Event Name

Event Logo
Agency Logo
Date of Event

1
 Table of Contents

Event Information Pg. 3

Goals and Objectives .Pg. 4
Sponsorship Letter. Pg. 5
Waivers/Forms .Pg. 6
Equipment and Supplies Information Pg. 7
Food & Beverage Information . Pg. 8
Bracket scheduling .Pg. 9
Staff Scheduling ..Pg.10
Marketing Plan .Pg.11
Risk Management Plan Pg.12
Budget InformationPg. 13
Map Pg.14
Evaluation Plan.Pg.15
Check List. Pg.16

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 Event Information
Name of Event:

Type of Event:

Date of the Event:

Address of the Event:

Description of Agency Partnership:

Name of Event Coordinator:

Coordinator Phone Number:

Coordinator Email Address:

Names of Lead Programmers:

Community Demographics :

Identification of Resources:

Major Resources:

Descriptions of Staffing :

Facilities owned/used

Event Information:

3
 Goals and Objectives of The Event
Goals and Objectives

Goal 1:
Objective 1:

Objective 2:

Results:

Goal 2:

Objective 1:

Objective 2:

Results:

Goal 3:
Objective 1:

Objective 2:

Results:

4
 Sponsorship Letter
Insert Sponsorship Letter Here

5
 Waivers/Forms
Sportsmanship Waiver

Player Information
Name:
Date:
Age:
Team Name:
Information of Sportsmanship waiver:

Signature/date of consent:

Liability Waiver

Player Information
Name:
Date:
Age:
Information of liability:

Printed/Signature:
Date:

Team Registration
Name:
Age:
Email:
Phone:
Address:
City:
State:
Emergency Contact:

Team or Individual:
Team Name:
Team Members:
Payment:

Event Information:
Signature/Date:

6
 Equipment/ Supply List
Equipment needed by location
Gym:

Concession:

Entrance:

Parking Lot:

Clean Up:

Supplies needed:
Gym:

School:

Concession:

Entrance:

7
 Food & Beverage
List of Venders

Vender Name:
Food Handler License:
Type of food:
Cost of Service:

Appreciation Letter Post Event:

Concession
List of Food:
List of Drinks:
Food handler License:
Prices:
Menu:

8
Bracket Scheduling
Insert Bracket

9
 Staff Scheduling
This will be done on an excel spreadsheet

Staff Scheduling

Name:

Time: Start/End Time:

Role:

Location:

Ref Scheduling

Names:

Number of Games:

Location:

Start/ End Time:

Concession staff Scheduling

Front Gate Scheduling

Time Clock Scheduling

Set -up

Clean-up

Staff to participant ratio

10
 Marketing Plan
Name of the Event:

Target Market:

Sponsorship Donations form companies:

Event Recognition of Sponsorships/Partnering Agency:

Marketing Outlets

Facebook:

Instagram:

Twitter:

Kyle PARD:
E-mail
Flyers

Texas State University

E-Mail
Flyers
Radio Announcement

11
 Risk Management Plan
Possible risks:
Location of risk?
Who is affected by the risk?
Person who will control the situation?
Solution

Possible risks
Location of risk?
Who is affected by the risk?
Person who will control the situation?
Solution

Possible risks
Location of risk?
Who is affected by the risk?
Person who will control the situation?
Solution

Possible Risks
Location of risk?
Who is affected by the risk?
Person who will control the situation?
Solution

Emergency Action Plan (EAP)

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 Budget Information
This will be formulated into an Excel

Estimated Cost:

Initial Programming cost:

Final Programming cost:

Breakeven Price:
Total Expenses:
Total Revenue:

Maximum Enrollment

Estimated budget based on Maximum enrollment:

Minimum Enrollment:

Estimated budget basted on minimum enrollment

Cost of Rental

Cost of Supplies

Cost of Equipment

Cost of Marketing

Payroll:

Volunteers

Volunteer Refs

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 Map
School Map

Included emergency evacuation routes

Highlight bathrooms

Flow of traffic

Concession area

Gym location

Road Map to Location

Routes to location

Parking location

School Location

Insert map of School

Insert Map To School

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 Evaluation Plan

Digital Surveys:
Surveymonkey.com
Will post link to all social media accounts post event

Evaluation
Participation Survey
Attach Program Survey

Findings of Evaluation:
Overview of findings:
Challenges:
Improvements Needed:
Successes:

Formulated
Chart
Graph

15
 Final Checklist
Attach sponsorship letter, liability waiver, sportsmanship waiver, registration
form)
Sponsorships for the event
Venders for the event
Liability Waiver
Sportsmanship waiver
Registration Site
Marketing on social media (Facebook, Instagram, Twitter)
Staff Scheduling
Bracket Scheduling
Equipment
Give and collect Evaluation through social media and at the event.
Send thank you letters to all involved with the event (sponsorships, venders,
organization, volunteers, participants)

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