Unit 3: Unit 3: Facility and Event PlanningFacility and Event Planning

Mrs. WoodMrs. Wood

Sports ManagementSports Management

Unit Overview:Unit Overview:

• Facilities Management and OverviewFacilities Management and Overview• Event Planning and Types of PlansEvent Planning and Types of Plans• Importance of PlanningImportance of Planning• Sales ForecastingSales Forecasting• SchedulingScheduling• Scheduling ToolsScheduling Tools

Sport Facilities ManagementSport Facilities Management• The Role of the Facilities Manager is very The Role of the Facilities Manager is very

complex and demandingcomplex and demanding• Involves Several Functions:Involves Several Functions:

• Manager’s Main Goal: Manager’s Main Goal:

• Importance:Importance:

Includes budgeting, establishing dates and alternate dates, selecting and reserving the venue, acquiring permits and coordinating transportation and parking

Oversee all aspects of event planning / facilities management.

$$$$$$$$

Sport Facilities Management:Sport Facilities Management:Facility PlanningFacility Planning

• Requires the Manager and CommitteeRequires the Manager and Committee

• Follows a 3 step process:Follows a 3 step process:– An architect is hired to decide criteriaAn architect is hired to decide criteria– After plans and financing is secured, a bidding After plans and financing is secured, a bidding

process for jobs is completed to stay within budget. process for jobs is completed to stay within budget. – Facility Planning manager must constantly give Facility Planning manager must constantly give

attention to project. attention to project.

Sports management professionals often find careers in managing various types of facilities. Health Clubs, YMCA indoor sporting centers entire stadiums

Meet Mike CrumMeet Mike CrumCOO and Former Interim Director of COO and Former Interim Director of

Charlotte’s Auditorium/Coliseum–Convention Center Charlotte’s Auditorium/Coliseum–Convention Center AuthorityAuthority

• Presided over a $25 million budget, 200 employees Presided over a $25 million budget, 200 employees (and another 1800 part-time workers), and all (and another 1800 part-time workers), and all maintenance and operations for the Charlotte maintenance and operations for the Charlotte Convention Center, Charlotte Coliseum, Ovens Convention Center, Charlotte Coliseum, Ovens Auditorium, and Cricket Arena. Auditorium, and Cricket Arena.

• ““Constantly putting out fires” Constantly putting out fires”

• "You're never really off," Crum noted. "That takes "You're never really off," Crum noted. "That takes awhile to get used to. It's a big job. I am always awhile to get used to. It's a big job. I am always going to some sort of meeting.”going to some sort of meeting.”

Professional Facility Management Professional Facility Management FirmsFirms

• In 1976, the Louisiana Superdome became the first In 1976, the Louisiana Superdome became the first major sporting facility to use outside professionals major sporting facility to use outside professionals to manage its operations. to manage its operations.

• Currently, the New Orleans Superdome is managed Currently, the New Orleans Superdome is managed by SMG. by SMG.

• Philadelphia-based SMG is the world’s leading Philadelphia-based SMG is the world’s leading company in the management of public facilities, company in the management of public facilities, including stadiums, arenas, theaters, and including stadiums, arenas, theaters, and

exhibition/convention centers.exhibition/convention centers.

• SMG manages stadiums, arenas and civic centers across SMG manages stadiums, arenas and civic centers across the United States, in Puerto Rico, Canada and Europe, the United States, in Puerto Rico, Canada and Europe, which host virtually every type of arena-oriented event which host virtually every type of arena-oriented event imaginable.imaginable.

• More than 1.5 million managed seatsMore than 1.5 million managed seats, SMG arenas , SMG arenas stage everything:stage everything:– Professional basketballProfessional basketball – Professional hockeyProfessional hockey – Minor league sporting eventsMinor league sporting events – NCAA collegiate sporting eventsNCAA collegiate sporting events – Family shows such as Disney on Ice and Ringling Bros./Barnum Family shows such as Disney on Ice and Ringling Bros./Barnum

and Bailey Circusand Bailey Circus – Plus the biggest concert tours of the biggest names in musicPlus the biggest concert tours of the biggest names in music

Sport Facilities Management:Sport Facilities Management:What makes a venue attractive?What makes a venue attractive?

• 3 Main Categories:3 Main Categories:– AmenitiesAmenities– Ticket Package Options and AvailabilityTicket Package Options and Availability– Entertainment valueEntertainment value

• Product on and off the fieldProduct on and off the field

• Many colleges and universities have built new athletic facilities to attract top athletes.

• Many municipalities have built new stadiums and arenas to house pro sports.

Event PlanningEvent Planning

• Sports Managers plan many types of events. Sports Managers plan many types of events. • They Include:They Include:

– Coordinating GamesCoordinating Games– Providing food for teamsProviding food for teams– Arrange Team TransportationArrange Team Transportation– Hire Officials Hire Officials – Manage Ticket SalesManage Ticket Sales– Plan and Monitor Concession SalesPlan and Monitor Concession Sales– Juggle League SchedulesJuggle League Schedules– Organize TournamentsOrganize Tournaments

The process of planning a festival ceremony, competition, concert or convention.

Types of PlanningTypes of Planning

• Plans are characterized by five dimensions:Plans are characterized by five dimensions:

Management Level

Type of Plan Scope Time Repetitiveness

Upper and Upper and MiddleMiddle

StrategicStrategic BroadBroad Long-RangeLong-Range Single-Use Single-Use PlanPlan

Middle and Middle and LowerLower

Operational Operational NarrowNarrow Short-RangeShort-Range Standing Standing PlanPlan

Standing PlansStanding Plans• Used to achieve objectives laid out in an Used to achieve objectives laid out in an

organization’s strategy.organization’s strategy.• Definition:Definition:

– Policies, procedures, and rules for handling Policies, procedures, and rules for handling situations that arise repeatedly. situations that arise repeatedly.

• Policies:Policies:

• Procedures:Procedures:

• Rules:Rules:

Are general guidelines for decision making

Also called SOP’s standard operating procedures and methods- are sequences of actions to be followed in order to achieve an objective

State exactly what should or should not be done

Single-Use PlansSingle-Use Plans• Include programs and budgets that address non-Include programs and budgets that address non-

repetitive situations.repetitive situations.

• Program:Program:

– Program Development Steps:Program Development Steps:1)1) Set broad objectives, 2) Break down project into specific Set broad objectives, 2) Break down project into specific

goals, 3) Assign responsibility for each goal, 4) Establish goals, 3) Assign responsibility for each goal, 4) Establish start/end times for each, 5) Determine the resources start/end times for each, 5) Determine the resources needed ex: NFL to hospitals programneeded ex: NFL to hospitals program

• Budget:Budget:

A program that describes a set of activities designed to accomplish and objective over a specified activity and duration .

Are the funds allocated to operate a department or program for a fixed period.

Contingency PlansContingency Plans

• What are Contingency Plans? What are Contingency Plans?

• Wise coaches/managers take great pains Wise coaches/managers take great pains to develop and recruit backup to develop and recruit backup players/employees who can and will be players/employees who can and will be ready to step in should a first-string ready to step in should a first-string player/employee get injured or call in sick.player/employee get injured or call in sick.

Alternative plans that can be implemented if uncontrollable events occur.

How to Develop a Contingency How to Develop a Contingency PlanPlan

• Contingency Plans can be developed Contingency Plans can be developed by asking/answering three questions:by asking/answering three questions:

– What Might Go Wrong?What Might Go Wrong?– How can I prevent it from happening?How can I prevent it from happening?– If it does occur, what can I do to If it does occur, what can I do to

minimize the effect?minimize the effect?

Planning is your LIFELINEPlanning is your LIFELINE

• ““When you fail to plan, you plan to fail.”When you fail to plan, you plan to fail.”

• Flags that Indicate Poor Performance:– Objectives that are not metObjectives that are not met– Continual crisesContinual crises– Idle resourcesIdle resources– Lack of resourcesLack of resources– DuplicationDuplication

Sales ForecastingSales Forecasting• Sales forecast predicts the dollar amount of product that Sales forecast predicts the dollar amount of product that

will be will be sold during a specified period and the associated sold during a specified period and the associated dollar volumedollar volume..

• Why do we Care?

• Our Overall Aim/Objective:Our Overall Aim/Objective:– Market share:Market share:

Success of organization, profit, $$$$$

The organization’s percentage of total industry sales.

How is Sales Forecasting carried How is Sales Forecasting carried out?out?

• Qualitative Sales Forecasting:– Subjective method that predicts sales through:

• Subjective Judgment• Intuition• Experience• Individual Opinion

– Primary Uses:

Managers and employees

How is Sales Forecasting carried How is Sales Forecasting carried out?out?

• Quantitative Sales Forecasting:– Objective method that predicts sales

through:• Uses Objective Techniques

– Mathematical– Past Sales Data

– Primary Uses:

Managers and Employees

The Importance of SchedulingThe Importance of Scheduling

• Why Event Organizers Schedule?

• Scheduling:– Process of listing essential activities in sequence

with the time needed to complete each activity.

• Details of schedule answer Who, What, Where, When, and Why questions.

Scheduling ToolsScheduling Tools

• Calendars• Daily TO-DO List• Planning Sheets:

– Planning sheets state an objective and list the sequence of activities, when each activity will begin and end, and who will complete each activity to meet the objective.

– When Do I Use?

ALL THE TIME, Daily Schedules, Project Schedules, Event Schedules, Season Schedules etc

Planning Sheet ExamplePlanning Sheet Example

Scheduling ToolsScheduling Tools• Gantt Charts:

– Uses bars to graphically illustrate progress on a project. •Activities are shown on the vertical axis

and time is shown on the horizontal access. – When Do I Use?

Gantt Chart ExampleGantt Chart Example

Scheduling ToolsScheduling Tools

• PERT PERT – (Performance Evaluation and Review Technique)(Performance Evaluation and Review Technique)

– Diagrams that highlight the Diagrams that highlight the interdependence interdependence of of activities by diagramming their “network.”activities by diagramming their “network.”

– When Do I Use?

PERT Chart ExamplePERT Chart Example

Why use Scheduling Tools?Why use Scheduling Tools?

• Effective Time ManagementEffective Time Management– Time Management:

• Techniques that enable people to get more done in less time with better results.

• Biggest Time Management Issue:

Time Management SystemsTime Management Systems

• The process of planning each week, The process of planning each week, scheduling each week, scheduling each day. scheduling each week, scheduling each day. – 4 Key Components of Effective TM Systems:4 Key Components of Effective TM Systems:

• PrioritizePrioritize• Set ObjectivesSet Objectives• Plan: (How are your going to fulfill your objectives)Plan: (How are your going to fulfill your objectives)

– Don’t skip this step!Don’t skip this step!• Make a schedule!Make a schedule!

– Use your scheduling tools! Use your scheduling tools!