Planning & Managing An Event Presenter :- Mrs. Bakhtawar Saini Senior Advisor, Special Olympics Bharat February, 2018

Planning Meeting Discussing aims and objectives of the event Brain Storming Strong collaborative team formation Responsibility allocation based on the person’s past & current professional knowledge and experience Aim to provide a high quality competition experience for all participating athletes, to provide a positive experience for families and other supporters and to create an “Olympic” type atmosphere around the event Making time bound review deadlines Appointing a controller to oversee with an assistant to reach out to him for decision making/or overcoming any operational hurdles Make WhatsApp group

Planning Competitive Competition Date / Facilities Organising Committee Invitations Entry Forms / Registration / Timetable Volunteers Games Director Secretary Treasurer How Many Athletes & Sports Can Be Managed Facility Availability And Limitations

Logistics Important ingredient of a great planning Getting official clearances if dealing with Govt. officials Booking venue (event/accommodation) Organizing transport for mobility Food and drink requirement Medical team to be organized

Logistics Safety and first-aid including lady coach for lady/girl athletes/sanitary arrangements Crowd management Plan B emergency incase of an existing collapse of the scenario Setting up & clearing team Volunteer care & management

Promotion and Spreading Awareness Publicity Appoint a marketing in charge Donors/sponsors in cash and kind Creating awareness via media/social blogs/websites Photography

Promotion and Spreading Awareness Printing brochures / flyers & word to mouth publicity Making gifts/souvenir depicting the event to give away to important delegates Press release pre/post event with pictures & videos to be ready Media Coverage Public participation as volunteers and spectators

Corporate Social Responsibility November 2017 January 2018

Budget and Financials Every event needs to have a pre-set budget duly approved by and set aside by the core team at the beginning of each financial year Accounts in charge needs to be in sync with marketing team/planning team to advise if expenses are kept well within the targeted budget Settling of accounts post/pre event is very crucial & a key success to any event Financial Resources Timely procurement and funding by sponsors

Types of Event Fun/recreational Event School Sports Day Local Competition District Games State Games National Games World Games Invitational Events Non Sports Events like the Law Enforcement Torch Run as a fund raiser

1st-4th Dec 2017 Ananthapur (Andhra Pradesh) Torch Run 1st-4th Dec 2017 Ananthapur (Andhra Pradesh) 18th -22nd Jan 2018 Kolkata

Execution of the Actual Event Following rules & regulations & compliance Banners setting Structure setting Mike & PA & audio visual setting Field mapping Referee appointing Mark score tallying Compiling results Norms of conducting a sport event Chief Guest arrival Welcome team Compere of the show Timing for the National Anthem Standees Backdrops Speeches Prizes to be organized Medal Distribution Certificates

Execution of the Actual Event Media & Thanks giving speeches Ceremonies - Opening/Award/Closing Flow of the program Trained officials enforcing the official sports rules “Olympic” type atmosphere for Opening and Closing Ceremonies Award Ceremony decorum to be followed Recognition for all athletes Celebrities and honoured guest involvement

Opening Ceremony Welcome to athletes, coaches, guests March past of athletes Torch Entry Lighting the Olympic flame Oath Declaring the event open Entertainment The oath is a must for all events Involve the athlete as much as possible

Award Ceremony Aim – to make the athletes feel important for their contribution towards victory, highlight their achievements by giving them awards They have to be “Ceremonial” There are a lot of awards presentations Plan flow Podium Certificates Medal tallies Distribution of awards List of Dignitaries

Closing Ceremony March Past of teams Lowering of flags Extinguishing of the flame Event declared closed

Post-Event Media reports to be released Medal tally count Thank-you notes De-brief Settling of all accounts Final Report submission

Sample of an Admin Order of an Event

Sample of timed flow of the Event

Poor Planning / No Plan B in place leads to DISASTER

Recap of Planning & Managing an Event Meeting Logistics to be organized Promotions & spreading awareness Budget & raising funds Execution of the event Post-event concluding flow

Any

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