Planning, Marketing, Budgeting & Executing your tournament - - PowerPoint PPT Presentation

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Planning, Marketing, Budgeting & Executing your tournament - - PowerPoint PPT Presentation

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Planning, Marketing, Budgeting & Executing your tournament Planning Planning Budgeting Budgeting Marketing Marketing Documentation Documentation Executing Executing Planning Budgeting Marketing Tournament Timeline Documents

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SLIDE 1

Planning, Marketing, Budgeting & Executing your tournament

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SLIDE 2

Planning Budgeting Marketing

Documentation

Executing

Planning Budgeting Marketing Documentation Executing

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SLIDE 3 Planning Budgeting Marketing Documents Executing

Apr M May y Jun Jul Aug g Sep O Oct N Nov v Dec

Tournament Timeline

Example: Fall Classic November 15-16 Teams: ~ 50 Divisions: 8

Kick-off meeting with tournament committee Confirm dates & finalize fields Determine Tournament basics Fall Classic’14 Weekend * Adjust depending on tournament size and complexity Start Marketing campaign Solicit Sponsors Approve custom Logos Solicit Volunteers Marketing Administration Deadlines Engage Referee Assignor Early Bird Special Deadline

7 Days

  • Tournamen

t Deadline

  • Verify and

print rosters

  • Publish

schedule

Confirm final trophy, goodies & merchandise order Late registration Fee start Verify & print rosters Publish schedule

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SLIDE 4

Planning - the basics

Planning Budgeting Marketing Scheduling Executing

Location & Date

Availability Feasibility Execution

Number of Teams

Per Division Per Level of Play Total number of games

Insurance

Field Players Auxiliary

Tournament Format

Level of play Division breakdown Format

Budget

Expenses Income Subsidies Sponsorship

Marketing & Registration

Marketing campaign Tiered registration fee Easy sign-up and payment

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SLIDE 5

Planning - the interdependencies

* Example: Fall Classic 2014

Fields

OPEN INT REC

Coed Women

Division

Men Women Coed Men Women Men Coed Group A | Group B Team C1 | Team C4 Team C2 | Team C5 Team C3 | Team C6

48 Teams 8 Divisions 88 Games

264 Assigmnts 50-60 Refs

Budget

Fields Qty Amt Estimated Qty Amt Actual Field Fee - $75/day/field 8 75.00 $ $600.00 4 75.00 $ $300.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total 11% $600.00 9% $300.00 Awards Estimated Actual Winner - Awards 2 30.00 $ $60.00 1 30.00 $ $30.00 RunnerUp - Awards 2 27.00 $ $54.00 1 25.00 $ $25.00 3rd Place - Awards 2 24.00 $ $48.00 1 20.00 $ $20.00 Medals 35 5.00 $ $175.00 66 5.00 $ $330.00 Youngest/Oldest 4 20.00 $ $80.00 2 15.00 $ $30.00 Total 8% $417.00 12% $435.00 Hosting Fee Estimated Actual Hotel - 3 rooms 3 250.00 $ $750.00
  • $0.00
Miles Reimbursement 750 0.53 $ $397.50
  • $0.00
Food Tournament Staff 1 350.00 $ $350.00 1 217.53 $ $217.53 $200 flat rate/ Tournament Staff 2 200.00 $ $400.00 Total 27% $1,497.50 18% $617.53 Referees Estimated Actual Referee Fees Men ($25/ game) 51 25.00 $ $1,275.00 54 25.00 $ $1,350.00 Referee Fees Women ($25/ game) 12 25.00 $ $300.00
  • 25.00
$ $0.00 Referee Per Diem 12 100.00 $ $1,200.00 8 100.00 $ $800.00 $0.00 $0.00 Total 50% $2,775.00 61% $2,150.00 Miscellaneous Estimated Actual Shipping 1 50.00 $ $50.00
  • $0.00
Tax $0.00
  • $0.00
Mail Chimp Credits 1 100.00 $ $100.00
  • $0.00
Stickers, copies, etc 1 100.00 $ $100.00
  • $0.00
$0.00 $0.00 Total 5% $250.00 0% $0.00 Total Expenses Estimated Actual $5,539.50 $3,502.53 Income - Operational Estimated Actual Player Fee - Men 120 20.00 $ $2,400.00 135 20.00 $ $2,700.00 Player Fee - Women 48 20.00 $ $960.00 48
  • $
$0.00 NMSSA Fee Tmnt card (50% of $10) 15 4.00 $ $60.00 62 5.00 $ $310.00 Total 77% $3,420.00 100% $3,010.00 Income - Sponsors Estimated Actual Sponsor - NMSSA 2 250.00 $ $500.00
  • $0.00
Sponsor - Dog Days 2 250.00 $ $500.00
  • $0.00
Total 23% $1,000.00 0% $0.00 Total Income Estimated Actual $4,420.00 $3,010.00 Estimated Actual Total income Total expenses Total profit (or loss) Total profit (or loss) 2013 p Last Year ($1,235.70) NMSSA Dog Days 2014 EXPENSES Actual Cost Breakdown Estimate vs Actual INCOME $3,502.53 ($492.53) $743.17 2014 Income Comparison ($1,119.50) ($492.53) Profit - Loss Summary Profit vs. Loss $4,420.00 $3,010.00 $5,539.50 $0.00 $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 Estimated Actual Total income Total expenses 9% 12% 18% 61% 0% Fields Awards Hosting Fee Referees Miscellaneous $0.00 $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 Total Expenses Total Income $0.00 $500.00 $1,000.00 $1,500.00 $2,000.00 $2,500.00 $3,000.00 $3,500.00 $4,000.00 Player Fee - Men Player Fee - Women NMSSA Fee Tmnt card (50% of $10) Total Estimated Actual

Registration Fees Tournament Rules, etc.

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SLIDE 6

Registration - easy

When, where and what Pricing and Payment Team Info (Team Name, Jersey Color, League, …) Contact Information

  • Alt. Contact Information

Division Information

Planning Budgeting Marketing Documents Executing
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SLIDE 7

Budgeting for your tournament

Referees Fields Hosting Awards & Goodies Miscellaneous

Timing Budgeting Marketing Scheduling Executing
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SLIDE 8

Budgeting - Template

Expenses

  • Referees
  • Per Diem
  • Game Fee
  • Awards
  • Hosting
  • Hotel
  • Travel Budget
  • Fields
  • Misc.
  • Shipping
  • Stickers

Income

  • Entry Fees
  • Sponsors
  • Tournament Cards

Profit/Loss

  • Income vs Expense
  • Actual vs Budget
  • Compare to prior year
Timing Budgeting Marketing Scheduling Executing

Fields

Qty Amt Estimated Qty Amt Actual Field Fee - $75/day/field 8 75.00 $ $600.00 4 75.00 $ $300.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total 11% $600.00 8% $300.00

Awards

Estimated Actual Winner - Awards 2 30.00 $ $60.00 2 30.00 $ $60.00 RunnerUp - Awards 2 27.00 $ $54.00 2 25.00 $ $50.00 3rd Place - Awards 2 24.00 $ $48.00 2 20.00 $ $40.00 Medals 35 5.00 $ $175.00 66 5.00 $ $330.00 Youngest/Oldest 4 20.00 $ $80.00 4 15.00 $ $60.00 Total 8% $417.00 15% $540.00

Hosting Fee

Estimated Actual Hotel - 3 rooms 3 250.00 $ $750.00
  • $0.00
Miles Reimbursement 750 0.53 $ $397.50
  • $0.00
Food Tournament Staff 1 350.00 $ $350.00 1 217.53 $ $217.53 $200 flat rate/ Tournament Staff 2 200.00 $ $400.00 Total 27% $1,497.50 17% $617.53

Referees

Estimated Actual Referee Fees Men ($25/ game) 51 25.00 $ $1,275.00 54 25.00 $ $1,350.00 Referee Fees Women ($25/ game) 12 25.00 $ $300.00
  • 25.00
$ $0.00 Referee Per Diem 12 100.00 $ $1,200.00 8 100.00 $ $800.00 $0.00 $0.00 Total 50% $2,775.00 59% $2,150.00

Miscellaneous

Estimated Actual Shipping 1 50.00 $ $50.00
  • $0.00
Tax $0.00
  • $0.00
Mail Chimp Credits 1 100.00 $ $100.00
  • $0.00
Stickers, copies, etc 1 100.00 $ $100.00 1 56.55 $ $56.55 $0.00 $0.00 Total 5% $250.00 2% $56.55

Total Expenses

Estimated Actual

$5,539.50 $3,664.08 Income - Operational

Estimated Actual Player Fee - Men 120 25.00 $ $3,000.00 135 25.00 $ $3,375.00 Player Fee - Women 48 20.00 $ $960.00 48 25.00 $ $1,200.00 NMSSA Fee Tmnt card (50% of $10) 15 4.00 $ $60.00 62 5.00 $ $310.00 Total 70% $4,020.00 84% $4,885.00

Income - Sponsors

Estimated Actual Sponsor - NMSSA 4 250.00 $ $1,000.00 3 250.00 $ $750.00 Sponsor - Dog Days 3 250.00 $ $750.00 1 150.00 $ $150.00 Total 30% $1,750.00 16% $900.00

Total Income

Estimated Actual

$5,770.00 $5,785.00

Estimated Actual Total income Total expenses

Total profit (or loss) Total profit (or loss) 2013 p Last Year $1,255.61

$3,664.08

$2,120.92 $865.31 2014

Income Comparison

$230.50 $2,120.92

Profit - Loss Summary

Profit vs. Loss

$5,770.00 $5,785.00 $5,539.50

NMSSA Dog Days 2014

EXPENSES

Actual Cost Breakdown Estimate vs Actual

INCOME

$0.00 $2,000.00 $4,000.00 $6,000.00 $8,000.00 Estimated Actual Total income Total expenses 8% 15% 17% 59% 1% Fields Awards Hosting Fee Referees Miscellaneous $0.00 $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 Total Expenses Total Income $0.00 $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 Player Fee - Men Player Fee - Women NMSSA Fee Tmnt card (50% of $10) Total Estimated Actual
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SLIDE 9

Budgeting - Template

Expenses

  • Referees
  • Per Diem
  • Game Fee
  • Awards
  • Hosting
  • Hotel
  • Travel Budget
  • Fields
  • Misc.
  • Shipping
  • Stickers
Timing Budgeting Marketing Scheduling Executing

Fields

Qty Amt Estimated Qty Amt Actual Field Fee - $75/day/field 8 75.00 $ $600.00 4 75.00 $ $300.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total

11%

$600.00

8%

$300.00

Awards

Estimated Actual Winner - Awards 2 30.00 $ $60.00 2 30.00 $ $60.00 RunnerUp - Awards 2 27.00 $ $54.00 2 25.00 $ $50.00 3rd Place - Awards 2 24.00 $ $48.00 2 20.00 $ $40.00 Medals 35 5.00 $ $175.00 66 5.00 $ $330.00 Youngest/Oldest 4 20.00 $ $80.00 4 15.00 $ $60.00 Total

8%

$417.00

15%

$540.00

Hosting Fee

Estimated Actual Hotel - 3 rooms 3 250.00 $ $750.00

  • $0.00

Miles Reimbursement 750 0.53 $ $397.50

  • $0.00

Food Tournament Staff 1 350.00 $ $350.00 1 217.53 $ $217.53 $200 flat rate/ Tournament Staff 2 200.00 $ $400.00 Total

27%

$1,497.50

17%

$617.53

Referees

Estimated Actual Referee Fees Men ($25/ game) 51 25.00 $ $1,275.00 54 25.00 $ $1,350.00 Referee Fees Women ($25/ game) 12 25.00 $ $300.00

  • 25.00

$ $0.00 Referee Per Diem 12 100.00 $ $1,200.00 8 100.00 $ $800.00 $0.00 $0.00 Total

50%

$2,775.00

59%

$2,150.00

Miscellaneous

Estimated Actual Shipping 1 50.00 $ $50.00

  • $0.00

Tax $0.00

  • $0.00

Mail Chimp Credits 1 100.00 $ $100.00

  • $0.00

Stickers, copies, etc 1 100.00 $ $100.00 1 56.55 $ $56.55 $0.00 $0.00 Total

5%

$250.00

2%

$56.55

Total Expenses

Estimated Actual

$5,539.50 $3,664.08

p

NMSSA Dog Days 2014

EXPENSES

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SLIDE 10

Income - Operational

Estimated Actual Player Fee - Men 120 25.00 $ $3,000.00 135 25.00 $ $3,375.00 Player Fee - Women 48 20.00 $ $960.00 48 25.00 $ $1,200.00 NMSSA Fee Tmnt card (50% of $10) 15 4.00 $ $60.00 62 5.00 $ $310.00 Total

70%

$4,020.00

84%

$4,885.00

Income - Sponsors

Estimated Actual Sponsor - NMSSA 4 250.00 $ $1,000.00 3 250.00 $ $750.00 Sponsor - Dog Days 3 250.00 $ $750.00 1 150.00 $ $150.00 Total

30%

$1,750.00

16%

$900.00

Total Income

Estimated Actual

$5,770.00 $5,785.00

Estimated Actual

Total income Total expenses

Total profit (or loss) Total profit (or loss) 2013

p Last Year $1,255.61

$3,664.08

$2,120.92 $865.31

2014

Income Comparison

$230.50 $2,120.92

Profit - Loss Summary

Profit vs. Loss

$5,770.00 $5,785.00 $5,539.50

INCOME

$0.00 $2,000.00 $4,000.00 $6,000.00 $8,000.00 Estimated Actual Total income Total expenses

$0.00 $1,000.00 $2,000.00 $3,000.00 $4,000.00 $5,000.00 $6,000.00 Player Fee - Men Player Fee - Women NMSSA Fee Tmnt card (50% of $10) Total

Estimated Actual

Budgeting - Template

Income

  • Entry Fees
  • Sponsors
  • Tournament Cards

Profit/Loss

  • Income vs Expense
  • Actual vs Budget
  • Compare to prior year
Timing Budgeting Marketing Scheduling Executing
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SLIDE 11

REFEREES MISC. FIELDS AWARDS REFEREES MISC. FIELDS AWARDS HOSTING

Dog Days Referees 61% Hosting 17% Awards 12% Fields 9% Misc. 1% Fall Classic Referees 47% Hosting 0% Awards 37% Fields 9% Misc. 7%

Timing Budgeting Marketing Scheduling Executing
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SLIDE 12

Marketing for your tournament

Success factors Target groups Marketing Toolbox Branding

Timing Budgeting Marketing Documentatio n Executing
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SLIDE 13

Marketing - Success factors:

Set the date & format

Check league play Verify no other competing events take place Know the need of the target group

Marketing & Budget

How much money do I have available

Target & engage the right people

Who is my target audience How can I best reach them

Timing & Planning

Initial contact Follow-up communication Deadline announcements Other Communication Stick to your plan Use Templates Define Clear Rules & Expectations

Timing Budgeting Marketing Documentatio n Executing
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SLIDE 14

Marketing – Target Group

Team Managers

Key to getting teams signed-up Good organization Want acknowledgment

Sponsors

Seeking own target audience Active adult with disposable income Soccer families

Referees

Good organization Want acknowledgment Fair pay Prompt Conflict resolution

Players

Fun Good Organization

Volunteers

Fun Good organization Want acknowledgment

Groundskeeper

Good organization Want acknowledgment

Timing Budgeting Marketing Documentatio n Executing
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SLIDE 15

Marketing Toolbox

Timing Budgeting Marketing Documentatio n Executing

Social Media Local and State cooperation Newsletters Online marketing Local and State cooperation Incentives Branding

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SLIDE 16

Social Media

Free/ low cost Reach Mass Audience Easy Use Tracking Tools

Timing Budgeting Marketing Documentatio n Executing
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SLIDE 17

Other online tools

Timing Budgeting Marketing Documentatio n Executing

eNewsletter

  • Pay as you go
  • Buy contacts or use

your own

  • Manage opt-in/opt-
  • ut
  • Easy templates

League Apps

  • Custom Webpage
  • Integrated online

payments (Fee)

  • Free set-up
  • USASA supported

Custom Webpage

  • Fairly inexpensive
  • Custom Webpage
  • Integrated online

payments (paypal)

  • Easy Templates

www.nmssa.com

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SLIDE 18

5 Youth Organizations

Cooperation & Synergy

Timing Budgeting Marketing Documentatio n Executing

Adult Organizations Local Businesses Semi-Pro/ University Teams

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SLIDE 19

Free Breakfast

  • Cost ~$200 ($0.25

/player)

  • Great incentive, people

love it

  • Opportunity to talk to

players

  • Opportunity to market
  • ther events

Happy Hour Check-in

  • Partner with sports bar/

hotel - Sponsor

  • Social Event for

players and Manager

  • Convient for Managers
  • Easy Execution for

Staff

  • Address potential

issues

  • Set the stage for the

weekend

Incentives - Examples

Timing Budgeting Marketing Documentatio n Executing

Early Bird Sign-up

  • The earlier teams sign-

up, the easier the planning

  • Incentive for Managers

to get lower rate (10%)

  • Lower overall cost for

tournament expenses (no rush orders, etc.)

Manager Goodies

  • Key to team

participation

  • Giving Manager

Acknowledgement

  • Wearable Goodies –

further marketing

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SLIDE 20

Branding & custom logos

Timing Budgeting Marketing Documentatio n Executing
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SLIDE 21

Documentation for your tournament

Master Lists Check-in Procedures Game Reports Schedules Insurance Rules

Timing Budgeting Marketing Documentatio n Executing
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SLIDE 22

Documentation for your tournament

Timing Budgeting Marketing Documentatio n Executing

Planning

Execution

  • Registration Master List
  • Checklists
  • Budget (Est. Vs Actual)
  • Divisions and Teams
  • Schedule
  • Referee Reports
  • Referee Schedule
  • Tournament Rules
  • Field Map
  • Volunteer Schedule
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SLIDE 23

Execution

Success Factors Volunteer Management Wrap-up

Timing Budgeting Marketing Documentatio n Executing
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SLIDE 24

Execution - Success factors

Timing Budgeting Marketing Documentatio n Executing

Communicate with Volunteers and Referees Be pro-active and prepare Start on time Documentation available Deal with conflict immediately Keep on schedule

HAVE FUN

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Execution - Referee & Volunteer Mgt

Timing Budgeting Marketing Documentatio n Executing

Motivation

  • Understand that

Volunteers are unpaid

  • Support the Referees

and their decision

  • Give your team a break
  • Celebrate your

succcess

Communication

  • Assign tasks to people
  • Stick with the schedule
  • Communicate often
  • Be positive
  • Be consistent

Conflict Management

  • Address issues

immediately

  • Separate parties if

necessary

  • Listen and help find

resolution

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Execution - Wrap-Up

Timing Budgeting Marketing Documentatio n Executing

Pay your Vendors Appeals, Disciplinary (Red Cards, Issues, …) Lessons Learned Celebrate Final Budget

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SLIDE 27

Question?

Timing Budgeting Marketing Documentatio n Executing

Yvonne Garcia

Vice President New Mexico State Soccer Association yvonneg@nmssa.com

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SLIDE 28

Supplemental Documents

  • Registration form
  • Budget
  • Schedule
  • Game Report
  • Goodies
  • Others
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SLIDE 29
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SLIDE 30
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SLIDE 31
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SLIDE 32
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SLIDE 33
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SLIDE 34

Supplemental Documents

Branding & Logos