Facility Event Preparation Plan

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)