Facility Event Preparation Plan

Posted on: 27th May 2023

Question

Facility Event Preparation Plan

Preparing a sports facility for an event requires consideration of many elements. For this assignment, you will describe the steps you would take (your event preparation plan) to prepare a facility for an event. Assume that the event is already secured and under contract to take place on a certain date. Then, you will write a three-page paper describing your event preparation plan. Finally, develop a checklist that could be used to ensure the facility is cleaned prior to the event and include the checklist in your paper as an appendix (Appendix A) after the references page. You will be required to supplement your writing with citations from your textbook and at least two articles you locate in the scholarly databases from the online library.

Please contact a CSU Online Librarian if you need help keyword searching for the required articles.

Steps for completing the assignment are as follows:
Use your textbook and the scholarly databases to identify the various aspects of preparing a sports facility for an event.
Develop a one-page checklist that your staff could use to ensure that the entire facility (interior and exterior areas) is cleaned prior to the event.
Read the instructor feedback from the last assignment, and apply it as you write this paper.

Write the paper. Include in the content your event preparation plan, addressing these seven areas:
planning for the event,
training for the event (how staff will be educated and how they will educate the public using the facility on policies and guidelines),
licensing/permits needed for the event,
supplies needed for the event,
cleaning for the event,
safety for the event (with a focus on emergency management), and
technology for the event.
Attach your Appendix A – checklist.

Submit your paper according to the information provided below.
Paper requirements are as follows:
Write at least three double-spaced pages (plus a title page, reference page, and Appendix A).
Address the topic of the paper using critical thought. The required information listed above should clearly stand out and be unambiguous. Otherwise, it will be determined to be missing.
Include a reference page as a new page following your paper’s conclusion. Ensure that this page is completed and formatted according to the correct APA Style.
Include as Appendix A your checklist for ensuring the facility is cleaned. This page should follow the references page and be formatted according to the correct APA Style.
Avoid the serious consequence of plagiarism by using your own words and including citations for sources you used.
As with all assignments, non-scholarly sources such as Wikipedia and About.com may not be cited in your work.

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Solution

Facility Event Preparation Plan

Effective planning of an event and enough time for the planning and preparations are critical to successful outcomes. The focus, in this case, is on a charity event in honor of one of the legendary basketball players who died in a car accident. As a result, major players from the team he used to play for will travel to the local state to play alongside the local team in memory of the late team member. The proceeds of the game will be donated to the foundation of the later athlete, supporting children with sickle-cell anemia to help in the continuity of the process. Therefore, the event is likely to attract a large number. The following entails the planning of the event process.

Planning for the Event

The first step includes knowing the details of the event and having a scope of what it will entail. This will help in guiding the planning and identification of what is required. In this case, the details will include the purpose of the event, the budget, the number of people expected to attend, the number of required staff, referees needed, what type of event it is, supplies required, and available facilities that match the needs of the circumstances and the security and safety needs (Fried & Kastel, 2021). Having an overview of these details will be a great start as it gives the overall vision of what the entire event will entail and what the event organizers can do to make sure that those needs are met in advance and that the event turns out successful (Leggit & Brundage, 2017). In this case, the event is about the game involving a famous NFL basketball player tribute game after involvement in an accident and using the occasion to raise funds towards a donation to the charity foundation the player had started. In addition, they are ensuring that the timelines for the events, including date, time, and venue, are critical.

Training for the Event

One of the main elements in any planning process is that there is enough staff and volunteers to cater to the needs of the people attending the event and players. The team is split into three main areas. The first one includes those providing supportive roles in the area, such as sales of merchandise at the venue, ticketing and collecting gate charges, cleaning, and any other administrative part (O’Halloran, 2014). The next group includes professionals such as ambulatory services. While some facilities may lack this, the event organizers must collaborate with such support services as the medical field and security agencies to ensure that the event goes on as planned. These staff should be trained on how the event will run, expectations of behavior, and how attendees should conduct themselves during the event (O’Halloran, 2014). The training should also encompass how the education and knowledge will be delivered to the public through various channels to ensure that people know how to use the facilities and standard rules and policies to follow to avoid problems to the event’s success.

Licensing/Permits Needed for the Event

Holding such events requires permits by the local authorities and relevant management in the facilities used. This will include the conditions set and policies on how the facility should be used and the possible consequences of any policies broken down as part of the permits (O’Halloran, 2014). It is essential to set a day when there are no competing events so that the attention is directed at the specific event. Local authorities, including the enforcement agency and the local council, can also permit the event’s holding to involve public members (Fried & Kastel, 2021). Collaborating with them to ensure that the facility is secure and aligns with the county’s values can also enhance the event’s success.

Supplies Needed for the Event

There is a need for supplies that facilitate the event’s success in every event. Considering this is not a competition but a charity event and game, no medal or winning cup will be given. However, competitors’ participation certificates are essential (Fried & Kastel, 2021). Besides this, other supplies are needed to facilitate the game’s success and raise funds. Therefore, identifying the suppliers in advance and not close to the event is critical, especially those with a good reputation in their services. Collaborating with them and ensuring that they arrive on time before the event is essential to enhance good preparations (Fried & Kastel, 2021). Contacting the visitors and competing teams and knowing their needs is also critical in purchasing the supplies. Overall, the event will require supplies but not limited to merchandise to be sold at the venue, scorecards, nets, basketballs, first aid kits, uniforms, whistles, writing materials, apparel associated with basketball, wristbands, blackboard, medical supplies, and ambulance among other equipment necessary (Leggit & Brundage, 2017).

Cleaning for the Event

Cleaning for an event is critical before, during, and after the game. The organizers can either use a cleaning service company or volunteers who will be trained before. The cleaning will entail picking up trash, cleaning the surface floor and seats, washing any clothing required, and decorating (Leggit & Brundage, 2017). In the end, the garbage has to be disposed of appropriately. Educating the public on where to place their waste and locating some of the collection bins strategically throughout the facility is critical to a successful cleaning exercise (Leggit & Brundage, 2017). After the activity, the facility is to be left clean, and any material used that needs washing is cleaned and packed well in the appropriate places.

Safety for the Event

In this event, the security has already been secured from the gate and in the facility, considering the dignitaries of those attending. However, considering many people will be attending and the possibility of an injury or not during the game, there needs to be an insurance program (Hall et al., 2010). Further, the emergency response should be with first aid responders on the sidelines and other strategic locations (Leggit & Brundage, 2017). The ambulance that is fully equipped with professional medical staff should also be on standby in case of a serious issue arises.

Technology for the Event

The leading technology required includes the digital scoreboard, surveillance of the game, coverage by local media partnering in the program, and the digital advertising screens across the field. This will enhance the display of the game and ways of contributing to the charity event. Also, advertising some of the merchandise and essence of the foundation is critical. 

References

Fried, G., & Kastel, M. (2021). Managing Sport Facilities (4th ed., pp. 99-129). Human Kinetics, Inc.

Hall, S., Cieslak, T., Marciani, L., Cooper, W., & McGee, J. (2010). Protective security measures for major sports events: Proposing a baseline standard. Journal of Emergency Management, 8(1), 47-55. https://doi.org/10.5055/jem.2010.0004

Leggit, J., & Brundage, C. (2017). Adaptive Sports Event Planning. Adaptive Sports Medicine, 359-369. https://doi.org/10.1007/978-3-319-56568-2_29

O’Halloran, R. (2014). Managing Major Sports Events: Theory and Practice. Tourism Management, 43, 89-90. https://doi.org/10.1016/j.tourman.2014.01.016 

Appendix A: Checklist for Cleaning

(Tick as appropriate)

All decors cleaned

 

All dirt collected

 

Dustbins are placed on destinations.

 

Floors are cleaned

 

Seats are cleaned

 

Garbage is disposed of appropriately.

 

Event facility clean day before event

 

Event facility clean after the event

 

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