2.01

Implement organizational skills to improve efficiency/workflow

Schedule tournaments

Tournament

Organized among a number of competitors, contesting with each other within the

discipline of a well-defined game

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. 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

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

TECHNOLOGY USED IN SCHEDULING TOURNAMENTS

Using technology to create a tournament schedule is highly effective and cost-saving:Examples:– Purchased Software– Microsoft Excel

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

PROCEDURE OF SCHEDULING TOURNAMENTS

1. Get approval of Sanctioning Bodies2. Select time(s) and date(s)3. Reserve venue(s)4. Determine Tournament Type5. Decide on Tournament Participants6. Notify Tournament Participants7. 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

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

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 Men’s or Women’s 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 Men’s Tournament on March 28th and 30th.

• 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 Men’s Basketball Tournament– 2013 NCAA Women’s 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 venue’s details: picture, floor plan layout, seating capacity,

facility uses, history. • Complete in PowerPoint and submit to Edmodo by the end of class.

Develop Production Schedules for Events

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

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

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,

parking • Utilities – availability, type or distance from

venue• Environmental conditions• Safety procedures and Emergency Protocol

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

PRODUCTION SCHEDULE VS.PROJECT PLAN

Production Schedule Project 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

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 market’s demographics

3. Design – Keep it entertaining and use appropriate colors/layouts

4. Planning – adjust when necessary5. Coordination/Implementation6. Evaluation

DEVELOP A PRODUCTION SCHEDULE

1. Establish a budget2. 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

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

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

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.

“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

doesn’t show up? What happens if the DJ/Band doesn’t 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.