The Efficient Event Find Savings with Excellent Event Management Scott Hair Regional Manager Join the Conversation #SavingsSummit Join the Conversation #SavingsSummit

Cost Recovery Study Analysis of 1,000+ school districts, colleges and private schools, including interviews Focused on how educational professionals are coping with – Demand for community use of school facilities – Financial burdens on budgets and operating staffs due to the growing use of school facilities by the community – Sentiment that school facilities should be used more frequently because taxpayers and other stakeholders have invested billions in these assets RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS: A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.

Event Scheduling is Complicated!

Is Your Process Efficient? 60% of schools experience time wasted related to event management coordination and communication problems. – Interruptions – phone calls, s, drop ins – Paper forms and calendars – Keeping all parties informed about event approvals and schedule changes – Coordinating internal event resource personnel – Data entry and manually generating invoices

It is also very Costly!

What does it Cost?

DescriptionMinutesUnit Cost# of EventsRough Cost Check calendar for availability 5 $20/hour 3300 $5,300 Coordinating with staff to support event, approving, getting other approvals 15 $20/hour 3300 $16,500 Coordinating and creating invoices 10 $20/hour 1500 $4,800 Checking Schedule and Doing EMS Overrides per event 5 $20/hour 3000 $4,800 Custodial time - setup, breakdown, clean up, lock/unlock and other services) 60 $20/hour 2000 $40,000 Energy/Utilities $25,000-$60,000/year 2000 $25,000 Wear & Tear, reduced life of building components, capital impacts $5,000-$35, $10,000 IT – internet access, projectors, AV carts ??? $??? Supplies – paper towels, soap ??? $??? OTHER??? ??? $??? Behind the scenes: a 3,000 student institution

What measures are schools taking to offset the impact of rising costs? Implementing energy conservation measures Restructuring transportation programs such as bus routing or cutting back on student and staff trips Cutting supply and textbook purchases Hiring freezes or eliminating positions Eliminating or modifying athletic events and offerings Source: AASA Survey

Community Use getting press… Newspaper Publishers opinion: While many are making the argument that the school district is robbing Peter to pay Paul, we believe it is fairer to charge those actually using the facilities more than to spread the increasing cost of facility use across the community through taxation. With teachers having to pay out-of-pocket for classroom supplies, schools not having enough money to purchase necessary books and the school district more heavily relying on the fundraising efforts, it is no longer feasible for groups not affiliated with the schools to use district facilities without paying enough. We do encourage the school district to be sensitive to community groups' needs and just recover the costs of facility use, not make a profit.

Good News! Excellence In Event Management is Achievable

Best Practices Identify an Advocate Create a Policy Start Small and Gain Buy-in Automate Processes Identify Potential Risks Recover Your Costs* *Well talk about more later Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.

Advocate: A Lot To Think About Is your building policy up to date? Is your building policy working? Are you recovering the costs of events? Are the correct people involved? What is your relationship with the community? Are events a drain on your already limited resources?

What is Your Policy Sample from: Community groups may be permitted to use School District facilities for educational, cultural, civic or athletic purposes when such use will not interfere with school programs and is not dangerous or detrimental to the public welfare. A facility user or rental fee, approved by the Business Manager of School District, will be charged to help defray the cost of using School District facilities and to preserve the education budget. The priority of building use is set forth below with Group A having first priority and Group D having last priority.

What is Your Policy Do you restrict what spaces are being used? Using a Joint Use Agreement? Planning future construction around community use needs?

Start Small – Gain Buy In How do you get started? Build support with Site Contacts – How do you do it? Which site do you start with? Distribute Event Management – balance between what can be centralized and distributed Establish Presence at event – Do you do that now? Why do it?

Automate Requests Who can make a request? Internal Users – Faculty/ Admins. – Teachers/ Professors – Athletics External Users – Community Groups (via CommunityUse)

Automating EMS Settings Automatically set rooms to occupied status No longer have to gather a calendar and do overrides!

Identify Potential Risks 1.Identify an Advocate 2.Start Small and Gain Buy-in 3.Automate Processes 4.Identify Potential Risks 5.Recover Your Costs* *Well talk about more later Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.

Identify Potential Risks Public Relations – Inconsistent practices/procedures/policies – Double booking – Failure to notify school staff of event – Canceling an event due to maintenance issue – Making it difficult to use school facilities – Failing to communicate expectations – Not knowing who is in the buildings

Identify Potential Risks Personal Injury – Activity not appropriate for area being used – Inadequate supervision – Equipment / area poorly maintained – Infrequent inspection of areas

Identify Potential Risks Property Damage – Activity not appropriate for area being used – Inadequate supervision – Equipment / area in poor condition – Infrequent inspection of areas – Knowing when the damage occurred – Inadequate insurance coverage

Recovering Your Costs Source: Recovering Costs for the Community Use of Our Schools © Copyright 2008 SchoolDude.com, Inc. All rights reserved.

Develop Tiered Fee Structures Establish a simple fee structure: – What type of group? (Non-profit vs. For-profit?) – What type of area? (Gym vs. softball field?) – What type of facility? (Elementary school vs. arts center?)

So whats the opportunity? Average $14.09/student – Cost Recovery – Top 10% > $28.62 – California > $21.00 – Bottom 25% < $1.52

How much $$$ could you be recovering?

Cost Recovery Over Time

Size Doesnt Matter! Fairfax County Public Schools, VA 164,000 students 250,000 annual events $3.1M recovered costs Tamalpais Union, CA 3,900 students 4,000 annual events $240K recovered costs

The Costs? A minimum of $106,000 The average 3,000 student institution would charge less than $40,000 How would you translate this? – Equals a cost of over $50/student – How many salaries could this fund? – How many textbooks could this have provided? – What programs or services could this have saved?

Track events – Who is using your facilities. When and where. Improve Communication Track events – Who is using your facilities. When and where. Improve Communication Distribute responsibilities - Get school sites involved Streamline work flow Improve coordination between departments – Task notifications Report on usage, costs and organizations Distribute responsibilities - Get school sites involved Streamline work flow Improve coordination between departments – Task notifications Report on usage, costs and organizations Invoice! – Know your costs and recover them Involve faculty members - Requesters Look good in the eyes of the community Save Energy – only authorized events get HVAC GoodGood Better Best Best Practices: A Good, Better, and Best Approach

End the debates Politics, politics, politics --- the public pays taxes and believe they have access to the buildings Many, including some government officials, realize this approach is doing more harm than good Taxes are tough on the public, but budget cuts and increases in energy costs are tough on you Your mission is to educate our youth during the school day and your budgets and funding reflects this --- how much of your budget and funding is dedicated toward community use?

Events: Now You Have a Plan Build a team and get them involved Update your policy today Its okay to start small and gain traction Automate the process Identify your risks and keep an eye out Cost recovery is key

SchoolDudes Solution Suites FSDirect FSAutomation CommunityUse TripDirect MaintenanceDirect MDWireless PMDirect InventoryDirect PlanningDirect CriticalAlarmAutomation UtilityDirect ConserveDirect Energy Management Facility ManagementEvent Management

Resources Joint Use Agreements: SchoolDudes Whitepaper: Recovering Costs for the Community Use of Our Schools Dont miss these webcast archives: – Roadmap to a Successful Event Management Program – More Efficiently Manage Community Facility Requests – Find Savings by Integrating BAS and Facility Event Schedules Dont miss these helpful tools: – Sample facility use fee structures – Sample bill rate sheets – Sample facility use agreements / applications

Cost Recovery Study Analysis of 1,000+ school districts, colleges and private schools, including interviews Focused on how educational professionals are coping with – Demand for community use of school facilities – Financial burdens on budgets and operating staffs due to the growing use of school facilities by the community – Sentiment that school facilities should be used more frequently because taxpayers and other stakeholders have invested billions in these assets RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS: A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.

Remaining Questions?

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