Event Management Plan
After the successful marketing and public relations campaigns your company created, the local Little League baseball organization has contacted the athletic director about using the University's facilities for the opening day ceremonies. This is a first for the school, so they have again contracted your company to help them manage the event.
The opening ceremonies include an introduction of the 10 teams in the league, recognition of last year's champion by the city's mayor, and the tip-off game between last year's first and second place finishers. Area dignitaries will attend the ceremonies (you pick them!), and someone will be honored by throwing out the first pitch. Remember your client is located in Mobile, AL.
You need to create an event management plan for the day, which includes a timeline of the day's activities, location of emergency services, concessions, parking, security, restrooms, etc. Be sure to include handling of the dignitaries.
https://www.littleleague.org/university/articles/10-tips-for-organizing-opening-day/
Sample Solution
Little League Opening Day Event Management Plan - Mobile, AL
Client: Mobile Little League Location: University Athletic Field (Mobile, AL) Date: [To be determined by the League]
Goal: To create a fun and memorable opening day ceremony for all Little League players, families, and the Mobile community.
Timeline:
- 10:00 AM: Field Preparation: Set up tents, chairs, sound system, stage (if using), and concession stands.
Full Answer Section
- 10:30 AM: Guest Arrival: Open gates for general admission and designated seating for dignitaries.
- 11:00 AM: Welcome & Introductions: Master of Ceremonies (MC) welcomes attendees, introduces city officials, and highlights league sponsors.
- 11:15 AM: Team Parade: All 10 teams enter the field in uniform, led by their coaches and a banner with their team name.
- 11:30 AM: Recognition of Champions: The Mayor presents a trophy and congratulates last year's champion team.
- 11:45 AM: Guest Speaker: A local sports figure, coach, or community leader delivers a motivational speech to the players.
- 12:00 PM: First Pitch Ceremony: Introduction of the guest of honor who will throw the ceremonial first pitch. This could be a local celebrity, veteran, or community leader known for their support of youth sports.
- 12:10 PM: National Anthem: A local choir or singer performs the National Anthem.
- 12:15 PM: Game Time: First pitch of the exhibition game between last year's first and second-place finishers.
- Parking: Designate ample parking areas for attendees, with accessible parking spots close to the entrance. Consider providing a shuttle service from a remote parking lot if needed.
- Restrooms: Ensure all restrooms are clean and well-stocked with supplies. Consider setting up portable restrooms if necessary.
- Concessions: Offer a variety of food and beverages for purchase, including healthy options and kid-friendly choices.
- Security: Hire security personnel to manage crowd control and ensure the safety of all attendees.
- Emergency Services: Clearly mark the location of the nearest first-aid station and have emergency medical personnel on standby.
- Weather Contingency Plan: Develop a plan for inclement weather, such as moving the ceremonies indoors or postponing the event.
- Seating: Reserve comfortable and easily accessible seating for dignitaries near the stage.
- Escort: Provide an escort to guide dignitaries from arrival to their designated seating area.
- Introductions: The MC should formally introduce each dignitary during the opening ceremony.
- Meet and Greet: Consider setting up a brief meet-and-greet opportunity for dignitaries and league officials after the ceremony.
- Entertainment: Arrange for some pre-game entertainment for families, such as a DJ, face painting, or inflatables for younger children.
- Team Recognition: Present each team with a banner or participation certificate during the ceremony.
- Publicity: Collaborate with the Little League and University to promote the event through local media and social media platforms.
- Volunteers: Recruit volunteers to assist with various tasks like parking, set-up, and clean-up.
- Post-Event Review: Hold a debriefing meeting with all involved parties to discuss successes, areas for improvement, and plans for future opening day ceremonies.
- Incorporate local culture: Consider incorporating elements of Mobile's rich Mardi Gras tradition into the opening ceremony, like having a marching band perform or players wearing colorful beads.
- Highlight local sports history: Recognize any Mobile-born baseball legends or historical figures associated with the sport.