Doing Your Homework: Evaluating Events Before the Bid
17
DOING YOUR HOMEWORK: Evaluating Events Before the Bid 2012 NASC SPORTS EVENT SYMPOSIUM APRIL 17, 2012
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Doing Your Homework: Evaluating Events Before the BidEvery destination recognizes sports as a major contributor to the overall tourism economy. Oftentimes, it’s necessary to evaluate an event to truly prove the value in terms of overall destination benefits in addition to economic impact including: likelihood of future business, sponsorship potential inside and outside the community, media coverage and exposure, destination brand exposure, quantity and quality of event facilities needed, room rates, conflicting local events, bid fees as well as other considerations. In this session, the panelists will discuss aspects of event evaluation to explore for your event and/or your destinations!
Transcript of Doing Your Homework: Evaluating Events Before the Bid
DOING YOUR HOMEWORK: Evaluating Events Before the Bid
2012 NASC SPORTS EVENT SYMPOSIUM
APRIL 17, 2012
PanelistsJohn Gibbons, CSEE , Executive Director
Rhode Island Sports CommissionKindra Fry, CSEE, Director of Group Sales-Sports & Conventions
Bryan-College Station Convention and Visitors Bureau Heath Aucoin, Event Manager-Sports Sales Manager
Jackson Convention Complex (Jackson, MS)Gina Mintzer, CMP, MHA, Director of Sales
Albany County (NY) Convention & Visitors Bureau
Learn what you don’t knowHow communities evaluate events
EVALUATE INFRASTRUCTURELocal, Regional and State Community Venues
EVALUATE INVENTORYCurrent Events, What do you have now, What do you want (National Guard)
TYPES OF EVENTSSmall, medium, large – Logistics of Each
PARTNERS NEEDED FOR EVENT SUCCESSHave meeting with Local Organizing Committee in advance of bid
Learn what you don’t knowEVALUATE INFRASTRUCTURE
Local, Regional and State Community Venues
EVALUATE INVENTORYCurrent Events, What do you have now, What do you want
Learn what you don’t know
National Guard FLW College Fishing Regional ChampionshipFLW Needs• Needed space on Texas A&M Campus• Needed to be held on Home Football Game
Weekend• Must have a Lake• Host a Site Visit
Learn what you don’t knowNational Guard FLW College FishingRegional Championship
Planning Process• Created a Written Agreement• Secured Additional Funding Through State Funding
Program and CVB Rewards Incentive Program• Worked with Hotels in Bryan-College Station for Staff
Only • Contacted Nearby Partner in Brenham for Participant
Hotel Rooms• Contacted Somerville Lake for Fishing Venue
Learn what you don’t knowNational Guard FLW college FishingRegional Championship
Planning Process• Worked with Texas A&M for Festival/Tailgate Space on
Campus• Secured Volunteers from Texas A&M Sports
Management Students• Marketing, Advertising and Public Relations• Event Days• Post Event Wrap Up
NCAA Men’s BasketballMarch Madness
• Solicit RFP from the NCAA• Solicit local University or Athletic Conference to
operate event• Secure Venue Space• Complete RFP and return to NCAA• Lobby hard• You have the event• Finalize space at the venue• Begin period meetings with your university or
conference partners
NCAA March Madness
• Prepare security plan for venue and community
• 14 months prior NCAA Site Visit• 12 months prior all hotel contracts should be signed
by university• Begin planning monthly meetings to cover topics
such as security, hospitality, special events, signage, volunteers, public relations
• Form subcommittees with strong chairpersons
NCAA March Madness
• Meet on a monthly basis to fine tune your plan.
• As the event approaches make sure your volunteers are secured, security plan fine tuned, venue staff in place, hospitality plans complete and special event planning finalized
• 2 weeks out volunteer training
NCAA March Madness
• 1 week out selection Sunday assign team hotels, coordinate transportation,police escorts, practiceschedule, team ambassadors,check all final arrangements and let the games begin.
• Oversee off day events and hospitality• Post event meeting
Amica Ironman 70.3 Planning Process• Review RFP• Initial Discussion with
Ironman Representatives• Site visit for proposed
venues to include swim, bike and run courses• Tentative approval from Ironman• State stakeholders meeting with all departments and
Ironman Representative
Ironman Planning & Event Day• Secure venue permits• Hotel contracts• Secure volunteers incl. medical• Marketing & Public Relations• Street Signage• Notify local residents and churches for traffic
changes• Event Day• Post event wrap up meeting. How can we
improve for next year.
Convention Center Complex Events• Logistically – What to look for within the CC– Columns/Bleachers - Electricity– Registration Space - Concessions Area
• Types of Events– Mixed Martial Arts - Archery– Roller Derby - Table Tennis– Volleyball - Wrestling– 3 on 3 Basketball - Horseshoes– Cheer - Fishing Weigh In– Tai Kwon Do - Handball– Gymnastics - Fencing
If Rights Holder/Planner is interested….
Produce bid proposal that makes sense, then invite planner to meet the community stakeholders and evaluate the destination, then move from there…
Local Organizing Committee• Sports Commission/CVB• Venue staff • Parks Department• State Police/Local Police• Department of Transportation• Traffic Engineering• Mayor/City Manager Aide• Airport • Public Transportation • Fire/Rescue
**Not every event will need every community partner involved.
Q & AJohn Gibbons, CSEE , Executive Director
Rhode Island Sports Commission, (401) [email protected]
Kindra Fry, CSEE, Director of Group Sales-Sports & Conventions Bryan-College Station Convention and Visitors Bureau, 979-595-2686 [email protected],
Heath Aucoin, Event Manager-Sports Sales Manager Jackson Convention Complex (Jackson, MS), [email protected],
Gina Mintzer, CMP, MHA, Director of SalesAlbany County (NY) Convention & Visitors Bureau, 518-434-1217 [email protected]
