Introduction:

Our Events Management Committee for this Tertiary Level Institution has the task of planning and
implementing a sports meeting for this institution which has several campuses nationwide.

To start we have a small budget, and we have to seek ways in which we are to make this event a
success. We have a number of persons on our committee who are skilful in many areas. And as we
proceed to plan and implement this event we are placing our personnel into areas where their skills are
most appropriate.

The event manager who is the most versatile of the team brings to the table her experience. She has
worked in this field for the past six years and has gained a lot of knowledge overtime.

Our aim is to host a successful sport event while applying all the criteria of events planning. It is of
utmost importance to create a sport event, which will be remembered by most, while bringing a day of
leisure to the students who attend these facilities, families and friends.

On our committee we would like to have an appropriate ratio male to females as we embark on this
venture. The latter will bring some critical insights particularly in regards to activities for children.

The theme ‘the way we were’ depicting some of the sport events of the first Olympics to highlight our
ideas.

The events management committee is part of the institution and is chaired by the Director / head of
Communication & Public Relations.

The director has enlisted the help of the events planner within this institution to oversee the running of
this event.

She has taken on board a number of people to work with her on this project. These representatives
were drawn from the various campuses, in order to have a cohesive unit. As we of the team placed the
campuses within zones, it was easy for us to select the required amount of people to run this event.
Profile of Committee:

Event Manager: Sport Event Supervisor:

Communications:

Accounts:

Catering Supervisor:

Logistics:

Operations/Legal:

Safety Officer

Hospitality/ Volunteer supervisor

Background:
S.W.O.T:
Resource Requirements:

A number of Resources are needed for planning an event like a Sports Meet. These resources start from
tangible to intangible items and can be further sub-divided but all are needed in various degrees for the
planning & staging of the event.

Funding Sponsorships Budget Tickets

$25,000.00 $100,000.00 $10,100

Equipment
Venue
Transport
Sporting Equipment

Personnel Title Duties

Event Manager
Sport Event supervisor
Communications
Treasurer
Catering supervisor
Logistics
Operations/Legal
Safety Officer
Hospitality/ Volunteer supervisor
Outsourced Suppliers & Equipment

Items Quantity Suppliers Description Details

Transportation 22 North to South Bus This service is 5 buses at each

Services Ltd needed for Campus and 2 for
transportation for volunteers and
all attendees to go athletes.
and return from
the event.

Entertainment 4 Kidz Spot This service is  Bouncy Castle

Entertainment needed to provide  Face Painting
entertainment for  Clowns
children ages 3-10.

Sound system 1 JPS Sounds A broadcasting

Systems system that can
reach the appox
1550 patrons
expected to attend
the event.

Tents Tropical Tent & A supply of tents 20*20

Chair Rental chairs & stages for 10*10
various reasons. 100 covered chairs

Emergency 2 Five Star Medical To provide medical 1 Ambulances Vans

Services and Ambulance care & transport and 2 Paramedics.
Service athletes and
patrons to seek
medical attention.
Objectives

 Our 1st and most important objective is to achieve the goals of our clients; our client specifically
asked that their event attain media coverage for and about the event to increase the image of
that institution. The institution also asked for a “very successful” event, this translate into our
objective as in running a smooth, efficient, timely and professional event that will meet all their
expectations that they can brand the work we did successful. Our goal in hosting the event is to
have all departments participant in 75% of all events within the sports meeting and having 90%
of students turnout and tickets holds. Also the committee wishes to attain sponsors to boost the
funding of the event to which we can use to attain a suitable venue to host the sports meeting.
The Events team will use the funding to complete its objectives by booking the venue and all
suppliers and can use the increased resources to do several rehearsals of the event.


Venue Selection:

Rationale

This venue was chosen from three (3) Major requirements, All venues were vetted and assisted for the
event and where ticked and rated from a standard chart. The data was compiled and assessed by
management. The 3 major criteria were facilities , distance, price and space. The chart shows all the
criteria that the events survey team was to examine and graded the venue on. There were also
highlighted points on the chart that showed extremely poor or excellent conditions. The venue finally
chosen was the Larry Gomes Stadium. This venue was won over other locations because it aligned to
the committee objectives completely. Though the facilities were heavily used they were in excellent
condition and could of accommodate the our event securely, the management of the venue was
gracious and also offered a package that consist of storage, limited security and a generous discounts
which swayed the committee in booking that venue as none of the other facilities offered such alluring
packages as Larry Gomes Stadium.
 Venue Selection Sheet: Key:

Green □ Excellent

Red □ Poor

Stadium/ Ato Eddie Manny Marvin Eastern South Hasely Larry

Grounds Boldon Hart Ramjohn Lee Regional Regiona Crawford Gomes
Stadium Grounds Stadium Stadium Indoor l Indoor Stadium Stadium
Sports Sport
Arena Arena
The surrounding √ √ √ √ √ √ √ √
area
Stage location √ √ √ √ √
Seating √ √ √ √ √ √ √ √
Arrangement
Entertainment √
sites
Security and √ √ √ √ √ √ √ √
Police locations
Frist aid Post √ √ √ √ √ √ √ √

Chills-out areas √ √ √ √ √ √ √ √
(safe, quite, rest
area)
Lost Kids/
property
Drinking water √ √ √ √ √ √ √
sites
Food storage/ √ √ √ √ √ √ √
vendor/stalls
Approved liquor √
consumption
area
Toilet Facilities √ √ √ √ √ √ √

Communication √ √ √ √ √ √ √ √
center/command
post
Discounts √ √ √ √ √ √ √ √

Running Track √ √ √ √ √ √

Grass Field √ √ √ √ √ √

Generators √ √ √ √
Fire √ √ √ √ √ √ √
Extinguishers
Refuse √ √ √ √ √ √ √
containers

Public
Telephones
Media Points √
(TV/ Radio)

Distance √ √ √ √ √

Price/Cost √ √ √ √ √ √ √ √

VIP Area √ √ √ √ √

Covered areas √ √ √ √ √ √ √ √

Sporting √ √ √ √ √ √ √ √

Storage √ √ √ √ √

All entrances & √ √ √ √ √ √ √

Exits
Emergency √ √ √ √ √ √ √ √
Access routes
Paths used by √ √ √ √ √
Vehicles
Paths for √ √ √ √ √ √ √
pedestrians only
Parking √ √ √ √

Differently abled √ √ √ √ √
Access
Run Sheet: