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
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