to include
occur before and on the first day of event, providing Info before the first day can ensure the participants are prepared and ensure they bring everything they need and know what time they’re on..
on the day it is important to agrees participants as they arrive and tell them where to go in an emergency where they toilets are, food, water stations ect.
what info do you provide participants with
- The name of the event•Date and start time ofthe event
- Finishing time, if applicable•Venue location, including a specific address and map of the venue.
- Directions on how to find and access the venue
- Parking or public transport information•Cost or fees
- Structure or format of the event, if applicable.
- Anything that participants need to bring with them such as a hat, sunscreen and lunch.•Information on what will be provided such as food and beverages
- What will be available at the venue, such as a canteen or drinks station
- Dress code
- Terms and conditions, conditions of entry and/or waiver information
