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2.01 Implement organizational skills to improve efficiency/workflow.

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1 2.01 Implement organizational skills to improve efficiency/workflow

2 Schedule tournaments

3 Tournament Organized among a number of competitors, contesting with each other within the discipline of a well-defined game

4 TYPES OF TOURNAMENTS 1.Round Robin – – Everyone plays each other at least one time 2.Double Elimination – – Teams must lose twice, after one loss they move into losers bracket to play again 3.Single Elimination – – When you lose you no longer play in the tournament 4.Multistage – – Games are played during same period but at different locations over a period of time – Compete at different levels or stages Example: A basketball team wins a postseason playoff game and proceeds to play another team for the regional championship

5 5. Heats – A round of competition Example: Swim Meet 6. Ladder – Individual contests ranked on a ladder Can move up or down based on results 7. Scramble – Golf: Players select the best drive and all shoot from that spot TYPES OF TOURNAMENTS

6 FACTORS TO CONSIDER WHEN PLANNING A TOURNAMENT Venue Date and Time Weather obstacles Participants – Location (Travel requirements) – How many? Costs and Budget The economy Local governmental regulations Volunteer support

7 TECHNOLOGY USED IN SCHEDULING TOURNAMENTS Using technology to create a tournament schedule is highly effective and cost-saving: Examples: – Purchased Software Purchased Software – Microsoft Excel Microsoft Excel

8 DETERMINING THE TIMEFRAME Determine: – Average length of competition – Number of competitors – Number of games per day/hour – Timeframe for set-up and take-down of each game – Timeframe for Non-sporting events Introductions, ceremonies, songs, intermission and post game interviews – Timeframe of concessions and merchandise sales operation

9 PROCEDURE OF SCHEDULING TOURNAMENTS 1.Get approval of Sanctioning Bodies 2.Select time(s) and date(s) 3.Reserve venue(s) 4.Determine Tournament Type 5.Decide on Tournament Participants 6.Notify Tournament Participants 7.Create Production Schedule of tournaments – Include all time lines of tasks 8.Recruit and organize volunteers, police, administrators and other personnel to operate the tournament

10 Quiz Preview #1 How would you describe a Round Robin Tournament? Each participating team is seeded Participants can have two losses before they are eliminated All participants play each other at least one time Each team must win three of five sets to proceed to the next level #2 A basketball team wins a postseason playoff game and proceeds to play another team for the regional championship. In what type of tournament is the basketball team participating? Tri-level Multistage Heat Scramble #3 A tournament where all teams play until their second loss is a: Single elimination/multistage Double elimination Heat Scramble #12 An event where participants advance in stages (ex: track, swimming) is: Single elimination/multistage Double elimination Heat Scramble

11 Unit 2 Project Part 1 You are the Marketing Coordinator for a Host Site of the upcoming 2013 NCAA Basketball Tournament. You may choose the Mens or Womens Tournament. You are in charge of the venue for one of the host sites. – Example: My name is Kohl Smith and I am the Marketing Coordinator for the Verizon Center in Washington D.C which will host the East Regional of the Mens Tournament on March 28 th and 30 th. Select which venue and city in which you would like to be the Marketing Coordinator by using the following links found in Unit 2: – 2013 NCAA Mens Basketball Tournament – 2013 NCAA Womens Basketball Tournament Your first task is to provide your audience with some information about the venue and the tournament to create interest and excitement: – Slide 1: Your title and responsibilities. Just like the example above. – Slide 2: Brief History of the tournament and whether or not your venue has hosted the tournament before (if so when). – Slide 3: Describe your venues details: picture, floor plan layout, seating capacity, facility uses, history. Complete in PowerPoint and submit to Edmodo by the end of class.

12 Develop Production Schedules for Events

13 PRODUCTION SCHEDULE Detailed timelines that establish when each activity will be performed – Before an event can take place, a variety of activities need to be completed to prepare the site or facility – Production scheduling: management and allocation of resources, events and processes to create goods and services

14 PURPOSE OF USING A PRODUCTION SCHEDULE Outline all of the activities needed to prepare for the event Keeps the event on schedule with minimal issues Provides timing of tasks, personnel & locations

15 COMPONENTS OF A PRODUCTION SCHEDULE Date of the event Key contact information Access to event locations (Load In) Lights, audio & sound checks Crew/cast arrival times Rehearsal times/breaks Event times Departure times (Load Out)

16 FACTORS THAT IMPACT PRODUCTION SCHEDULING Personnel – absenteeism, lateness or types Materials – wrong types or quantities Equipment/facilities – bathrooms, concessions, parking Utilities – availability, type or distance from venue Environmental conditions Safety procedures and Emergency Protocol

17 PRODUCTION-PLANNING TOOLS Knowledgeable event production team Film editing software Film scripts Planning lists Necessary supplies Cell phones PDAs Laptops Sketchbooks Personal assistants Notebooks Site plans/maps Signage Project evaluation & review techniques

18 PRODUCTION SCHEDULE VS. PROJECT PLAN Production ScheduleProject Plan How best to make it Detailed schedule of tasks List priorities, constraints & conflicts Monitoring execution Managing changes What to make When to make it How much to make Where to make it Materials required Resources required No real time controls Overview/goal of event

19 PROCEDURES FOR DEVELOPING A PRODUCTION SCHEDULE 1.Research & Development – Use the past as a tool – Know your finances, resources, partnerships, political climate, environmental concerns & timing 2.Represent your target market – Keep it focused on your target markets demographics 3.Design – Keep it entertaining and use appropriate colors/layouts 4.Planning – adjust when necessary 5.Coordination/Implementation 6.Evaluation

20 DEVELOP A PRODUCTION SCHEDULE 1.Establish a budget 2.Select an appropriate site/venue – Checklist for site/venue & technical requirements 3.List all elements that should be monitored – Break the elements into individual tasks 4.Create an overall timeline for all essential tasks

21 DEVELOP A PRODUCTION SCHEDULE 5. Establish risk management plan – Minimal, normal and worse case scenarios 6. Implement production schedule 7. Reflect and evaluate the schedule

22 Quiz Preview #4 Jason is planning an alumni banquet for the upcoming Homecoming Game. He is putting together a list of tasks with deadlines. What type of document is he developing? Media schedule Sequential analysis Production schedule Promotional calendar #9 Why do event organizers develop production schedules? To analyze safety and health considerations for the event To organize rehearsals prior to the day of the event To arrange for the media to broadcast the event To outline all of the activities needed to prepare for the event

23 Unit 2 Project Part 2 As Marketing Coordinator of a host site for the NCAA Tournament, it is your responsibility to create a Production Schedule. Your are to create the following: – Slide 4: Establish a Budget – Your budget should be 60% of your estimated ticket sales. Calculate the budget by using: Venue Capacity x Ticket Price x 2 x 0.6 – Slide 5: Production Elements – List and define the following items: Audio/Video Food Services Facility Productions Engineering IT Services Guest Management Medical Merchandise – Slide 6: Overall Timeline – You have 3 months prior to the event to coordinate all event efforts. Provide a timeline of hiring, training, and coordination of the Production Elements listed on slide 5. Make a table to organize the timeline. Continue along with Unit 2 Project Part 1. Complete and submit to Edmodo by the end of class.

24 You Do…Continued Create a Production Schedule for a MCHS Homecoming Dance 1.Establish a budget – School is giving you $1000 plus ticket costs (You decide how much each ticket will be) 2.Select an appropriate Venue – Create a checklist of what the venue needs to include: (Sound System/Dance floor..) 3.List all elements that should be monitored – Break the elements into individual tasks: (DJ/Band, Catering, Chaperons, etc.) 4.Create an overall timeline for all essential tasks: – When will caterer have to be there? When will DJ/Band need to set up? When will people be able to arrive and leave? 5.Establish risk management plan: – What is the secondary venue option if the first falls through? What happens if the caterer doesnt show up? What happens if the DJ/Band doesnt show up? 6.Implement production schedule – Present your plan to the class via PPT 7.Reflect and evaluate the schedule – Class will review the plan for accuracy in reaching the target market, organization of schedule, if all elements were planned for, etc.

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