Sports Management and Event Planning - Term Paper Example

Sports Management and Event Planning IntroductionManagement of sports events is an enormous exercise that is often used in ensuring that various sporting events are undertaken with much success. The process requires proper planning, which has to incorporate the views and perspectives of the major stakeholders in the particular sport for achieving success. Event management and planning refers to the process of applying project management to the development and creation of large-scale events like conferences, festivals, concerts and other sports events. In modern times, sports events have been the greatest crowd pullers, with many companies coming on board to sponsor various sports events. In return, this companies benefit from the increased advertisement opportunities that contribute to increase in sales of their products. The process of events planning requires the development and coordination of different programs that are aimed at achieving the set objectives. The process is responsible for selecting the site, getting the right permits and coordination of parking and transport means for the people attending the event (Swayne 2011). Currently, events planning has expanded to include Olympic events, which take place at scheduled times in different countries. Event proposal and planning, the success of this event is depended on the acceptance of the proposal by the IMG, which is the main sponsoring organisation. To this effect, this paper comprises of a letter that addresses the modalities of the event and how it will be worked out Additionally, the communication plan has also been developed, detailing how the flow of information and other forms of official communication priori and during the actual event. It is expected that by adhering to this plan, all people will be served effectively, including the stakeholders and people seeking information for purposes of attendance and participation in the event. Finally, the conclusion of the paper summarizes the major aspects of the paper, emphasizing on the need of organising such charity events in the hope of helping the most vulnerable members of the community. Therefore, other sports agents should take this as an example to carry on with such practices in future. Event proposal and agreement letter This proposal is being made to the IMG for a charity football tournament that is scheduled to take place in Boston. The proceeds from the event are targeted at helping sponsor various talent academies in Boston and the adjacent areas. This idea was informed by the fact that many children are falling victim of juvenile delinquencies, something that can be avoided if proper systems can be put in place to train them on how they can make a living from their talents and gifting. It is expected that the sports and talent academies in Boston will play a leading role in the rehabilitation of these young people and coaching them in different areas of their talents and gifting, thereby helping them join football clubs in Europe and other parts of the world. Being the key sponsors of the tournament, the following agreement letter has been written and is to be sent to IMG, detailing the available plans of hosting the tournament with its intended goals and objectives. The success of this event will be major step in ensuring consistency in this process, which has been successful in different parts of the world. Therefore, the proposed plan will require proper coordination among all the stakeholders for achievement of the stated goals and objectives. Agreement letter To: The Director of events Date: 17 June 2015 Dear Sir/Madam Re: The Charity Football Tournament This letter is aimed at providing information on the proposed charity football tournament that is scheduled to take place in Boston City, one of the cities that has good football infrastructure. The event is being held for purposes of helping in the talent search and management among the young people, most of whom have been associated with various crimes including juvenile delinquencies. The sponsorship of the event is scheduled to be shared between IMG and other sponsors like Heineken and Coca Cola, the world’s most successful beverage brands. In the proposed sponsorship plan, the International Management group will be the main sponsor, with the other sponsors acting out the roles that will be assigned. How the event will work The football tournament will take ten days, within which the participating teams within Boston and adjacent areas will be placed in four groups that will include sixteen teams. The winners and best runners up in each group will compete for the quarterfinal places, after which the winners will advance to the semi final knock out stage and eventually to the final, from where the winner of the tournament will be decided. The winner will pocket US$ 10,000, with the second, third and fourth position winners getting US$ 8,000, US$ 6,000 and US$ 4,000 respectively. The trophies will be sponsored by the Heineken group, with beverages in the entire tournament being supplied by Coca Cola Company. Additionally, IMG will be responsible for ensuring that all the invited teams are well accommodated and their welfare taken good care of. Terms and conditions During the event, it will be expected that no alcoholic drinks will be served because most of the participants in the tournament will include young people, most of whom are still underage. The cooperation from the sponsors will be critical for the success of the event. All communications have to be channeled to the event coordinator, who has a secretariat stationed at Boston; more information can be found on the event’s website. Sponsor benefits and obligations The event will be of great important to the sponsors because it will give them a chance for advertisement and sale of their products. Being an event that has been in the waiting for a long time, many people have been eager for its commencement. This means that that the sponsors can enjoy advertisements on various platforms that are being used to air the event. According to Freedman (2013), the sponsors have an obligation of ensuring that all the needed items and materials are brought to secretariat in good time, which is one month to the event. This will be effective for the successful planning of the event. Prior proper planning is being given due consideration because it helps avoid unnecessary inconveniences and poor performance (Emery 2011). It is important to note that the AIG will be insuring the event, taking charge of all the injuries that may happen during the tournament to the players and all the event organizers. Therefore, participants should feel safe while participating in the tournament. Yours faithfully _______________________ Event Organizer Event communication plan For the success of this charity football tournament, all forms of official communication will be released by the event’s secretariat that is situated at its Boston offices. The head of the secretariat has the responsibility of ensuring that all formal communications are sent to the target recipients within a good timeframe for action and implementation. All communications will be done online except under various instances where the secretariat may find it appropriate calling for physical meeting at its offices. The event’s website is currently providing updates to the event including information on the sponsors. Additionally, the social media has also been selected as one of the platforms through which promotional campaigns will be conducted for the event to encourage massive attendance to the event. It is expected that scouts from various football clubs in Europe and other parts of the world will be in attendance. However, the secretariat will provide official communication over any transactions that should happen within and during the tournament days. For any inquiries about participation in the tournament for the invited teams and those willing to take part, they have the opportunity to do so by contacting the event’s secretariat on the website. Due to the nature of the event, all forms of inquiries are given prompt response to ensure that ten days to the event, everything will be ready for commencement of the event. Sponsor fact sheet About Heineken Group Heineken group is one of the most successful alcohol brands in the world, having its headquarters in Dutch. The company has been active in sponsoring sports events including the elite UEFA Champions league. The success of the company in sports sponsorship has made it the target for most event organizers, who prefer inviting it to other companies due to their history in sporting events. About Coca Cola Group Just like Heineken, Coca Cola has also been actively involved in sports sponsorships including various World Cup tournaments. Coca Cola was chosen because it will provide non-alcohol drinks to the people participating in the tournament. Being an American beverage company, the company is expected to provide various beverage drinks. Coca Cola has been successful in sponsoring many sporting events and event sports personalities. International Management Group The IMG is a renowned sports agent that has been active in the sponsorship and representation of almost all kinds of sports. The group is known for being one of the most successful and oldest agent groups. The group produces television shows, sports events and also finds sponsors for all these sporting events. For this charity football tournament, the IMG will be partnering with Coca cola and Heineken to ensure that the event turns out to be one of the most successful. Conclusion In conclusion, it is important to realise that the success of this football tournament will be critical in ensuring that young people do not waste their lives in juvenile delinquencies. According to Walsh & Huntington (2003), in many places, young people of tender ages have been known to have skills that can enable them become useful members of the society, therefore, such events as charity tournaments in different sports can be helpful in achieving this important goal. The event organizers of this tournament expect to have a good turnout and success in the event, which will become a precedent for future events. References Emery, P. (2011). The sports management toolkit. Abingdon, Oxon U.K.: Routledge. Freedman, J. (2013). Dream jobs in sports management and administration. New York: Rosen Pub. Swayne, L. (2011). Encyclopedia of sports management and marketing. Thousand Oaks, Calif.: Sage Publications. Walsh, N & Huntington, J. (2003). From parallel policies to integrated practice: PMS and PCG/Ts. Health Services Management Research, 16(4): 251-260. Appendix: Proposed budget plan Event Cost (USD) Stage background 1 000 Invitation cards 500 Security costs (Officers, materials) 6 500 Technical costs 3 500 Photographer 500 Host and translation services Promotion Cartboard, standee, advertising display 4 500 Press and Web partnerships 2 700 Radio partnership Free TOTAL 19 200 Read More