Managing an entire event depends upon various factors regarding the sports venue, the management of the event and even the time and budget that has been pre-planned and estimated for the entire project. The following report would be focused on the way a sports event would be handled and the Request for Proposal or the RPF would be delivered in the way by which the entire management of the event would be feasibly justified. The event that would be presented in the proposal would be about holding a sports event for the children with special needs in the venue of Red Barn20 situated in Syracuse, New York. The event proposal would be based on the different sports event held on the venue of the barn with scenic beauty and segregated locations within the property. The event also focused on fulfilling the social responsibility of holding a sporting event for the people with special needs. This is because; the children with special needs would be heavily benefitted with the sports event as it would have all the elements of the added exercise, the release of energy and the interaction with people participating in the event.
Thus, the sports event would hold the RFP comprising of the background of the event, the objectives behind holding the event at Red Barn. Further the estimated budget would be delivered within the RFP with a detailed spreadsheet including all the items necessary to account for in the event. The reasons behind the venue selection, the areas to be used in the venue according to the locations would be described next in the RFP. The logistics of the event would be described next keeping in mind about the event overview the planning timeline with the facilities to be considered along with the event needs and the staff selected for the event. Finally, the marketing, sponsorship details, public relations and the risk management for the entire event would be described in the RFP.
The event that is to be organized in the venue of Red Barns20, Syracuse in New York is the Sports Day for the Children with Special Needs about the end of the year 2018. The event would be spanning the planning phase for about 88 days and the entire main event of the sports would be spanning through a phase of almost 7 days (Filo, Lock and Karg 2015). During these 7 days there would be individual event held during the day time and it would facilitate the winning participant at the end of every event. The food and lodging of the participants, accompanies, people associated with the event, event heads, medical personnel and media personnel would be attended by the organization. Every member would have separate rooms and there would be dormitories appointed to the participants of the event with accompany (Hums and MacLean 2017). The event would be managed accordingly as per the planned budget and the planned timeline.
Following would be the event objectives for the sports event for the Children with Special Needs:
|
WBS |
Task Name |
Predecessors |
Resource Names |
Cost (1000=1) |
|
0 |
Sports event organization schedule |
$740.00 |
||
|
1 |
Project initiation phase |
$210.00 |
||
|
1.1 |
Event scope planning |
Event organizer |
$32.00 |
|
|
1.2 |
Estimating budget for the event |
2 |
finance manager |
$28.00 |
|
1.3 |
Booking venue for the event |
3 |
business analyst |
$40.00 |
|
1.4 |
Identifying event participants |
3 |
Project manager |
$30.00 |
|
1.5 |
Development of philanthropic sports events |
4,5 |
market analyst |
$40.00 |
|
1.6 |
Finalizing chief for the sports event |
6 |
business analyst |
$40.00 |
|
2 |
Project planning phase |
$210.00 |
||
|
2.1 |
Stakeholder planning |
7 |
market analyst |
$40.00 |
|
2.2 |
Hiring equipment based on the event needs |
7 |
Event organizer |
$32.00 |
|
2.3 |
Recruiting volunteers |
9 |
market analyst |
$40.00 |
|
2.4 |
Listing the participants |
10,11 |
Project manager |
$30.00 |
|
2.5 |
VIP guest listing |
12 |
finance manager |
$28.00 |
|
2.6 |
Invitation card printing |
13 |
business analyst |
$40.00 |
|
3 |
Project execution phase |
$208.00 |
||
|
3.1 |
Social media campaign |
14 |
market analyst |
$40.00 |
|
3.2 |
Risk management program |
16 |
Project manager |
$30.00 |
|
3.3 |
Action plan improvement |
17 |
business analyst |
$40.00 |
|
3.4 |
Change management implementation |
17 |
finance manager |
$28.00 |
|
3.5 |
Norms, policy and regulation development |
18,19 |
market analyst |
$40.00 |
|
3.6 |
Strategy promoting |
20 |
Project manager |
$30.00 |
|
4 |
Project closure phase |
$112.00 |
||
|
4.1 |
Event stakeholder signoff |
21 |
business analyst |
$40.00 |
|
4.2 |
Post event maintenance plan |
23 |
Event organizer |
$32.00 |
|
4.3 |
Event closure |
24 |
market analyst |
$40.00 |
Table 1: Project Budget
(Source: Created by the Author)
The location that has been selected for the sporting event for the children with special needs is the Red Barn20, which is situated at the Windridge Estate in Syracuse, New York. The location mostly exhibits a countryside essence and provides a small town greenery effect for the visitors. As per researches, it is a known fact that the greenery affects human mind and body in a very positive way. The placement of a potted plant in workplace enhances the mind and body by lowering the level of blood pressure, improving the time for reaction and enhancing attentiveness and productivity (Wäsche 2015). The overall well-being of the human mind and body is also affected by the greeneries and similarly this would be very effective for the children for whom the sports event is being organized. This is one of the main reasons for selecting the location.
Again, the location would be feasible for the organization to arrange the event since the entire scenic beauty would attract people and thus elevate the footfalls in the event. The different locations within the venue itself are an advantage for holding different events at once. Thus, the event location selection is considered feasible for the organization according to the planning of the event (Masterman 2014). The barn has a lot of property to use. These are the two pools, 4.6 miles of trails, renovated barn to hold meals and people. All of these would be effective in handling the event and holding the segments of the sporting events specifically at a time.
For the actual success of every event, it is necessary that the logistics of the event be organized effectively for the seamless progress of work (Jones 2017). The following would be the described event logistics plan that for the sporting event for the children with special needs:
Customs formalities: The organization would look into the matter for all the customs formalities for the participants and also their parents and a care-person (Misener et al. 2015). The organization would not look after any other member accompanying the participants.
Distribution Methodologies: The people associated with the even management would be distributed to handle the logistics section for the event (Stewart et al. 2018). There would be proper charter provided to them so that they would not confused for the responsibilities they have been appointed with.
Receiving the participants and associated members of the event: Every member of the associated organization, event sponsors, and participants with their designated accompanies would be responsibly received from the airport and escorted to the sports venue (Müller 2015). For the association members and other facilities, vehicles would be available and for the participants, specialized buses and vehicles would be assigned.
Managing advertising materials: All the materials that would be provided by the sponsors for the advertisements would be escorted from the designated nearby location and would be safely delivered to the venue (Raj, Walters and Rashid 2017). The people responsible would be handed over with a charter of their deliveries to be picked and they would also be provided with associated vehicles for receiving the advertising materials.
Forklifts, cranes, and transport: These are the essential logistic equipments that are especially required for the sporting event management. These would be handled effectively with special focus on the cranes and transports as they would serve the event the most (Müller 2015). The Forklifts would always be kept ready when in need as they would serve lifting of advertisement materials.
Freight transportation logistics: Inside the entire venue, logistics would be available for the participants and all the associated people to visit the various scenic beauties inside the Red Barn20 estate.
Emergency transportation for the children: If any child is reported to have accidentally fallen ill or any health condition is seen to be affecting the children, the organization would immediately have facilities to check and treat the participant children on the spot and there would also be facilities available if the matter elevates further, that is, if the participant child needs assistance from the hospitals. The logistic facilities would be at the ready to rush the students into hospitals (Kim et al. 2015).
Other than the entire planning of the logistics for the sporting event the entire planning would also be monitored to rectify the project as per the given schedule of the project so that the project would not be hampered further for any problems in the logistics.
There is a event to be organized for the children with special needs at the Red Barn20, Syracuse, New York. The Red Barn20 has been selected for the fact that it has an extended greenery overview over the facility layout and the entire event venue would be extremely beneficial for the children with special needs as greenery has a calming and positive effect on the minds of the children. Out of the property that has been enlisted to the be used by the organization would make use of the pools assigned for holding any sort of water sports, the 4.6 miles of trails would be used for the children to hold running meets and also the barns that have been renovated can be used for holding the recreation and meal events for people (Getz and Page 2016). The event would begin with the introduction of the participants to the event and the spectators of the event along with the details of the event
Figure 1: Event Planning Timeline
(Source: Created by the Author)
The venue of Red Barn20 has been selected for the sporting event for the children with special needs is the Red Barn20, which is situated at the Windridge Estate in Syracuse, New York. The entire facility has an overview of greenery comprising of hillsides and barns spread over a long juncture. The event area also has two pools where water sports can be held. The area has a total of 4.6 miles of trails that can be utilized for running events and the barns in the entire venue has also been renovated to make use for meals to be held during the event (Chelladurai and Kerwin 2017). All of these would be effective in handling the event and holding the segments of the sporting events specifically at a time. The pools can house for the swimming competitions and the trails can be considered as a venue for the race tracks.
The event would require proper project management techniques to make sure that all the planned events and the amenities within the event for the people present within the venue are perfectly conducted according to the plan (Pedersen et al. 2016). The logistics, the staff, the hospital and emergency medical needs staff should be at the ready and there should also be people present for the event. There should be an appointed project head that would take care of the entire event according to the designated departments. There should be separate program and venue coordinators, equipment coordinators, people designated for programme management and media and merchandize coordinators.
The staff should be coordinated in the entire event with proper information sharing and breaking up into different departments (Djaballah, Hautbois and Desbordes 2015). There would be people from the logistics department who would be at the ready for any kind of services to be provided to the people invited at the event. In addition, there would also be people from the hospital and the other hospital staff who would be ready to provide relevant services to the people in emergency medical needs.
The event would be sponsored by different organizations supporting with the event finances and the marketing of the entire event would also be spread through the social media for creating mass awareness throughout the general mass (Hopkin 2018). The events would be shared on different social media and the different news reporting networks would be approached for the live coverage of the event in different television channels.
According to the event that is taking place in the Red Barns20 is for the Children with Special Needs. The organization that is managing the entire event would very naturally opt for sponsors who would deal with similar issues. The following would be the identification of the possible sponsorship for the event:
Description of the business: This organization aids for the Adaptive and Paralympics Sports and is based in California.
Contact information: Any general correspondent can contact in the address ‘Angel City Sports, 2355 Westwood Blvd #1139, Los Angeles, CA 90064’.
Events they have sponsored: This organization sponsors for the different sports events organized for the children with special needs and also sponsors for Paralympics.
Specific Fit in the Event: The event can handle the event management and even sponsor for the required equipments as they have been experienced with these kind of events.
Sponsorship type: The organization would most likely seek both monetary and VIK sponsorship from Angel City Games.
Description of the business: This is a subsidiary of Amazon.com which enables demand cloud computing platforms.
Contact information: The organization can be reached out on [email protected] to know more about the sponsorship plans or to reach out to them about sponsorships.
Events they have sponsored: They have provided sponsorship and hosted web platforms for various events, both sports and entertainment events, all around the world.
Sponsorship type: The type of sponsorship that the event would require from the Amazon AWS would be sponsoring the website development that would create a social market for the sports event.
Specific Fit in the Event: The organization is seeking ways to market the event socially and thus Amazon AWS would be beneficial to make a website out of their sponsorship amount.
Description of the business: Food chain that sponsors philanthropic events and sponsors food and other monetary support for them.
Contact information: They can be reached out from any nearest outlet or can be contacted through email id.
Events they have sponsored: They have sponsored various events, including sports events all around the world providing both monetary sponsors and food.
Sponsorship type: The organization would like McDonald’s to ask for sponsoring the food for the entire event.
Specific Fit in the Event: The event would definitely need to host food for the participants and the guest, so this would fit exactly according to the event requirements.
Description of the business: Puma is specialized in apparel and retail industry especially for the manufacturing of sports apparels.
Contact information: Puma can be contacted over the available local outlets as well as the email id provided in the website.
Events they have sponsored: Puma has been found to sponsor the Olympic Games for a very long time now.
Sponsorship type: Puma would not be approached for monetary sponsorship, instead would most likely be approached to sponsor the sports equipments and apparels.
Specific Fit in the Event: Since, this is a sports event, Puma would be absolutely perfect fit for sponsoring this event.
Description of the business: Ernst & Young is a business organization that helps different sporting event to sponsor and it manages various events to hold for the healthcare businesses as well.
Contact information: Ernst & Young can be approached from the website address of https://www.ey.com/en_gl/newsroom.
Events they have sponsored: This organization has been sponsoring various events around the world including sporting events as well.
Sponsorship type: Ernst & Young should be approached for their monetary support.
Specific Fit in the Event: Since the event would need handling various meeting within the event management plan, this organization would be the best to approach given its philanthropic views and the insights it can provide for the arrangements of meetings.
Media/Public Relations
The event would need specific social recognition to make sure that the correct spread of the event is done for the proper marketing of the event. Promotion of the event should be maintained with the help of the sponsorship programs. Through the sponsors of the event, it would be easier for the spread of the word about the event plan. In addition to that, the live coverage of the event, the newspaper articles about the event and the social media presence would also benefit the Media and Public Relations for the event.
Conclusion
In conclusion, it can be said that the entire Request for Proposal for the sports event held for the children with special needs is a feasible project to hold in the venue of Red Barns20 in Syracuse, New York. The event planning has been set on the provision of the Red Barn20 and the venue it has provided to the organization for hosting the sports event for the children with special needs. The entire event has been set on keeping in mind about the event overview and what the deliverables would be in the sports event regarding the venue and the pre planned budget that has been set according to the project timeline. The plans that the organization would make about the entire sporting event as well as the logistics based on that has been described. There has also been relevant event needs and timeline planning described in the RFP. Further the staff structure has also been described based on the event needs. Keeping in mind about all the aspects, it can be said that the Red Barn 20 is the ideal venue for conducting the event as it would suffice the budget and time constraints given the various locations available within the venue to house the participants and the guests.
References
Chelladurai, P. and Kerwin, S., 2017. Human resource management in sport and recreation. Human Kinetics.
Djaballah, M., Hautbois, C. and Desbordes, M., 2015. Non-mega sporting events’ social impacts: a sensemaking approach of local governments’ perceptions and strategies. European Sport Management Quarterly, 15(1), pp.48-76.
Filo, K., Lock, D. and Karg, A., 2015. Sport and social media research: A review. Sport management review, 18(2), pp.166-181.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events. Routledge.
Hopkin, P., 2018. Fundamentals of risk management: understanding, evaluating and implementing effective risk management. Kogan Page Publishers.
Houlihan, B. and Malcolm, D. eds., 2015. Sport and society: a student introduction. Sage.
Hums, M.A. and MacLean, J.C., 2017. Governance and policy in sport organizations. Taylor & Francis.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kim, W., Jun, H.M., Walker, M. and Drane, D., 2015. Evaluating the perceived social impacts of hosting large-scale sport tourism events: Scale development and validation. Tourism Management, 48, pp.21-32.
Masterman, G., 2014. Strategic sports event management. Routledge.
Misener, L., Taks, M., Chalip, L. and Green, B.C., 2015. The elusive “trickle-down effect” of sport events: Assumptions and missed opportunities. Managing Sport and Leisure, 20(2), pp.135-156.
Müller, M., 2015. What makes an event a mega-event? Definitions and sizes. Leisure Studies, 34(6), pp.627-642.
Pedersen, P.M., Laucella, P., Kian, E. and Geurin, A., 2016. Strategic Sport Communication, 2E. Human Kinetics.
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