Event Planning Last revised: 11/10/2013 BVF. European Team Championships Event Planning. Page 1 of 16

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1 BVF European Team Championships 2016 Event Planning Page 1 of 16

2 Document History Version Date Author Brief Summary of Changes /6/2007 John Mason Original Document /7/2007 John Mason Change of title, additional contents 1.0 1/7/2013 John Mason Update for ET2016. Add more roles. Remove Omissions /9/2013 John Mason Add more roles /9/2013 John Mason Following review by the committee /10/2013 John Mason Minor clarifications Review This document has been read and reviewed by the following. Reviewer Aspects to review Date Comments Committee Content, intent 15/9/2013 Page 2 of 16

3 Contents 1 INTRODUCTION SCOPE OF THE DOCUMENT OVERVIEW AND OBJECTIVES STRUCTURE OF THE DOCUMENT ROLES AND RESPONSIBILITIES ROLES BVF COMMITTEE PROJECT PLANNER TREASURER SECRETARY EVENT MANAGER FUNDRAISING MANAGER FLOOR MANAGER VENUE MANAGER WEBMASTER NEWSLETTER EDITOR REGISTRATION MANAGER ACCREDITATION MANAGER GRAPHICS DESIGNER INFORMATION MANAGER IT MANAGER REFEREE COORDINATOR CEREMONIES MANAGER FINALS MANAGER MASTER OF CEREMONIES DT MANAGER ARMOURERS HEALTH &SAFETY OFFICER PHOTOGRAPHER VIDEOGRAPHER HOSPITALITY MANAGER TRAINING OFFICER QUALITY MANAGER PUBLICITY OFFICER TRANSPORT OFFICER VOLUNTEERS OFFICER SECURITY OFFICER AUDIOVISUAL ENGINEER MERCHANDISING MANAGER BACK OFFICE TASKS AND ROLES INTRODUCTION OVERVIEW ROLES AND TASKS ACTIVITIES AND TASKS TASKS Page 3 of 16

4 1 Introduction 1.1 Scope of the Document This document describes the roles and tasks associated with the planning of BVF events, particularly competitions. 1.2 Overview and Objectives Organising competitions is a complex process and it is better if tasks are written down so that the process can be improved and that knowledge can be passed on from one event manager to another. This document identifies Roles and Tasks: Roles are a set of skills Tasks are things to do by somebody. An Event process is summarised in the diagram below: The circles are Activities ie groups of Tasks. The connections indicate a dependency eg the EVENT must take place before the Final Accounts can be prepared which in turn must be completed before the event Closedown can take place. As another example, the EVENT takes place once the Venue, Technicians, Officials, Competitors etc are all in place. The Planning phase of a particular event decides what tasks are needed from the master list of tasks. This subset is then used in the next stage of Event Management to make it all happen. Page 4 of 16

5 1.3 Structure of the Document The following Sections describe the process of Event Management: Section 1 This Introduction to set the scene. Section 2 Roles and Responsibilities. Section 3 Tasks and Checklists. Page 5 of 16

6 2 Roles and Responsibilities 2.1 Roles The following roles are identified: BVF Committee Project Planner Treasurer Secretary Event Manager Fundraising Manager Floor Manager Venue Manager Webmaster Newsletter Editor Registration Manager Seeding Manager Accreditation Manager Graphics Designer Information Manager IT Manager Referee Coordinator Ceremonies Manager Finals Manager DT Manager Armourer Health & Safety Officer Photographer Videographer Hospitality Manager Training Officer Quality Control Publicity Officer Transport Manager Volunteers Manager Security Manager Audio/Visual Engineer Merchandising Manager Back Office Roles are assigned to people for each event. An individual may take on more than one role but it is not recommended that one individual takes on all roles. Each role has a set of responsibilities and authorities. Each role is discussed in detail in subsequent sections Bus-Proofing The responsibilities of a role includes bus-proofing ie putting mechanisms in place to ensure the role is fulfilled even if the person assigned to the role is incapacitated. 2.2 BVF Committee The committee is ultimately responsible for an event. The committee decides that the event should take place, sets an outline budget (eg that the event will provide a surplus of 500), and sets the rules for payment of expenses and appoints an Event manager. At the end of the event the committee reviews reports provided by: Page 6 of 16

7 The Event Manager on the results The Treasurer on the financial result The Quality Control Manager on lessons learnt The Training manager on how the skills base of the BVF has improved 2.3 Project Planner The Project Planner is responsible for defining the tasks to be done and when along with mechanisms to enable the committee to assign people to complete those tasks. Plans should be accessible to the committee and individuals involved. The Project Planner prepares the floor plan of the venue to ensure that all requirements on space and safety are met. The Project Planner prepares 2 budgets: a) Of minimum costs b) Of costs expected to make the event the best of its kind The two budgets then provide information for the Fundraising Manager and the committee. 2.4 Treasurer The Treasurer is responsible for preparing the accounts, reviewing changes to the outline budget and settling all accounts promptly. Any concerns with the budget or accounts are referred back to the committee. 2.5 Secretary The Secretary is responsible for distributing information to the membership. The Secretary proof-reads documents for distribution and ensures that they are of the highest standard of accuracy and consistency. 2.6 Event Manager The Event Manager is responsible for making the event a success in all respects. He/she ensures his /her team makes it all happen on the day. He/she has the responsibility to deliver the event within the financial guidelines laid down by the committee. The Event manager appoints people to the roles and ensures that they do their jobs. 2.7 Fundraising Manager The Fundraising Manager is responsible for raising money from: BVF members by raffles, 100-Club lotteries etc known sponsors of fencing eg Beazley and Leon Paul sponsors as yet unknown The target to raise is the amount needed to turn the event from a minimum cost into the best of its kind. Page 7 of 16

8 2.8 Floor Manager The Floor Manager is responsible for laying out the fencing venue in accordance with the plans set by the Project Planner. This includes: Pistes for preliminary rounds Finals pistes Scoring equipment Information displays on finals pistes The Floor Manager is responsible for keeping the fencing facilities in working order during the event. The Floor Manager is responsible for dismantling the pistes and scoring equipment at the end of the event and packing it ready for transportation. 2.9 Venue Manager The Venue Manager is responsible for laying out the non-fencing areas of the venue in accordance with the plans set by the Project Planner. This includes: Accreditation desk DT desk Armourers area Information points Information Desk, Lost Property Desk Signs Photo opportunity area Presentations area The Venue Manager is responsible for keeping the non-fencing facilities in working order, clean, tidy and uncluttered during the event. The Venue Manager is responsible for dismantling the non-fencing areas at the end of the event and stacking the furniture for handing back to the supplier Webmaster The Webmaster is responsible for publishing information on the website in a timely manner: Notice of the event Details, application forms, directions On-line entry, on-line views of the entry Weapon control standards Event timetable Page 8 of 16

9 Registration and accreditation Information on hotels and how to book Maps of the venue and location Details of any gala dinner and how to book Details of excursions and how to book Results Photographs 2.11 Newsletter Editor The Newsletter Editor is responsible for publishing information in the newsletter in a timely manner: Notice of the event Event summary and results Photographs 2.12 Registration Manager The Registration Manager is responsible for receiving entries and cancellations, banking monies received and keeping the Event Manager informed of the progress of entries. At the closing date of the event the entry is passed to the Event Manager and to the Seeding Manager for seeding. The entry includes the age of competitor where this is required for the event Seeding Manager The Seeding Manager is responsible for seeding the entry using the set of rules that have evolved for the event. On completion of seeding the entry list is passed to the DT Manager Accreditation Manager On the day of the event, the Accreditation Manager is responsible for recording fencers, coaches, team managers and referees who are present. At the close of accreditation, a list of no-shows is passed to the DT Graphics Designer The Graphics Designer is responsible for creating a logo and colour scheme for the event that can be used on: The website Correspondence with potential sponsors Banners around the venue Signs around the venue Page 9 of 16

10 Goods for sale such as T-Shirts The Volunteers uniform 2.16 Information Manager The Information Manager prepares translations for the website and any other form of communication. Information for an International event should be available in English and French. At the event, the Information Manager is responsible for providing a translation service so that any competitor can cope with any problem including hospitalisation IT Manager The IT Manager is responsible for providing, installing and maintaining the computer facilities required for the event. This includes: Computers used by all functions Electronic Information boards around the venue Connection to the Internet for publishing results, accessing information Networking together all of the above Shared printing facilities The IT Manager is responsible for ensuring that processes are not delayed in the event of the failure of a major component of the system Referee Coordinator The Referee Coordinator is responsible for finding qualified referees and for managing them on the day Ceremonies Manager The Ceremonies Manager is responsible for providing: a) Opening Ceremony b) Closing Ceremony The event may have a plasma screen and smaller display screens. The content displayed on these displays is provided by the Ceremonies Manager and may include video recordings taken during the event Finals Manager The Finals Manager is responsible for: a) Designing a medal ceremony with a presentation party and flag hoist b) Providing audio equipment to include a sound system for announcements at the finals Page 10 of 16

11 The Finals Manager is responsible for the smooth running of the finals on the day and ensuring the medal ceremony runs like clockwork. He/she gets the competitors ready so they appear at the right time and dressed uniformly. Ensures that the right flags are put on the flag hoist. Ensures that the right anthem is played for the winner. Ensures that the presentation party is ready. The EVFC president has the final word on who should present medals Master of Ceremonies The MOC is responsible for all public addresses to competitors and the audience. He/she: 2.22 DT Manager Welcomes the fencers for each event and provides useful information including rules and safety Announces the final and introduces the finalists Announces the presentation ceremony and announces the medallists The DT Manager and his/her team are responsible for running the competition in accordance with the established rules. The DT Manager draws the poules, enters the results and declares the winners of medals. The DT Manager passes the final ranking list to the Event Manager, the Newsletter Editor and the Webmaster for publication each day Armourers The Armourers are responsible for weapon control: accepting weapons, lames, body wires etc and checking them against the published standards. Any failures should be clearly indicated when the weapons are collected. The Armourer is responsible for providing a stock of working spares for the scoring equipment and for repairing any items that fail on the pistes. The Armourer should also provide a repair service for fencers personal equipment as time permits Health &Safety Officer The Health & Safety Officer is responsible for checking the planned arrangements for the event: Safe piste layouts Provision of medical support He/she is responsible for checking the arrangements during the event: Daily risk assessment Emergency exits are not blocked or impeded Page 11 of 16

12 2.25 Photographer The Photographer is responsible for taking formal and informal photographs at the event which can be used in all the different forms of communication to show not only the successes of the veterans but also the spirit of veterans fencing Videographer The Videographer is responsible for taking formal and informal videos at the event and editing them into programmes that can be shown on display screens at the venue Hospitality Manager The Hospitality Manager is responsible for: Providing hotel accommodation for officials Delivering the social events Providing EVFC delegates meeting room and dinner Providing refreshments Looking after VIPs and guests 2.28 Training Officer The Training Officer is responsible for reviewing the people involved in the organisation of the event and ensuring that the pool of skill and experience in the BVF is being enhanced by encouraging the appointment of trainees. The Training Officer is responsible for reviewing the training achieved at the event and preparing a report on lessons learnt and observations on how the training process could be improved. The report is submitted to the BVF committee Quality Manager The Quality Manager is responsible for regularly reviewing preparations for the event and ensuring that the objectives set are being met. The Quality Manager is responsible for reviewing the event and preparing a report on lessons learnt and observations on how the documented process could be improved. The report is submitted to the BVF committee Publicity Officer The Publicity Officer is responsible for informing people beforehand of the event: The media (newspapers, radio, TV) Local Schools Local Clubs Potential partners or sponsors The local BVF membership as a social opportunity Page 12 of 16

13 The Publicity Officer is responsible for informing people of the results and any newsworthy stories arising from the event: The media (newspapers, radio, TV) British Fencing The Sword The BVF Newsletter 2.31 Transport Manager The Transport Manger is responsible for providing transport between: the approved hotels and the fencing venue the approved hotels and the gala dinner. He/she should produce a timetable of shuttle buses and post it at the hotels and the venue and pass it to the Webmaster for publication on the website Volunteers Manager The event will require a significant number of volunteers to do a range of jobs eg Setting up the venue, breaking down the venue, timekeepers, scorers, general gophers. The Volunteers Manager is responsible for recruiting volunteers and ensuring that they are trained by the teams they are assigned to. He/she will agree a uniform appropriate to the role and purchase it through the Back Office. The Volunteers Manager will thank the volunteers in some way eg with a party or written thanks Security Officer The Security Officer is responsible for running a team of marshals. Marshals have to be trained in conflict resolution techniques and know the legal limits of restraint. The Security Officer should evaluate site security and agree with the Event Manager what constraints if any are there on access to different areas. This will then define the form of accreditation badges issued to participants. The Security Officer is also responsible for obtaining radio mikes and for setting up a radio network so that security and event officials can communicate with each other AudioVisual Engineer The event requires a public address system for the competition and for the finals. The event also may require visual technology such as a plasma screen. The Audio/Visual Engineer is responsible for assessing the quality of any systems available at the venue and for obtaining systems from third parties as necessary Merchandising Manager The Merchandising Manager purchases stock to be sold at the event in the shop and designs the shop layout. Page 13 of 16

14 He/she runs the shop and is responsible for selling all the stock Back Office The Back Office is a general administration function and involves among other things purchasing items, holding contracts, maintaining contact lists. Page 14 of 16

15 3 TASKS AND ROLES 3.1 Introduction Tasks, roles and activities have been put into a database so that the information can be viewed in several different ways: Tasks for each Role Tasks for each Activity Tasks in time order This approach is intended to reduce the possibility of a task being overlooked. A task has a milestone date associated with it: a) A date of -70 indicates the task should be completed 70 days before the start of the event b) A date of 0 indicates the task takes place during the event c) A date of +30 indicated the task should be completed 30 days after the event has closed Generally the dates allocated follow the following pattern: Milestone Days Before Event Start up event authorised by Committee 360 Venues booked 330 Assign people to roles, book referees, DT. 180 Hotel arrangements 120 Social event arrangements, Venue plan, publicity plan 90 Entry forms available 70 Confirm resources (scoring equipment, referees, DT..) 30 Entry closes 7 A Task may have a Template associated with is (see the Role of Publicity Officer). The Template is a document containing suggestions and guidance. It is an accumulation of experience that people have assembled while running events. This information should be passed on to the next generation of organisers. It should also be continuously improved by incorporating lessons learnt following an event. Access the database using the following link: Page 15 of 16

16 3.2 Overview The Overview shows a diagram of Activities (groups of tasks) that have a sequence eg Information is completed before Entry starts, Entry is completed before Accreditation starts. The diagram is a way of grouping a lot of tasks to simplify visualisation of the process.. Click on an Activity to see the tasks associated with it. 3.3 Roles and Tasks Click on the Roles button and a list of roles is shown. Click on an individual role to see the responsibilities of the role and the set of tasks assigned to it. 3.4 Activities and Tasks Click on the Activities button and a list of activities is shown. Click on an individual activity to see the responsibilities of the activity and the set of tasks assigned to it. 3.5 Tasks Click on the Tasks button and a list of tasks is shown. The list can be re-ordered by Role, Activity or Milestone Date. [End Of Document] Page 16 of 16

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