1. PE - Implement organizational skills to improve efficiency/workflow
SEM A - Operations
PE - Implement organizational skills to improve efficiency/workflow
PI – Schedule tournaments
PI - Develop production schedules for events

2. Operations - Schedule Tournaments

3. Identify types of tournaments
Round Robin –
everyone plays each other at least one time
Double Elimination –
teams must lose twice, after one loss they move into losers bracket
Single Elimination –
when you lose you no longer play in the tournament
Multistage –
games are played during same period but at different locations/fields over extended period of time – can compete at different levels or stages

4. Identify types of tournaments
Heats –
a round of competition, such as a swim meet
Tournament play –
seeded based on ranking-normally single elimination
Ladder –
individual contests ranked on a ladder and can move up or down based on results
Match play –
in golf, you either win, lose or half a hole and only count total holes won
Scramble –
all golf players hit, players select the best ball and all shoot from that spot

5. Describe factors to consider when planning tournament schedule
Venue(s) Inside/outside
Time of day/year
Weather obstacles
Location of participants – logistics
Costs of executing the tournament
The economy & discretionary income
The number of participants and time allocated
Local governmental or administration issues
Volunteer support

6. Explain how technology can be used to schedule tournaments
Host of on line sites offer tournament scheduling options

7. Discuss ways to determine activities timeframe
Determine average length of competition
Determine number of competitors in tournament and number of games per day/hour, etc.
Determine time for introductions, ceremonies, songs, intermission and post game interviews
Determine amount of time concessions and merchandise sales are operating
Determine amount of time for pre (setup) and post (close down) activities

8. Demonstrate procedures for scheduling tournaments
Approvals of sanctioning bodies
Approval of venues/time/day
Determination of tournament format (type) – secure tournament software for use
Seeding of tournament participants
Notification of tournament participants
Production schedule of tournaments at venue(s) – includes all time lines of tasks
Approval of volunteers, police, administrators and other personnel to operate the tournament

9. Sample Test Question
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?

10. Answer
Multistage. When establishing playing schedules, tournament organizers must consider many factors, such as the type of tournament. This is because in some types of tournaments, several games are played simultaneously in different locations over a long period. A multistage tournament is a format in which teams compete at different levels or stages. When a team wins, it moves forward to play another game against another opponent. If a team loses, it is eliminated and no longer plays. The stages of play continue until a champion is determined. A scramble is an unofficial way to play golf in which each member of the four-person team hits a golf ball. A heat is a round of a competition, such as swim meets. Tri-level is not a common term to describe types of tournaments

11. “You Do”
Research a tournament to find out: create a tournament using ms excel
Logistics of the tournament
What type of tournament is it
How are the teams chosen
How is the winner decided
Is there a consolation draw
Is there prize money awarded
Who is the sanctioning body
What are the factors impacting the event
Why is the tournament scheduled when it is
Where is the tournament located
Etc…..
Include appropriate pictures
Participants, venue, etc.

12. PI - Develop production schedules for events

13. “You Do”
Your assignment is to create the Playoff Bracket (tournament schedule) using Microsoft Excel. You can use this website ( to help you with which teams were in the playoffs and who won. Use text, pictures, borders, colors, and anything else you need to make your playoff bracket stand out, easy to understand, and look attractive. See example attached to the assignment for ideas.

14. Define the term production schedule
Production scheduling is the management and allocation of resources, events and processes to create goods and services
Detailed timelines that allow your event to flow smoothly
A business adjusts its production schedule based on the availability of resources, client demands and efficiencies.

15. Purpose of Using a Production Schedule
The goal of production scheduling is to balance client needs with available resources while operating in the most cost-efficient manner
To keep the event on schedule with minimal issues
To provide timing of tasks – personnel & locations

16. 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

17. Factors that Impact Production Scheduling
Personnel – absenteeism, lateness or types
Materials – wrong types or quantities
Equipment/facilities – bathrooms, concessions
Utilities – availability, type or distance from venue
Environmental conditions
Emergency protocol
Safety procedures
Parking
Sight lines
Risk assessment/contingency plans

18. Production-Planning Tools
Knowledgeable event production team
Film editing software
Film scripts
Planning lists
Necessary supplies
Cell phones
PDAs
Laptops
Sketchbooks
Personal assistants
Notebooks
Planning tools
Site plans/maps
Signage
Project evaluation & review techniques – PERT/CPM/Gantt chart
Historical performance - evaluate and reflect

19. Relationship between a Production Schedule and a Project Plan
How best to make it
Sequencing/synchronization of tasks – very detailed
List priorities, constraints & conflicts
Monitoring execution
Managing changes
Adjust the plan based on 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

20. Procedures for Developing a Production Schedule
Research & Development
Use the past as a tool
Know your finances, resources, partnerships, political climate, environmental concerns & timing
Represent your target market
Keep it focused on your target market’s demographics
Design –
Keep it entertaining and use appropriate colors/layouts
Planning – adjust when necessary
Coordination/Implementation - communication
Evaluation - improvement

21. How to Develop a Production Schedule
Establish a budget, review & reflect
Select an appropriate site/venue
Checklist for site/venue & technical requirements
List all elements that should be tracked/monitored
Break the elements into individual tasks
Meet with task personnel & create a list of priorities/order/time/date
Enter the tasks in a spreadsheet, record time required & responsible personnel
Meet again with task personnel and gain final feed back

22. How to Develop a Production Schedule
Create an overall time line for all essential tasks
Establish risk management plan/contingency plan
Minimal, normal and worse case scenarios
Implement production schedule
Communicate & feedback
Prioritize & reschedule as necessary – handle problems or issues
Manage overall time schedule
Reflect and evaluate the schedule
Let’s visit the following website about schedules

23. Why do event organizers develop production schedules?
Sample Test Question
Why do event organizers develop production schedules?

24. Answer
To outline all of the activities needed to prepare for the event. Production schedules are timetables 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. For example, lighting or additional phone lines might need to be installed, or concession stands might need to be stocked. Event organizers plan for when each activity should occur and prepare the schedule to make sure the facility is ready for the event to begin. Setting a time for a rehearsal might be part of the production schedule. Event organizers do not develop production schedules to arrange for the media to broadcast the event or to analyze safety and health considerations for the event

25. “You Do”
Now that you’ve researched your event, assume that you are in charge. You are to create your own production schedule. Be sure your goal for production is creating the best possible event with the resources given with the most efficiency. Remember, a production schedule is literally a calendar of events…
What is the order things will get done
Who will be in charge of what

26. “You Do” What would your budget be Who will be involved
What are the time constraints
How early do tasks need to be accomplished
What about weather?
What about tickets?
What about sponsors?
Think about all of the people involved…at what point will they be contacted?