EVENT PLANNING MODULE: INTRODUCTION TO EVENT

COORDINATION TOOLS

The golf season sees us involved in the delivery of tournament after tournament. Keeping details organized can be tedious and challenging. Making corporate events or internal special events stand out can also be a challenge amidst a very busy season.

This module will:

• Provide you an overview of the event management activities• Assist you in thinking through details required to running a successful golf event• Introduce you to the function and structure of three key event coordination tools: the critical path, run of play and event script• Provide you with examples and templates of these three tools for your personal use!

Before we get to the use and implementation of the event coordination tools, let’s take a look at the flow of Shone and Parry’s (2014) event management activities. You will quickly be able to see where the event coordination tools play a major role in the process. Event Management Activities (Shone & Parry, 2014) A great event does not just evolve overnight! While many of us have been a part of last minute events, going through the event management activities in a mindful, process-oriented manner can lead to increased participant satisfaction and ultimately an increased return on investment. Next time you run an event consider the following five event management activities.

LEAVING AN EVENT LEGACY

IMPLEMENTING THE EVENT

ORGANIZING & PREPARING THE EVENT

PLANNING THE EVENT

DEVELOPING THE EVENT CONCEPT

Developing the Event Concept

As you set out to develop your event concept, ask yourself:

• Why are we doing this event? What is our purpose?• What do I want to hear participants say about the event as they are walking out the door?• If the local media came to this event, what would we want the headlines, tweets and online posts to read?• What are the key images we would want to post on our website or use for our newsletter afterward?

Once you answer these key questions, you then need to consider them within the context of your reality. Consider your timelines, budget and potential revenue targets. All of this information will help you determine the details for the event such as your target audience, theme, venue, finances, timing, event team, contractors and any other stakeholders. When analyzing your concept consider whether you will involve your local community, identify marketing opportunities, leveraging or accessing sponsors, assess potential risks and understand competition you may face from major events that may occupy your target audience.

Planning the Event

As details for the event concept are confirmed, this is where the vision for the event starts to turn into tangible plans. In this stage, you will set objectives and goals so as to achieve your vision. Through the use of event coordination tools such as a budget and a Critical Path, parameters, timelines, priorities and areas of responsibility for the event are determined. Planning meetings at this point often consider event logistics, the movements required to get resources in place in a timely manner, for event day.

CLICK HERE FOR A CRITICAL PATH SAMPLE

DOWNLOAD CRITICAL PATH TEMPLATE

Organizing and Preparing the Event

This stage is where you are managing and delivering on the activities and parameters detailed in your planning stage. As you inch closer to the event, you will be refining final details for your event day Run of Play, Event Script, and event maps. If for some reason you were unable to attend the event, these event coordination tools should be detailed to the point that someone else could take over seamlessly. Going into the event, you want everyone who has a role, to know their responsibilities and be ready to deliver for the big day.

CLICK HERE FOR A RUN OF PLAY SAMPLE

DOWNLOAD RUN OF PLAY TEMPLATE

CLICK HERE FOR A EVENT SCRIPT SAMPLE

DOWNLOAD EVENT SCRIPT TEMPLATE

Implementing the Event

It’s “GO” time! While event delivery is a busy and potentially stressful time, if you have planned, organized and prepared the event well, it’s all just a matter of following through! This is where all of your hard work pays off. On event day, the safety and enjoyment of your participants is paramount. Make sure you foster a positive environment of customer service by taking time to make sure your front line staff and volunteer have all they need to ensure your participants have a great day!

Wrapping up and Leaving a Legacy

When the event is done, the work is not over! You will have plenty of things to take down, put away, evaluation to be done, people to thank and pay too! Think of your event legacy as what you leave behind. This could be as simple as the way you left the facility, the way you engaged the local community, contributed to a charity or the memories and lasting impression you left for participants (members, visiting organizations, volunteers, special guests, sponsors etc.). Spend time evaluating your event and reflecting on how you could be even better next time!

EVENT MANAGEMENT ACTIVITIES.

CLICK HERE

Watch this video to learn more about the Event Management Activities.

3 Key Event Coordination Tools .

CLICK HERE

Watch this video to learn more about the 3 Key Event Coordination Tools.

2016 CLUB MEMBER’S CHAMPIONSHIP PRESENTED BY BREYER’S REAL ESTATE BEAU VALLEY GOLF CLUB

(CRITICAL PATH)

TASK “RESPONSIBILITY*” PRIORITY 11-12 mos. out

10 mos. out

9 mos. out

8 mos. out

7 mos. out

6 mos. out

5 mos. out

4 mos. out

w/o June 6

w/o June 13

w/o June 20

w/o June 27

w/o July 4

w/o July 11

w/o July 18

w/o July 25

w/o Aug 1

w/o Aug 8

w/o Aug 15

“EVENT DAY” w/o

Aug 22"

w/o Aug 29

w/o Sept 3

ADMINISTRATION/OPERATIONS

Finalize event concept SS/DB High

Develop event goals and objectives SS/DB

Determine event date SS/DB High

Develop event budget DB

Determine event format and player fees DB/LW

Develop and refine critical path/workback schedule LW

Identify key stakeholders and determine engagement methods DB/LW

Identify special stakeholder invites DB

Coordinate special stakeholder invites LW

Determine featured charity DB/LW/HP

Identify level of charity engagement DB/LW

Send invitations to charity representatives HP High

Develop potential emergency response scenarios SS/DB

Communicate qualification standards SS

Player registration SS

Finalize registration numbers SS

Identify dietary concerns HP

Communicate registration numbers and dietary concerns to F & B HP High

Follow up with outstanding payments LW High

Distribute thank yous SS/DB

Food & Beverage (F&B)

Communicate event dates, budget and approximate numbers to F&B team LW/SC

Create menu SC

Coordinate and place order for food SC

Send finalized menu to marketing to create event menus SC High

Determine room set up LW/SC

Set up room LW/SC

Tournament Activities

Identify on-course contests (if any) SS

Determine desired contest prizing SS/DB High

Coordinate equipment for contests HP

Print cart waivers HP

Final cart maintenance JD

Final maintenance to greens RS

Determine awards SS/DB

Order awards and/or plaques LW High

Set up awards and/or plaques HP

Research charity for auction DB/LW

Liaise with charity LW

Send donations to charity LW

Other Activities

Identify silent auction needs LW

Create gifting plan (participants) LW/JD

Order and/or solicit silent auction items, gifting and prizing from sponors DB/LW High

Finalize silent auction items LW

Luncheon script development LW

Finalize luncheon script LW

Banquet walk-through LW

Prepare prizing HP

Prepare player gift bags LW/JD

Create and print silent auction bid sheets and procedures LW

MARKETING/COMMUNICATIONS

Determine communication and promotions plan DB

Develop event press release DB

Event press release distribution DB

Determine media opportunity DB

Implement communications plan (save the date, registration, social media engagement, event day reminders, etc.)

LW/HP High

Determine signage needs DB

Create graphics for signage LW

Fulfill signage needs LW High

Receive signage and print materials HP

Develop event look and feel (logo, colours, program layouts, banner graphics, etc.)

DB/SS

Identify sponsorhip opportunities DB/LW

Determine role for new and existing sponsors DB/LW

Develop sponsorship package DB

Solicit sponsors DB High

Finalize sponsors DB

Acquire sponsor logos and permissions for use DB

Charge communication devices HP

HUMAN RESOURCES

Course Support Staff

Determine availability of course staff and availability to support event LW

Schedule, assign and clarify responsibilities LW High

Follow up and progress meetings LW

Create support staff list and name tags HP

Other Personel

Hire graphic artist DB

Research and book photographer/videographer HP High

Order cards for team photos HP

Identify possible Emcees DB

Create Emcee invite DB

Confirm Emcee DB

Emcee preparation and rehersal DB High

*indicates initials of individual(s) responsible

CRITICAL PATH SAMPLE

2016 CLUB MEMBER’S CHAMPIONSHIP PRESENTED BY BREYER’S REAL ESTATE Beau Valley Golf Club

(Run of Play)

Friday, August, 26, 2016 (Day Prior to Event Day)

Function Time Activity/Event Location Lead Notes To Do

Operations 11:30 Send reminder text to participants From event phone LWText to read: Looking forward to championship Saturday. See you at 6:45 for breakfast. Rest up!

Get registrant distribution list from DB

Operations 1:00 Finalize Player Gifting & Silent Auction Packages DB's office DB 72 player packagesPrint auction sheets (6) Pull clipboards & pens

Logistics 4:00 Pick letters for sign at road Garage to registration table HP Place on registration table when donePull letters to read: 24th Annual Club Championship

F&B 17:00 Set up for breakfast Clubhouse Mezzanine SC As per F&B team needs

Logistics 20:00 Set up pop ups for outdoors Lobby HP Tuck inside lobby entrance for morningSet Up: 2 pop-ups at front doors 3 half signs on road in"

Operations 20:00-21:30 Cart CheckMaintenance Garage and South Lot

JD Once carts are checked move to south lot Move 36 carts

Logistics 20:30 Set up indoor signageMezzanine, registration and main dining room

DBMezzanine: 4 full pop ups & 2 half signs Registration: 2 half signs & 4 table signs Main Dining Room: 2 full pop ups and 4 half signs

Signage: 6 full pop ups 8 half signs 4 table signs

Logistics 21:00 Set Up Registration Lobby LW Place tables on south side of lobby

Need: Two tables with linens Four chairs Play check-in lists (alpha order by last name)

Saturday, August, 27, 2016 (Championship Day)

Logistics 6:30 Change letters in sign at roadPick up from registration table

KM Change to read "24th Annual Club Championship"

Logistics 6:30 Outdoor Sound Set Up & Check South lot JD Can find these in main garage in "outdoor AV" cabinetSet up: Two main outdoor speakers Microphone

Logistics 6:30 Set Up Carts South lot LWPick up cart waivers from DB's desk Place under clips in carts

Need: 36 score cards & pencils Place cart waivers Two bottles of water per cart

Operations 6:30 Final Set Up of Registration/Check-in Clubhouse Lobby HP Get cash box with float & player packages from DB

Logistics 6:45 Pop-Up Signage Set up (outdoors)Lobby to outside front doors

DB Pull outdoor signs from lobby to anchor front doorsSet Up: 2 pop-ups at front doors 3 half signs on road in

Operations 6:45-8:00 Event Check-in Opens Clubhouse Lobby HP

Operations 7:00 Skills Contests Set UpPick Up From Clubhouse and place at holes 4, 12, 16

JDHole 4 - Longest Drive Hole 12 - Closest to the Pin Hole 16 - Straightest Drive

Need: 3 metal contest stakes 3 recording cards for stakes

Operations 8:00 Event Check-in Closes Clubhouse Lobby HP

Operations 8:01 Departure Announcement 1 South lot JD Ask participants to head to cart to prepare for departure

Logistics 8:05-8:15 Participants to carts South lot LW/ JD

Operations 8:10 Departure Announcement 2 South lot JD Provide 5 minute warning for participants to depart at 8:15

Operations 8:14 Departure Announcement 3 South lot JDProvide direction to head to holes and to listen for sound to start golfing

Logistics 8:15 Carts Depart South lot to holes LW/ JD

Operations 8:20 Collect Cart Waivers South lot LW/ JDEnsure two signatures Place on SS's desk after

Pick up one waiver per cart

Operations 8:25 Depart to 5th hole to do start signal On Course HP Bring start gun

Operations 8:30 Start Signal From 5th hole HP Do from start of 5th hole Send text to commece play

F&B 7:00-8:00 Continental Breakfast Clubhouse Mezzanine SC As per F&B team needs

Event 8:30-1:30 Tournament Play Course wide LW

F&B 8:30 Tear Down Breakfast Clubhouse Mezzanine SC As per F&B team needs

Logistics 8:45 Tear down Check-in Lobby HP Return Cash box to DB

Need: Two tables with linens Four chairs Play check-in lists (alpha order by last name)

Logistics 8:45 Set Up BanquetClubhouse Main Dining Room

SC Linens in new cabinent in hallwaySet up: 14 tables (rounds) w 6 seats Place reserved sign on two tables"

Logistics 9:30 Silent Auction & Awards Set UpClubhouse Main Dining Room

HPTwo tables for silent auction One table to front of room for awards

Set Up: Three 3x6 tables Pick up silent auction packages and awards from DB's office 6 clipboards, auction sheets & pens"

F&B 9:30 Prep bevarage carts Maintenance Garage GG See general checklist to stock carts

Logistics 10:30 AV Set UpClubhouse Main Dining Room

HP Two main speakers, Microphone, LCD projector & Screen

Logistics 11:00 Sound CheckClubhouse Main Dining Room

HPYoutube: “Beau VGC 2016 Highlights Desktop File Name: BeauVGC2016.wmv

Test: Microphone, 2 main speakers, Internet connection, Youtube video

Operations 12:30 Emcee Arrival & Walk throughClubhouse Main Dining Room

LW/ HPStacey (658) 234-5555 Lee (658) 237-9999

Bring two printed scripts

Operations 1:30 Contest Pick Up Holes 4, 12, 16 JDHole 4 - Longest Drive Hole 12 - Closest to the Pin Hole 16 - Straightest Drive

Give to LW in Clubhouse once collected.

Event 2:00-3:30 BanquetClubhouse Main Dining Room

ALL Event Script

Logistics 2:00 Tear down of pop ups outdoors Lobby HP2 pop-ups at front doors 3 half signs on road in

Logistics 2:00 Cart Return & CheckMaintenance Garage and South Lot

JD Cleanout, washdown, refuel and park in south lot

ALL 3:45 Banquet and Silent Auction Tear DownClubhouse Main Dining Room

HPAll hands on deck AV back to DB's office

Logistics 3:45 Tear down indoor signageMezzanine, registration and main dining room

HPMezzanine: 4 full pop ups & 2 half signs Registration: 2 half signs & 4 table signs Main Dining Room: 2 full pop ups and 4 half signs

Signage: 6 full pop ups 8 half signs 4 table signs

RUN OF PLAY SAMPLE

2016 CLUB MEMBER’S CHAMPIONSHIP PRESENTED BY BREYER’S REAL ESTATEBEAU VALLEY GOLF CLUB

SATURDAY, AUGUST 27, 2016 – 2:00PM - EVENT SCRIPT

Lunchtime Banquet

Segment Time Scene Who Notes

2:00-2:02 WelcomeStacey Simone (Head Professional)

2:02-2:06 “Year in review” slideshowJan Little (Audio Visual Lead)

Youtube: “Beau VGC 2016 Highlights”USB File Name on Desktop: BeauVGC2016.wmvStop video at 3:45

2:06-2:07 Intro of Emcees Stacey Simone

2:07-2:10 Emcees WelcomeShaun Terrieault and Lee Singh (Club members)

2:10-2:55 Lunch Food & Beverage (F&B) Team Jan to turn on “Canadian Patio” playlist (volume 7)

2:55-2:56Announcement of Silent Auction Closing & Dessert

Shaun Terrieault

2:56-3:05 Final Bidding Members F&B Team to bring out desserts

3:05-3:15 Awards Shaun Terrieault and Lee Singh

3:15-3:27 Present: Silent Auction PrizesHarpreet Patel (Operations Coordinator)

3:27-3:29 Thank you Shaun Terrieault and Lee Singh

2016 Club Member’s Championship Presented by Breyer’s Real Estate Beau Valley Golf Club

2:00 Start

STACEY (2 min): Bonjour, et merci à nous joindre aujourd’huiWelcome to the 2016 Club Member’s Championship presented by Breyer’s Real Estate here at Beau Valley Golf Club

My name is Stacey Simone, as many of you know, I am the Head Professional here at Beau Valley. This is our 24th Club Member Championship event. Was it ever an exciting day. Let’s take a look…

Video Montage (4 min)

NOTE: Jan to stop video at 3:45 min.Youtube: “Beau VGC 2016 Highlights”USB File Name on Desktop: BeauVGC2016.wmv

STACEY (2min): We are very excited to have you, our valued members and Beau Valley family joining us for today’s championships. This event would not be possible without the support of our good friends at Breyer’s Real Estate. Janet, Phil, William and Jeff, please stand up. Please join me in a round of applause in gratitude for their support. If you need to move, these are your people. If you need anything from me, I will be with them over lunch.

I am very pleased to introduce you to our emcees for this afternoon, two former Club Champions and proud members of our Beau Valley community, please help me in welcoming 2-time Junior Club Champion, Shaun Terrieault and 4-time Senior Club Champion, Lee Singh.

Following section 3 min (emcee’s welcome)

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LEE:Thanks Stacey. It’s an honour to be back. What a morning of competition and grit. Mother nature was certainly on our side for today’s championship. I thoroughly enjoyed my time out on the greens watching you all. We have lots of excitement ahead of us this afternoon, so let’s get at it.

SHAUN: : Has every one seen the helicopter ride over the Rideau available for auction? If you haven’t already had the opportunity to check out the silent auction packages, the auction will be open until 3 :05. We are proud to share that funds raised today will go toward the Beau Valley United Way. As you know the United Way builds great communities for everyone. They have been wonderful contributors here in the Beau Valley so thank you in advance for your support.

LEE: I don’t know about you, but I am hungry. We wish you an enjoyable lunch. We will be back in about an hour to announce our winners of the silent auction as well as our new club champions!

2:10 (45 minutes for lunch)

2:55

SHAUN:I hope everyone has enjoyed that fabulous lunch. Put your hands together for our amazing Food and Beverage team here at Beau Valley <<applause>>. Please do take time to thank your table servers as they bring around dessert shortly.

We are going to take another 10 minutes to let you finish up your mains. As we are wrapping up lunch, please be reminded that the silent auction will close in 9 minutes at 3 :05. There are some amazing prize packages available so do take time to see where your bids are at. When we come back we will name this year’s champions and silent auction winners.

3 :05 (10 minutes for Awards Announcements)

LEE: What a stunning day of golf. We had one of our most exciting finishes today that our club has ever seen. Today’s champion of the Women’s Champion was Lisa Languille. Lisa shot two under today. This is Lisa’s second consecutive Women’s Championship victory. Congratulations Lisa. Let’s have our champion come up for a photo and a few words… <<applause>>

WOMEN’S CHAMPION: off script

SHAUN: We saw an incredible rebound by today’s Men’s Champion. Jacques Portier was 5 over after 9 and managed to play lights out on his back 9. He won the day 5 under. What an incredible feat Jacques. Come on up here to recieve your award and say a few words…<<applause>>

MEN’S CHAMPION: off script

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3:15 (10 minutes for Silent Auction Prizing Distribution)

LEE: You all know I am winning that helicopter ride, right?! Okay, maybe not, but I can’t wait to hear who has. I’m going to invite David Deacon up here. As many of you know, David is our Director of Operations. He has been very busy in preparation for this event. He is responsible for all of these great prizes and for making this event come alive today. Come on up here David <<applause>>

DAVID: First of all, please allow me to thank each and everyone of you for such a tremendous day of golf. Without you, we are just a really, really nice patch of grass. So thank you for making this place what it is. I know I stand before you and the prizing, so I will get to it here.

Thank you for your generousity and support. Together, we have raised over $6,000 today for the Beau Valley United Way. Now, let’s figure out who is going on that helicopter ride over the Rideau.

CANYON WHITEWATER RAFTING PACK – WINNER NAME:

RIDEAU HELICOPTER TOUR – WINNER NAME:

GATINEAU WINTER GETAWAY - – WINNER NAME:

BEAU VALLEY BED & BREAKFAST ESCAPE – WINNER NAME:

VALLEY DOG SLEDDING ADVENTURER – WINNER NAME:

MULTI-SPORT PACK - – WINNER NAME:

You will have noticed our displays of incredible sponsors that have supported us with these wonderful packages. Please do visit them and consider supporting them over the coming year as their generousity has been amazing this year. Before we go, may I extend one more thank you to our presenting partner for this year’s championship, Breyer’s Real Estate. What an incredible event partner you have been for the third consecutive year. Without you, this would not be possible, so thank you once again.

3 :27 (3 minutes to wrap event)

SHAUN: Merci à tout le monde, nous sommes tristes de vous dire que notre temps est fini aujourd’hui.

LEE: This concludes this year’s championship. Thanks to each and everyone of you for an incredible season here at Beau Valley Golf Club. You create a community and family environment that is second to none. We hope for a short winter so we can see you back here before you know it. Safe travels home everyone. See you next year!

3:30 Finish

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