SEM1 2.01 A - Operations

SEM1 2.01 A - Operations • Develop production schedules for events • Schedule tournaments

Production Schedules • The management and allocation of resources, events and processes to create goods and services • Detailed timelines that allow your event to flow smoothly • All events have a Production Schedule

Purpose of Using a Production Schedule • Cost-efficient • Little wasted money • Outline all the activities required to prepare for the event • What needs to be done? • To keep the event on schedule • Little wasted time • To provide timing of tasks • When do tasks need to be performed

Components of a Production Schedule Date of the event Contact information Event locations Lights, audio & sound checks Crew/cast arrival times Rehearsal times/breaks Event times

Factors that Impact Production Scheduling Personnel – Event workers Materials – What does the event need? Equipment/facilities – bathrooms, concessions Utilities– power/water needs Emergency procedures Safety procedures Parking Risk assessment Contingency plans

Developing a Production Schedule • Establish a budget • How much money do you have or need? • Select a site/venue • What type of event is it? • What venues work for your event?

Developing a Production Schedule • List all elements that need to be completed • Break the elements into individual tasks • Assign tasks to personnel • Create an overall time line for all essential tasks • When do the tasks need to be completed? • https://www.smartsheet.com/online-gantt-chart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg

Developing a Production Schedule • Establish risk management plan/contingency plan • Minimal, normal and worse case scenarios • What if there is a rain delay? • Planning – adjust when necessary • Be flexible if there are issues • Overcome issues

Developing a Production Schedule • Coordination/Implementation • Put your plan into action. • Evaluation • Did your plan work? • What could have been done more efficiently?

Operations - Schedule Tournaments

Identify types of tournaments • Round Robin – • everyone plays each other at least one time • Double Elimination – • teams must lose twice to be eliminated • after one loss they move into losers bracket • Single Elimination – • One and done! • Multistage – • games are played during same period but at different locations/fields over extended period of time – can compete at different levels or stages

Identify types of tournaments • Heats – • a round of competition, such as a swim meet • Tournament play – • seeded based on ranking-normally single elimination • Ladder – • individual contests ranked on a ladder and can move up or down based on results • Match play – • in golf, you either win, lose or half a hole and only count total holes won • Scramble – • all golf players hit, players select the best ball and all shoot from that spot

Factors to consider when planning tournament schedule Venue(s) Inside/outside Time of day/year Weather obstacles Location of participants – logistics Costs of executing the tournament Number of participants and time allocated Local governmental or administration issues Volunteer support

Technology used to schedule tournaments Online sites offer tournament scheduling options www.wizehive.com/ www.allprosoftware.com/ www.tournamentsoftware.com/tournaments.aspx?id=2

Determine activities timeframe Average length of competition Number of competitors in tournament Number of games per day/hour Determine amount of time for pre (setup) and post (close down) activities Time for introductions, ceremonies, songs, intermission Amount of time concessions and merchandise sales are operating

Procedure for scheduling tournaments • Approvals of sanctioning bodies • Approval of venues/time/day • Tournament format (type) • Seeding (ranking) of participants • Notification of tournament participants • Production schedule of tournament • includes all time lines of tasks • Secure volunteers, police, administrators and other personnel to operate the tournament

SEM1 2.01 A - Operations