PE - Implement organizational skills to improve efficiency/workflow SEM1 2.01 A - Operations PE - Implement organizational skills to improve efficiency/workflow PI – Schedule tournaments PI - Develop production schedules for events

Operations - Schedule Tournaments

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

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

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

Explain how technology can be used to schedule tournaments Host of on line sites offer tournament scheduling options www.wizehive.com/ www.allprosoftware.com/ www.tournamentsoftware.com/tournaments.aspx?id=2

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

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

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?

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

“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.

PI - Develop production schedules for events

“You Do” Your assignment is to create the 2012 Playoff Bracket (tournament schedule) using Microsoft Excel. You can use this website (http://www.nba.com/playoffs/2012/series/) 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.

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.

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

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

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

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

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

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

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

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 https://www.smartsheet.com/online-gantt-chart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg

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

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

“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

“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?