Chapter 6:

EVENT COORDINATION

“Nothing can stop peoplewith the right mental attitude from

achieving their goals.”Thomas Jefferson

Contents

Setting Goals

Developing the Event Plan

Helpful Hints for Meetings

Tournament Organization

Implementing the Event Plan

Evaluating the Event

Learning Goals In this chapter, you will learn about the following:

1. Setting goals

2. Planning a health and physical education event

3. Designing an action plan

4. Running effective meetings

5. The various tournament formats

**Five-Step Event Planning Process

Evaluate the event

STEP 5: Evaluation and Wrap-Up

STEP 4: Implement the Event

Implement the event plan

Develop the even plan (including a detailed action plan)

STEP 3: Developing the Plan for the Event

STEP 2: Setting Goals

Develop goals to meet the needs of the target group

STEP 1: Needs Assessment

Identify and assess the needs of the target group

Following the Event Planning ProcessNeeds Assessment

What do your potential participants want and/or need?

Setting Goals

What will your goals be? Can you state your goals for the project in SMART terms?

Developing the Plan for the Event

Can you develop an ideausing previous experiences?through brainstorming?

Can you select the best optionafter assessing possible problems and barriers?after considering alternatives?

Can you develop a detailed action planstating who is responsible for what? that sets deadlines?

Following the Event Planning Process

Implementing the Event

Can you run the event as planned?Can you adjust your plan to handle unexpected changes?Can you enjoy the experience?

Evaluation and Wrap-Up

Have you developed criteria to measure the success of the event?

Leave a report for future reference:Were there any areas that needed improvement?What unexpected things happened? Did you deal with them effectively?

Draw up a financial report. Pay bills.

**Setting Goals

Goals protect us from aimless effort and

point us in a positive direction.

**SMART Goals To reach your goal you need to write SMART goals:

SpecificSpecific

MeasurableMeasurable

AttainableAttainable

RelevantRelevant

Time SpecificTime Specific

Must have one or two intended results stated and described unequivocally

Must be well defined and clear to anyone familiar with the project

For example: “The members of the salsa dance club will

learn how to dance partner salsa.”

SpecificGoal

SpecificGoal

There will be an observable change in behaviour that can be measured

Select concrete methods and criteria for assessing progress

Example: “The dancers’ ability will be greatly enhanced”

VERSUS

“The dancers will be able to perform 10 different salsa steps”

MeasurableGoal

MeasurableGoal

Achievable while presenting a realistic challenge

Consider target group’s characteristics and the resources available

If the standards of performance are set too high, take another look

Example:

Learning 10 different salsa steps in six weeks

VERSUS

Learning 6 different steps if at the midpoint of the program the dancers’ progress is slower than expected

AttainableGoal

AttainableGoal

Use the target group’s needs as the only valid criteria

Obtain target group’s needs through needs assessment

Example: The club members have paid a fee to attend,

so it is clear that learning to dance the salsa

is relevant to them for a number of personal reasons

RelevantGoal

RelevantGoal

Time SpecificGoal

Time SpecificGoal

Obviously stated timeline as a length of time or completion date

Example: “The members of the salsa dance class will be able to perform 10 different steps

in sequence by the end of the six-week session.”

**SMART Goals

To write SMART goals, ask yourself the following questions:

S Exactly what is the end result I hope for? M What makes up a good

job/event/performance? A Is my goal feasible? R Is my goal meaningful? T How much time do I have?

Outcomes Related concept to goals

More general statements of intent

Deal with abstract concepts

Often sound lofty and idealistic

Examples: Appreciate Experience Understand Motivate Develop a positive attitude towards

**Goal Evaluation Conduct periodically

Vital to success

Recognize and face obstacles They may prevent you from not always

meeting your goals, but you should learn from them

Example: You may find that goal is overambitious

or unrealistic. Reassess.

Examples of Setting Goals to Meet a Target Group’s NeedsTarget Group

The 18 members of the Outdoor Recreation Club, ranging in age from 15 to 17

Needs To have a major outing as an end point of their season and an opportunity to

test out the skills they have learned. A discussion led to consensus about the details of the trip.

Goal The students will plan, prepare for, and complete an overnight canoe trip along

the Goshecan River – including a 100-metre portage, campsite selection and set-up, and meal preparation – on the first weekend in June.

Outcome The students will gain an appreciation of the skills required to enjoy a wilderness

experience.

Developing the Event Plan

If all factors have been addressed and backup plans are in place to handle unforeseen situations, the

event will go smoothly.

How Are Events and Projects Conceived?

Previously conducted event

Specified needs and goals is already in place

Needs to be re-assessed: Keep it up to date Make it more exciting and attractive Use available resources more effectively Tweak it to make it more efficient

How Are Events and Projects Conceived?

New event

Start with determining the needs and goals

Elicit ideas with brainstorming

Discuss the balancing of pros and cons of each suggestion

Resources provide suggestions and information Example: Canadian Intramural Recreation Association

Rules for Brainstorming

Allow enough time. “Let’s spend the next 15 minutes coming up with all the ideas we can.”

Encourage lateral “outside-the-box” thinking. “Let’s be creative – anything goes.”

Accept and record all suggestions without comment. “Don’t react to any suggestions just yet.”

Writing the Proposal Required step if funding is needed

Answer a uniform set of questions to describe the event Address the match between the event and the target group’s needs “How will participation in your event benefit your target group?”

Begin to set out the logistics of the event

Sample Project Proposal■ Name your project and briefly describe it.

Queen Alexandra P.S. Play Day – based on a Harry Potter theme

■ Describe your target group.240 elementary school students, from kindergarten to grade 6Student leader group

■ How will participation in your event benefit your target group?· Improve school spirit· Develop/maintain fitness through active participation· Develop student leaders in the elementary school· Enhance school’s profile in the community

■ What is the scheduled start/finish date or dates?Tuesday, June 14

■ Where will the event be held?School playground

■ Outline your draft budget.Anticipated expenses· costumes, prizes, decorations, posters

Income sources· principal will provide $200 + use of school art supplies, photocopier, and so on· free stuff· reserve PA system from Board of Education· donated food, drinks (water coolers)

Staffing the Committee Name people organizing the various aspects of the event

Larger versus smaller events

Strategies: Ask people you know who have the interest and expertise Advertise for help Enlist a group to organize a particular aspect (e.g., a local service club) Utilize municipalities that have volunteer bureaus Recruit students and others who require volunteer hours

Committee Structure Subdivide responsibilities - most prefer well defined areas of operation

Executive Committee: Chairpersons of the individual subcommittees Ensures that communication flows effectively Takes care of the “big picture” Forum for sharing ideas and finding solutions for problems

Committee Structure Finance Committee

Develops a budget, establishes income sources, and predicts expenses; makes bank deposits, writes cheques, and prepares interim and final financial reports.

Gate/Admissions/Registration Committee Obtains cash boxes, change, and tickets; recruits volunteers to work;

prepares signage; and ensures the security of the funds collected.

Program/Scheduling Committee Produces a schedule of events by determining how, when, and where

people will participate.

Technical Committee Establishes, communicates, and enforces technical requirements;

ensures presence of officials, equipment, forms, and so on.

Committee Structure Facility/Site/Equipment Committee

Secures a facility and confirms its availability; draws up a plan or map for the use of the facility; secures all equipment

Public Relations/Communication Committee Promotes the event to the public; communicates information to the

participants

Protocol Committee Obtains, briefs and writes the scrip for announcers; plans the opening,

closing and awards ceremonies; arranges accommodations for special guests and dignitaries; and plans any related social events

Souvenir Programs Committee Obtains advertising revenue

Committee Structure Concessions/Souvenirs Committee

Oversees a concession stand and/or a booth to sell souvenirs

Accreditation/Registration Committee Provides competitive numbers and identification badges to athletes,

officials, and volunteers; prepares and distributes information packages

Hosting Committee Oversees accommodations and meals for participants, officials, and

personnel

Transportation Committee Organizes transportation to and from the venue(s)

Medical Support Team Handles medical emergencies (e.g., an individual qualified in first aid, a St.

John Ambulance brigade, or a full-scale athletic therapy unit)

Example of an Organizing Committee Structure – The Frosh Olympics

■ Chairperson or Co-Chairs· Lead brainstorming regarding activities at stations· Chair information-sharing wrap-up discussions at end of each class· Lead debriefing after the event

■ Staff Adviser· Facilitates group process (provides materials, information)· Approves and signs posters, announcements

■ Subcommittee Chairpersons· Coordinate the actions of the committee members· Report on progress

■ Subcommittee Responsibilities

Example of an Organizing Committee Structure – The Frosh Olympics

· Plan opening ceremonies

· Recruit announcer

· Write script

· Book PA system

· Form Spirit Squad

· Arrange for refreshment station

· Plan closing ceremonies

· Purchase prizes

· Prepare station leaders’ clipboards

· Prepare/post team lists

· Create signs and maps

· Draw up score sheet

Internal:

· Design posters

· Speak to grade 9 classes

· Write PA announcements

· Take photos

· Create photo collage

External:

· Write media release

· Assemble press packages

· Meet and greet press

· Select activities

· Plan the schedule

· Draw up facility map

· Plan for safety

· Recruit volunteers

ProtocolPaperworkPublicityProgram

Committee Checklist

No matter what the size of your organizing committee, you need to consider the following:

What will this cost, and where will the money come from?

Who will help?

How will I generate enthusiasm for the event?

What must be done in advance (e.g., site, paperwork, equipment)?

How will I reward the participants?

How will I deal with safety and risk management?

Action Planning Establish immediate and short-term plans

Immediate plans Ensure completion of the stated goals on a daily basis

Short-term plans Ensure completion of the stated goals on a weekly basis Make sure the overall project is completed within the set time

frame

If not met corrective action:1. Restate your goal2. Redefine standards of performance

Action Planning Action plan – a detailed “to-do” list

Updated and reviewed continually

Matches goals

Includes the following: Name of event Description of event Specific tasks for event Specific timelines List of people assigned to each task Alternative plans Promotion Detailed safety check Supervision needs

Sample Plan for a Surprise Sweet-16 Birthday Party

Helpful Hints for Meetings

As soon as more than one person is involved in the organization of an event, meetings are a necessity.

1. Prepare your agenda well in advance2. Keep the group on track by following the agenda3. Keep things moving 4. Use your authority only when necessary 5. Handle all decisions by calling a group vote6. Make sure that someone is taking the minutes

Helpful Hints for Meetings

Name of Organization or Group

Day and Time _______________________ Location (e.g., which room) _______________________

AGENDA

1. Call to order – The chairperson officially starts the meeting and the time is noted.

2. Roll call (attendance) – The secretary lists those present and those who sent regrets.

3. Appoint recording secretary – The recording secretary is officially named.

4. Minutes of previous meeting (review for errors and omissions) – Printed copies were distributed beforehand.

5. Revision of agenda – Review the prepared agenda, and add additional items under new business.

6. Information updates and correspondence – Only if the item does not fit under unfinished business.

7. Committee reports – Committee chairs present reports that ideally were written and distributed in advance.

8. Unfinished business arising from last meeting8.1 (list items)8.28.3 etc. 9. New business9.1 (list items; new items may be added at any point)9.29.3 etc.

10. Schedule next meeting

11. Adjournment

Sample Template for Organizing a Meeting

Robert’s Rules of Order Set of procedures based on which most formal meetings

are conducted

Considerations: Quorum

Number of members that need to be present at the meeting? 50% + 1 person?

Voting What issues need a 50 percent majority? How are ties broken?

How to make a motion How to bring an item of business before the group for action?

Recording Minutes Minutes - accurate record of meetings

Reduce confusion

Provide documentation of what was decided and who is responsible for each task

Provide a historical record to help make consistent decisions

Sample Template for Recording Minutes of a Meeting

1. Meeting of the ________________________________ committee

2. Held on _______________ at _________ a.m./p.m. in room #____

3. Present: ____________________________ (in the chair)

____________________________ (recording secretary)

____________________________________________________

____________________________________________________

____________________________________________________

4. Minutes of last meeting (date: ): Note amendments and approval

5. Agenda additions and approval

6. Correspondence

7. Reports

8. Business arising from the minutes

9. New business

10. Date and location of next meeting

11. Adjournment at _________ a.m./p.m.

Discussion/Topic Action By whom? By when?

Discussion/Topic Action By whom? By when?

Tournament Organization

Because there are different types of tournaments, it is important to familiarize yourself with the proper

techniques for organizing tournament draws and brackets.

Tournament Organization Three tournament types that are often used in high school

intramural and inter-school competitions are:1. Round robin2. Elimination3. Challenge

The format you select will depend on several factors: The type of activity/game The number of teams or players The amount of time available The facilities available The equipment available

Round-Robin Tournaments Each player or team gets to play every

other player or team at least once

When to Use If sufficient time and facilities are

available If the number of competitors is small If you want to determine a true winner

as well as rank the other contestants in the best possible manner

Round-Robin Tournaments: Procedures Step 1

Assign numbers to the teams that have entered the tournament

Rotate the numbers counter-clockwise around one number that remains fixed (#1)

The formula for determining the total number of games to be played in a round-robin tournament is N(N – 1) / 2, with N representing the number of teams or participating units in the tournament

Round 1 Round 2 Round 3 Round 4 Round 5 Round 6 Round 7

1 vs. 8 1 vs. 7 1 vs. 6 1 vs. 5 1 vs. 6 1 vs. 3 1 vs. 2

2 vs. 7 8 vs. 6 7 vs. 5 6 vs. 4 5 vs. 3 4 vs. 2 3 vs. 8

3 vs. 6 2 vs. 5 8 vs. 4 7 vs. 3 6 vs. 2 5 vs. 8 4 vs. 7

4 vs. 5 3 vs. 4 2 vs. 3 8 vs. 2 7 vs. 8 6 vs. 7 5 vs. 6

Round-Robin Tournaments: Procedures

Step 2 Draw up a schedule of the time and place for each game to be played All round-one games take place at 9:00 a.m. All round-two games take place at 10:00 a.m., and so on Notice that all the teams are placed on different courts as the

tournament progresses

ROUND TIME COURT A COURT B COURT C COURT D

1 9:00 1 vs. 8 2 vs. 7 3 vs. 6 4 vs. 5

2 10:00 3 vs. 4 1 vs. 7 8 vs. 6 2 vs. 5

3 11:00 7 vs. 5 8 vs. 4 2 vs. 3 1 vs. 6

4 1:00 6 vs. 4 8 vs. 2 1 vs. 5 7 vs. 3

5 2:00 6 vs. 2 5 vs. 3 1 vs. 4 7 vs. 8

6 3:00 1 vs. 3 6 vs. 7 4 vs. 2 5 vs. 8

7 4:00 3 vs. 8 5 vs. 6 4 vs. 7 1 vs. 2

Round-Robin Tournaments: Procedures

Step 3 Draw up and post the tournament score sheet Note 1: The number of squares on one half of the sheet equals the number of games

played in the tournament Note 2: Game results must be entered in two places (i.e., for each team playing the

game). Example: In the first round, 1 beats 8. A W is placed on team one’s line under column 8, and an L is placed on team eight’s line in column 1. Alternatively, actual final scores may be entered (e.g., 25-19 for team one and 19-25 for team eight)

TEAM 1 2 3 4 5 6 7 8 Points Place

1

2

3

4

5

6

7

8

W

Round-Robin Tournaments: Procedures Tie-breaking strategies:

Number of wins in all games played

Head-to-head win record

Point spread of head-to-toe games

Total point spread over all games played

Play another short game

Coin toss

Advantages and Disadvantages of the round-robin tournament

Advantages· All teams get to play to the end of the tournament.· All teams play an equal number of games.· It’s the fairest way to determine a champion.· All teams are ranked at the end of the tournament.· It permits continuous play with maximum use of facilities.

Disadvantages· Time consuming, especially if there are many teams or limited

facilities.· Can result in ties, necessitating tie-breaking procedures.· More facilities are required.

Elimination Tournaments

1. Single-elimination tournaments

2. Consolation tournaments

3. Modified double-elimination tournaments

Single-Elimination Tournaments Emphasizes the elimination

Half the competitors are eliminated after the first contest

Often the least desirable

When to Use This Type of Tournament If you have limited time and facilities If you have many participants If the goal is to determine one champion only

Single-Elimination Tournaments: Procedures

• Determine whether the number of entries is an even power of 2 • If so, proceed by drawing for position• Winning teams advance to the next round• Half of the teams are eliminated after the first round

Single-Elimination Tournaments: ProceduresBYES

If the number of teams entered is not a power of 2

All “free matches” must be placed in the first round

Number of contestants for the second round is an even power of 2

Even number of byes - place half in the top and half in the bottom

Odd number of byes - put the larger number in the bottom half

Awarded on the basis of a random draw or seeding

Single-Elimination Tournaments: Procedures

SEEDING

Keeps the best players/teams from meeting until the end

Prevents top players from being eliminated early

Two top players are placed one at the top and the other at the bottom

Other high players are placed towards the middle and evenly spaced

Single Elimination Tournament for 13 Teams with 4 Seeded Entries

The top 3 seeded players have a bye in the first round

No team receives more than one bye

Advantages and Disadvantages of the Single-Elimination Tournament

Advantages

· It takes a short time to determine a champion.· It is a good option when facilities are limited.· It is suitable for a large number of entries.· It is easy to organize.

Disadvantages

· The eventual winner is not always the best entrant.· The defeated finalist is not always second best.· Teams/players who could benefit most from more playing experience

don’t get the opportunity to play.· Except for the first game, players don’t know their game times.· It does not provide much competition for some teams.

Consolation Tournaments

No teams are eliminated in the first round 1st-round winners move towards the right side and play other

winners 1st-round losers move towards the left side and play other 1st-round

losers

Half the teams are eliminated in the second round

From the second round on, a loss eliminates the team

Champion and a consolation champion are determined

Consolation Tournaments: Procedures

All losers in the 1st round (as well as those who lose in the 2nd round after receiving a 1st round bye) play single-elimination tournament

When to Use

When adequate time and facilities are available When teams or players have to travel long distances

Advantages and Disadvantages of the Consolation Elimination Tournament

Advantages

Each entry plays at least twice before elimination. A strong entry eliminated by the champion early in the

tournament may continue. It generates greater player interest.

Disadvantages

Running the tournament is more time consuming. A first-round loss eliminates the opportunity to play in the

tournament championship game. More games are involved, causing a potential space problem

when there is a large number of entries. Except for the first game, teams don’t know their game times.

Modified Double-Elimination Tournaments

Each entry is assured of playing at least two contests

1st-round loss does not lead to elimination

Results in the selection of a more deserving winner

When to Use If you have a more time or not enough entries for

single-elimination If teams have traveled a great distance

Modified Double-Elimination Tournaments: Procedures

After the first round, half the winning & losing teams move to the right and half to the left

Second-round game puts winning team against team with one loss

Teams losing in the second and subsequent rounds are eliminated

The championship game is played between the last remaining teams on the right and left sides

Advantages and Disadvantages of the Modified Double-Elimination TournamentAdvantages

A player or team is guaranteed two games. A team that gets off to a slow start is not immediately eliminated It determines the most deserving winner. The final could be between

two undefeated teams or between an undefeated team and a team that had one loss in the first round.

Disadvantages

Except for the first game, teams don’t know their game times. The tournament takes longer to run than a single-elimination

tournament. It emphasizes elimination.

Challenge Tournaments Carried out by the players independently

Many varieties: Ladder Target Spiderweb Pyramid

When to Use This Type of Tournament Singles or doubles Competitions that:

Have no set schedule Run over a lengthy time period Involve any number of players

Challenge Tournaments: Ladder Procedures Place contestants’ names on

cards

Draw the cards out of a hat

Placing cards in the order drawn from the top

Challenge Tournaments: Procedures Once the ladder has been set up, the following rules govern the play:

A standard criterion defines a win

Players advance by challenging and defeating a competitor or by default

A competitor can challenge players only one or two places above

If a challenger wins, he or she trades card positions

Challenges must be played in the order they are made

Recent contestants cannot play each other until >1 game later

A defender must play within three days or default

The player at the top at the end of a specified time period is the winner

Advantages and Disadvantages of the Ladder Challenge Tournament

Advantages

· Competition can be carried out independently by the entrants without the presence of the tournament director or sports administrator.

· It affords competition between contestants of near-equal ability.· No one is eliminated, thus play is continuous for all contestants.

Disadvantages

· Over a period of time, players often end up competing against the same people.

· Over a period of time, it can become less exciting.

Challenge Tournament Examples

Pyramid Legion Darts Tournament

· Challenge anyone one or two levels above you. If you win, trade places.

· Play your way to the top of the pyramid!

· Prize: Free round for you and 10 friends

· Final day: May 1

Spiderweb Arm Wrestling Tournament

· Challenge anyone closer to the centre of the web.

· Bouts must be performed at the special table at the bar and must be witnessed.

· Winner’s name will be engraved on a plaque.

· Time limit: June 1

Target Squash Tournament

· Sign up by Wednesday, April 7.

· Challenge anyone one ring closer to the bull’s-eye.

· Prize: A Two Brothers’ $40 gift certificate

· Closing date: April 30, 9:00 p.m.

Implementing the Event Plan

Now that your event plan is in place and you have chosen an appropriate tournament format, if

necessary, it’s time to put your plan into action.

Implementing the Event Plan Before the event

Busy Equipment put in place Signs to be posted Final safety checks

During the event Supervise all aspects of the event Troubleshoot any unforeseen situations Continue risk management Support and encourage volunteers May be able to relax and enjoy the event

After the event Clean-up Assign specific tasks prior to the event

Evaluating the Event

Ongoing evaluation can be critical to the success of an event.

Evaluating the Event During the event, evaluate how the planning is progressing

After the event, evaluate if your goals were met

Obtain formal or informal feedback

Formal report should include:

Action plan (work completed or not, on time or not) Minutes of meetings held Copies of paperwork Samples of promotional tools Financial report Feedback received from participants Recommendations and suggestions Notes highlighting what went very well