2.1 Event Detail Form

Transcription

1 2 EVENT PLANNING FRAMEWORK 2.1 Event Detail Form Event Name: Date of Event: Event Venues: Address of Venue: day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Dates of Event: Time of Event: From: From: From: From: From: From: Contact Details: Event Manager: Organization: Address: to: To: To: To: To: To: Contact Details: Work Tel: Home Tel: Mobile Tel: Fax: other:

2 2.2 PUBLIC LIABILITY INSURANCE Please provide details of your public liability insurance policy. The policy must be extended to specifically cover the event. The West Indies requires a minimum of one million USD mentioned in the policy. Please attach a copy of the organization s Certificate of Insurance. 2.3 TARGET OCCUPANCY stand numbers Expected

3 2.4 EVENT PLAN TIMELINE Time Line Action WICB TB/HB Responsible / Accountable 6 months Set operational event policy (strategic planning; event identity; event objectives; key messaging; crisis management plan) Finalize event sponsorship Decide on event participation, event timing; event format; playing conditions Event schedule Finalize the risk management plan Start to organize: put together the organizing committee. Identify specific responsibilities for all committee members Commercial & Event Managers Commercial Manager Cricket Operations Director Cricket Operations Director Establish regular meeting dates and venue for next six months Share out the main roles (see section 2) Secure the use of the venue for the event. Arrange for the signing of the International Venue Agreement (IVA) or Stadium Licence (SL) Conduct initial talks with fire, police, security, safety and medical Start talking to other local organizations which may want to get involved in the event Prepare a budget Review and approve event budget Treasurer Investigate contracts/application forms for entertainers, vendors & concessionaires and participants Investigate how many volunteers will be required and organize the necessary paperwork 5 months Create a regional sportainment & spectator experience plan Customize the Regional sportainment & spectator experience plan to venue Do a site plan. What furniture, fixtures or equipment (FF&E) is to be obtained, who will erect it and what safety checks are required? Apply for permits and submit plan with permit application Check for artistes availability and price. Make provisional bookings Submit venue sportainment and spectator experience plan and budget for approval

4 Time Line Action WICB TB/HB Responsible / Accountable 5 months Establish regular event organizing meetings Establish the required security deployment: based on target occupancy Check availability of major hires: PA announcer; replay screen director; caterers; cleaning contractors; ground transportation providers 4 months Confirm what permits are needed Confirm bookings of artistes and entertainers, as required and send off contracts Confirm temporary staffing and volunteers Prepare a detailed balanced budget Volunteer Coordinator Treasurer Send out first press release and information about the event (all HOST generated information must be approved by the Communications Officer at WICB) Start contacting potential vendors, concessionaires and caterers Confirm vendors, concessionaires and caterers Sent out second press release and event information. Get flyers distributed (up to six weeks before) Communications Officer Vending & Concessionaires Coordinator Vending & Concessionaires Coordinator Commercial Liaison 2 months Medical planning Security Planning & Fire & Safety Planning & Completion of all third party agreements and contracts Oversee all operational and logistical planning Operational and logistical planning Submission of contracts and purchase orders for goods and services to WICB 1 month Check all key items: major hires, entertainers, concessions, etc (a safety check should be carried out just prior to the event) Advertising (two to three weeks before start of event) Submitting applications for accreditation and/or vetting lists for accreditation Treasurer & Commercial Manager Accreditation Coordinator Producing and distributing accreditation passes

5 Time Line Action WICB TB/HB Responsible / Accountable Prior to the Event Set pre-event briefing dates: Event organizing committee Key sponsors/stakeholders Security Event staff and/or volunteers Medical, fire & safety Distribute event clothing and promotional items Compliance re: Memorandum of Understanding (MOU) Stadium Licence (SL) International Venue Agreement (IVA) Implementation of marketing plans/ Event promotion plan Commercial Liaison Accreditation management Media centre set up and media logistics Accreditation Coordinator Media Liaison The Event Management of hospitality suites Stadium Management Management of host suppliers and contractors Management of venue suppliers and contractors Management of venue and match facilities Conduct the pre-match briefing Event logistics Managing the match day management checklist Stadium Management Stadium Management Logistics Coordinator Supervising the match day runsheet Directing the use of the replay screen and the PA announcements Media centre management Media Liaison Managing sponsors rights delivery and sponsor management issues Venue dressing and branding Running the sportainment and spectator experience programme Managing match day ticketing programme Ticketing Liaison Post Event Feedback and review Evaluation and knowledge transfer