Midterm #1 Flashcards
(104 cards)
1
Q
what does an request for proposal (RFP) outline
A
an event´s minimum requirements to host an event
2
Q
what do minimum requirements often include
A
venue concerns - playing surface, locker room, spectator capacity…
dates
staff and officials
fees
3
Q
what do organizations value by requested bids?
A
host loaction´s suitability for event by evaluating other attributes by bidder
4
Q
what is forecasted and evaluated in a feasibility study
A
phyical facilites financial resources human resources community support political support
5
Q
what does a feasibility study begin with
A
market analysis
followed by financial analysis
6
Q
what happens after it is decided to bid
A
a bid document is produced
7
Q
what kind of info does a bid document include
A
purpose statement host commitee credentials budget and financing staff and volunteer support facilities transportation ...
8
Q
what do many host committees do to attract an event
A
extend considerable benefits
9
Q
characteristics of most sports commissions
A
nonprofit or government entities designed to attract or assist sport events
10
Q
responsibilites of sports commissions
A
provide social benefits to community
promoting economic activity
11
Q
what does good budgeting require
A
projection of revenue
anticipation of expensese
gathering of significant info
12
Q
5 stages of budget process
A
gather info forecast sales project profits and losses compare industry norms determine capital needs
13
Q
revenue
A
money coming into event
exchange for goods and services
determinant in event´s potential financial success
14
Q
expenses
A
money flowing out of event
costs associated with generating revenue
15
Q
Net Income/Loss
A
difference between revenue and expenses
16
Q
different types of budget
A
preliminary budget
working budget
17
Q
preliminary budget
A
in earliest phase of event
reflects info gathered for revenue and expenses
in progress since more info get gathered
18
Q
working budget
A
when estimating process is complete and numbers are included
includes specific and expected revenue
19
Q
example for revenue sources
A
tickets registration/membership sponsorships merchandising food and beverage ....
20
Q
what are rights fees in relation to media agreement
A
broadcasters pay for rights to broadcast an event or content
21
Q
what is time buy in relation to media agreement
A
event property buys air time and broadcasts the event itself
22
Q
what is barter in relation to media agreement
A
known as partnership
split in advertising revenue between event property and broadcaster
23
Q
what is syndication in relation to media agreements
A
selling of media rights to multiple TV and radio stations to have event broadcasted simultanously
24
Q
what is pay-per-view
A
TV providers offer event -> viewers pay for rights to access event
25
different types of expenses
```
variable costs (costs that change)
fixed costs
```
26
examples for expenses
```
event operations
facility/venue costs
player-related costs
marketing/promotion
...
```
27
what has improved the tracking of an event
technology
28
what are spreadsheets used for
examine historical data
track actual expenses
compare expenses to estimates
29
best way to control costs
finding low-cost goods and services
update spreadsheets
limit who makes decisions
implement a system of checks and balance
30
what doe cash flow and management adress
the timing of revenue and expenses
31
ways to receive low-cost services and goods
auctions
bids
negotiations
32
what does an organizational structure/chart define
areas of responsibility
| levels of authority
33
differenet organizational charts
tall organizational chart
| flat organizational chart
34
tall organizational chart
many levels of management
narrow span of control (each supervisor control only a few employees)
close supervision of employees
35
flat organizational chart
fewer management levels
| broader span of control
36
how can a flat organizational chart be beneficial for an organization
more flexible and has a ability to adapt
37
the functions an organizational chart of an event is often broken down into
operations
competition
guest services
38
things to be considered when identifying staff
```
type of the event
destination-specific factors
duration and time of event
functional factors
Relationship with organizational actors
```
39
areas in which staff training is often needed
```
alc service
crowd management
security
customer service
ticket office
...
```
40
types of scheduling staff
parallel scheduling
| serial scheduling
41
parallel staff schduling
tasks may be performed at the same time
42
serial staff scheduling
tasks may be performed in sequence
43
what should staff in regards of time manner be scheduled as
before-, during-, and after event taks
44
main goal for staffing during the event
enough workers scheduled -> event runs smoothly
45
what is outsourcing staff
use goods and services from external suppliers
46
pros of outsourcing staff
creates booking leverage
increases corporate support
reduces stress, time, and budget implications
Effective negotiation and renegotiation strategies-Facility staff focuses on core competencies leading to professional growth
47
cons of outsourcing staff
Expensive
Relinquishes some control
Turnover of loyalty to PMC
Loss of responsibility
Short-term cost cutting could lead to long-term damage
Excessive turnover of the GM due to increased opportunities
48
different types of communication prior, during and previous to an event
interpersonal communication
| on-site vent communication
49
interpersonal communication
face-to-face interactions
| provides human link
50
on-site event communication
usage of mobile applications
| e.g walkie-talkies, texting...
51
how do teams work more effectively
when they are able to meet regularly
52
most important elements of a team
trust
53
what are requirements for creating and facilitating effective meetings
prepare - purpose of meeting
conduct and document the meeting
follow up after meeting
54
volunteers for event in 2010-2011
64.33 million
55
important aspects when planning to work with volunteers
leery of hiring "Super Fan"
place in position that match skill
address Qs related to job
provide training during orientation
56
how does the type of the event affect coordination
well plannable vs. unpredictable starting and finishing times
57
how does the type of the consumer affect the coordination of an event
depending on type of consumer - plan food, security, parking...
58
what is a event timeline divided into
event research - gather info (imortant for planning)
event planning - meet with all stakeholders
event coordination
event evaluation
59
what should be done during evvent coordination
integration of responsibilites and structures to use resources effeciently
60
what does event evaluation include
survey and questionairs to collect and analyze data
61
different choices in terms of tickets
general admission
reserved and box seating
club seats, luxuary suits
62
pros and cons of outsourcing ticket sales
pros: less responsibilities/stress
cons: no ticket sale revenue
63
what is important to consider related to food and beverage operations
providing meals for participants - type of food and location
| concession operations - vary based on type and size of event, alc yes? no?
64
what does hospitality mean
relationship between host and guest
| hospitality suits part of luxuary ticketing
65
key factors to servicing an event
sustainable program for waste management
66
which kind of service is often outsourced or controlled by voluteers
custodial services
67
what is a major challenge for large events
transportation of guests and equipment
68
why is transportation a major challenge
can include hidden costs
| first point of contact with event for customer
69
pros of using the service of vendors
reduction of legal responsibilities
70
issue of using vendor´s services
reputation of event depends of goods and services provided by the vendor
71
what do # of restrooms depend on
local and state sanitary code
| size of the event
72
what are the two standpoints regarding traffic flow
inflow and putflow of sporting venue
73
importing safety tool for sporting events
signage
74
what does the Americans with Disabilites Act require
new stadiums to be accesible for people with disabilites
75
related to seating what do new stadium provide
chair back
wider seats
drink holders
...
76
why is customer service important
good service more satisfied customers
| begins from leaving home - end when entering home
77
how can we ensure positive customer service
by calculating possible failure
must be primary focus of everyone involved
clear communication of expectations
78
problems with sound
some sounds cannot be controlled
79
what are sounds often used for
to enhance atmosphere and excite the crowd
80
importance planning big stage sport events related to tourists
merging of event and tourism
| negotiating hotel contracts
81
challenge of merging event and tourism
calculation of # of tourists
82
four stages of event planning proposed by greenwell
event development
planning phase
implementation phase
evaluation phase
83
what are successful events often a result of
good hierarchal system
84
how do managers and leaders work within an event
in a from the top-down approach
85
what should each person in the event process focus on
their particular role, but be willing to help out others
86
what does understanding an event hierarchy help with
define different levels of authorship to determine how short- and long-term decisions are made
87
what is a technique to identify opportunities
brainstorming
| involves mos of the time many stakeholders
88
what do participants of brainstorming meetings often focus on
quality while withholding criticism
89
how does a purpose relate to the decision
what kind, why, and how decisions are made
90
what should event organizers consider
for whom an event is planned
sponsors
broadcast partners
charity
91
next step after identifying the purpose of an event
choosing an event that meets stakeholders´needs
92
what are following steps after the purpose and needs
```
format of event
resources needed
target market
time required for planning
timing of event
space, size...
```
93
what is SWOT Anlaysis
tool to analyze strengths, weaknesses, opportunities, and threats
94
what factors of the SWOT are internal
strengths and weaknesses
95
what factors of the SWOT analysis are external
opportunities and threats
96
what does the mission of an event provide
directiond and can help with planning and decisions
97
what is a mission statement
what business the organization is
who the organizations customers are
how organization seeks to satisfy customers´needs
98
what might a mission statement be linked to
core values
99
what do goals and objectives provide
directions
| define success and failure of event
100
goals
broad qualitative statements
| support mission
101
objectives
specific statements
| indicator if org. meets goals
102
important aspects that need to be considered when planning an event
date - competing events, holidays
| time - how long each contest will take, preperation of facility, rest of athletes
103
what does the fact that different people are visiting an event mean for planning
be unique to attract and seperate from others
104
how long before event should planning start
depends on event size
| 18 - 24 months before
