Midterm #1 Flashcards
what does an request for proposal (RFP) outline
an event´s minimum requirements to host an event
what do minimum requirements often include
venue concerns - playing surface, locker room, spectator capacity…
dates
staff and officials
fees
what do organizations value by requested bids?
host loaction´s suitability for event by evaluating other attributes by bidder
what is forecasted and evaluated in a feasibility study
phyical facilites financial resources human resources community support political support
what does a feasibility study begin with
market analysis
followed by financial analysis
what happens after it is decided to bid
a bid document is produced
what kind of info does a bid document include
purpose statement host commitee credentials budget and financing staff and volunteer support facilities transportation ...
what do many host committees do to attract an event
extend considerable benefits
characteristics of most sports commissions
nonprofit or government entities designed to attract or assist sport events
responsibilites of sports commissions
provide social benefits to community
promoting economic activity
what does good budgeting require
projection of revenue
anticipation of expensese
gathering of significant info
5 stages of budget process
gather info forecast sales project profits and losses compare industry norms determine capital needs
revenue
money coming into event
exchange for goods and services
determinant in event´s potential financial success
expenses
money flowing out of event
costs associated with generating revenue
Net Income/Loss
difference between revenue and expenses
different types of budget
preliminary budget
working budget
preliminary budget
in earliest phase of event
reflects info gathered for revenue and expenses
in progress since more info get gathered
working budget
when estimating process is complete and numbers are included
includes specific and expected revenue
example for revenue sources
tickets registration/membership sponsorships merchandising food and beverage ....
what are rights fees in relation to media agreement
broadcasters pay for rights to broadcast an event or content
what is time buy in relation to media agreement
event property buys air time and broadcasts the event itself
what is barter in relation to media agreement
known as partnership
split in advertising revenue between event property and broadcaster
what is syndication in relation to media agreements
selling of media rights to multiple TV and radio stations to have event broadcasted simultanously
what is pay-per-view
TV providers offer event -> viewers pay for rights to access event
different types of expenses
variable costs (costs that change) fixed costs
examples for expenses
event operations facility/venue costs player-related costs marketing/promotion ...
what has improved the tracking of an event
technology
what are spreadsheets used for
examine historical data
track actual expenses
compare expenses to estimates
best way to control costs
finding low-cost goods and services
update spreadsheets
limit who makes decisions
implement a system of checks and balance
what doe cash flow and management adress
the timing of revenue and expenses
ways to receive low-cost services and goods
auctions
bids
negotiations
what does an organizational structure/chart define
areas of responsibility
levels of authority
differenet organizational charts
tall organizational chart
flat organizational chart
tall organizational chart
many levels of management
narrow span of control (each supervisor control only a few employees)
close supervision of employees
flat organizational chart
fewer management levels
broader span of control
how can a flat organizational chart be beneficial for an organization
more flexible and has a ability to adapt
the functions an organizational chart of an event is often broken down into
operations
competition
guest services
things to be considered when identifying staff
type of the event destination-specific factors duration and time of event functional factors Relationship with organizational actors
areas in which staff training is often needed
alc service crowd management security customer service ticket office ...
types of scheduling staff
parallel scheduling
serial scheduling
parallel staff schduling
tasks may be performed at the same time
serial staff scheduling
tasks may be performed in sequence
what should staff in regards of time manner be scheduled as
before-, during-, and after event taks
main goal for staffing during the event
enough workers scheduled -> event runs smoothly
what is outsourcing staff
use goods and services from external suppliers
pros of outsourcing staff
creates booking leverage
increases corporate support
reduces stress, time, and budget implications
Effective negotiation and renegotiation strategies-Facility staff focuses on core competencies leading to professional growth
cons of outsourcing staff
Expensive
Relinquishes some control
Turnover of loyalty to PMC
Loss of responsibility
Short-term cost cutting could lead to long-term damage
Excessive turnover of the GM due to increased opportunities
different types of communication prior, during and previous to an event
interpersonal communication
on-site vent communication
interpersonal communication
face-to-face interactions
provides human link
on-site event communication
usage of mobile applications
e.g walkie-talkies, texting…
how do teams work more effectively
when they are able to meet regularly
most important elements of a team
trust
what are requirements for creating and facilitating effective meetings
prepare - purpose of meeting
conduct and document the meeting
follow up after meeting
volunteers for event in 2010-2011
64.33 million
important aspects when planning to work with volunteers
leery of hiring “Super Fan”
place in position that match skill
address Qs related to job
provide training during orientation
how does the type of the event affect coordination
well plannable vs. unpredictable starting and finishing times
how does the type of the consumer affect the coordination of an event
depending on type of consumer - plan food, security, parking…
what is a event timeline divided into
event research - gather info (imortant for planning)
event planning - meet with all stakeholders
event coordination
event evaluation
what should be done during evvent coordination
integration of responsibilites and structures to use resources effeciently
what does event evaluation include
survey and questionairs to collect and analyze data
different choices in terms of tickets
general admission
reserved and box seating
club seats, luxuary suits
pros and cons of outsourcing ticket sales
pros: less responsibilities/stress
cons: no ticket sale revenue
what is important to consider related to food and beverage operations
providing meals for participants - type of food and location
concession operations - vary based on type and size of event, alc yes? no?
what does hospitality mean
relationship between host and guest
hospitality suits part of luxuary ticketing
key factors to servicing an event
sustainable program for waste management
which kind of service is often outsourced or controlled by voluteers
custodial services
what is a major challenge for large events
transportation of guests and equipment
why is transportation a major challenge
can include hidden costs
first point of contact with event for customer
pros of using the service of vendors
reduction of legal responsibilities
issue of using vendor´s services
reputation of event depends of goods and services provided by the vendor
what do # of restrooms depend on
local and state sanitary code
size of the event
what are the two standpoints regarding traffic flow
inflow and putflow of sporting venue
importing safety tool for sporting events
signage
what does the Americans with Disabilites Act require
new stadiums to be accesible for people with disabilites
related to seating what do new stadium provide
chair back
wider seats
drink holders
…
why is customer service important
good service more satisfied customers
begins from leaving home - end when entering home
how can we ensure positive customer service
by calculating possible failure
must be primary focus of everyone involved
clear communication of expectations
problems with sound
some sounds cannot be controlled
what are sounds often used for
to enhance atmosphere and excite the crowd
importance planning big stage sport events related to tourists
merging of event and tourism
negotiating hotel contracts
challenge of merging event and tourism
calculation of # of tourists
four stages of event planning proposed by greenwell
event development
planning phase
implementation phase
evaluation phase
what are successful events often a result of
good hierarchal system
how do managers and leaders work within an event
in a from the top-down approach
what should each person in the event process focus on
their particular role, but be willing to help out others
what does understanding an event hierarchy help with
define different levels of authorship to determine how short- and long-term decisions are made
what is a technique to identify opportunities
brainstorming
involves mos of the time many stakeholders
what do participants of brainstorming meetings often focus on
quality while withholding criticism
how does a purpose relate to the decision
what kind, why, and how decisions are made
what should event organizers consider
for whom an event is planned
sponsors
broadcast partners
charity
next step after identifying the purpose of an event
choosing an event that meets stakeholders´needs
what are following steps after the purpose and needs
format of event resources needed target market time required for planning timing of event space, size...
what is SWOT Anlaysis
tool to analyze strengths, weaknesses, opportunities, and threats
what factors of the SWOT are internal
strengths and weaknesses
what factors of the SWOT analysis are external
opportunities and threats
what does the mission of an event provide
directiond and can help with planning and decisions
what is a mission statement
what business the organization is
who the organizations customers are
how organization seeks to satisfy customers´needs
what might a mission statement be linked to
core values
what do goals and objectives provide
directions
define success and failure of event
goals
broad qualitative statements
support mission
objectives
specific statements
indicator if org. meets goals
important aspects that need to be considered when planning an event
date - competing events, holidays
time - how long each contest will take, preperation of facility, rest of athletes
what does the fact that different people are visiting an event mean for planning
be unique to attract and seperate from others
how long before event should planning start
depends on event size
18 - 24 months before
