The advertising agency has been linked up with past event volunteers who have been approached to provide old video and film clips to be uploaded to Youtube and other video upload sites to aid in a viral video marketing strategy.
We will open ticket sales for the tournament several weeks ahead of the first matches so that spectators can plan for the event. We will highlight donations to charity and potential door prizes for ticket holders to increase interest for the event.
E. Personnel Scheduling.
We will have to line up contractors and necessary organizational employees. In addition, we have to draw up a core of volunteers to help us during the tournament. We will need to set up a seeding committee to assist. We will have to check to see if a racket stringer will is available. If this is not the case, we will have to hire out for this service. We will train volunteers to deal with questions and concerns during registration time. The registration team should be familiar with the tournament regulations and the registration forms. Volunteers can also collect tennis balls after each point. They can also get water for players during breaks. We will need to obtain tennis nets as backups for the nets available at Bretton Woods host venue to ensure smooth operations during the Volvo tournament. We need to ask volunteers to practice removing and installing tennis nets the day before the tournament starts to prepare for potential problems.
Employees that will be recruited are to include qualified umpires. We can solicit assistance for individual matches from local coaches, college tennis players and amateur residents with a knowledge of the rules of the game to give the match a flavor outside of the "professional" realm.
We will need to assemble a roster of players. This will include working with major agents including IMG and WME Entertainment to lure big-name players. We will not have to worry about this with lesser-known pros who often represent themselves.
January 11, 2011-Complete reservation of the Bretton Woods resort and hotel facilities.
May 18, 2011-Deadline for Sponsorships for the event.
July 18, 2011- We will need to order player gifts two to four weeks in to ensure they will be delivered and available in time for the Volvo tournament.
August 1, 2011-Final Orders to the food service company for catering for the event.
August 11, 2011-Employees and volunteers begin on site training for the tournament.
August 18-27, 2011-Tournament volunteers and employees assume their duties full time.
4. Crowd Management and Security
At the last Volvo International Tournament, security was a major issue when some patrons got a bit inebriated. For this reason, the insurance provider has put special emphasis upon event security. In order for the resort to limit its liability, to preserve financial stability and to secure the success of the event, they must focus on both crowd management and crowd control. By reviewing having our legal counsel and insurance agent review the current policy and local ordinances more closely, we can better coordinate with local law enforcement and know what their expectations are for us in terms of event security and crowd control (Abbott, & Geddie, 2001 ). Security personnel will be specially hired and trained for this event from a local security company that has managed security for events at the Bretton Woods Resort facility since the company's founding in the 1970s. This will allow a seamless continuity in terms of relationships with local law enforcement and security firms in the area.
This event planning document is meant for overall planning. Departments are making arrangements at their level and this will be amended and updated as major issues are identified. While all major issues have likely been foreseen, immediate crises or problems can be referred to the "emergency response team." Three senior committee members have been tasked to respond immediately to unforeseen problems with a team of volunteers to see to these issues on the spot to deal with them and to radiate the image of competency and readiness at the tournament. In this way, we will attract the stakeholders back to the event in the future.