SEM1 2.01 A - Operations
• PE - Implement
organizational skills to
improve efficiency/workflow
• PI – Schedule tournaments
• PI - Develop production schedules
for events
Operations - Schedule Tournaments
Identify types of tournaments
 Round Robin –
 everyone plays each other at least one time
 Double Elimination –
 teams must lose twice, after one loss they move into
losers bracket
 Single Elimination –
 when you lose you no longer play in the tournament
 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 –
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a round of competition, such as a swim meet
 Tournament play –
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seeded based on ranking-normally single elimination
 Ladder –
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individual contests ranked on a ladder and can move up or
down based on results
 Match play –
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in golf, you either win, lose or half a hole and only count
total holes won
 Scramble –
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all golf players hit, players select the best ball and all shoot
from that spot
Describe 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
 The economy & discretionary income
 The number of participants and time allocated
 Local governmental or administration issues
 Volunteer support
Explain how technology can be used to
schedule tournaments
 Host of on line sites offer tournament scheduling
options
 www.wizehive.com/
 www.allprosoftware.com/
 www.tournamentsoftware.com/tournaments.aspx?
id=2
Discuss ways to determine activities
timeframe
 Determine average length of competition
 Determine number of competitors in tournament
and number of games per day/hour, etc.
 Determine time for introductions, ceremonies,
songs, intermission and post game interviews
 Determine amount of time concessions and
merchandise sales are operating
 Determine amount of time for pre (setup) and post
(close down) activities
Demonstrate procedures for scheduling
tournaments
 Approvals of sanctioning bodies
 Approval of venues/time/day
 Determination of tournament format (type) –
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secure tournament software for use
Seeding of tournament participants
Notification of tournament participants
Production schedule of tournaments at venue(s) –
includes all time lines of tasks
Approval of volunteers, police, administrators and
other personnel to operate the tournament
Sample Test Question
 A basketball team wins a postseason playoff game
and proceeds to play another team for the regional
championship. In what type of tournament is the
basketball team participating?
Answer
 Multistage. When establishing playing schedules,
tournament organizers must consider many factors, such
as the type of tournament. This is because in some types
of tournaments, several games are played simultaneously
in different locations over a long period. A multistage
tournament is a format in which teams compete at
different levels or stages. When a team wins, it moves
forward to play another game against another opponent.
If a team loses, it is eliminated and no longer plays. The
stages of play continue until a champion is determined. A
scramble is an unofficial way to play golf in which each
member of the four-person team hits a golf ball. A heat is
a round of a competition, such as swim meets. Tri-level is
not a common term to describe types of tournaments
“You Do”
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Research a tournament to find out: create a tournament using ms excel
Logistics of the tournament
What type of tournament is it
How are the teams chosen
How is the winner decided
Is there a consolation draw
Is there prize money awarded
Who is the sanctioning body
What are the factors impacting the event
Why is the tournament scheduled when it is
Where is the tournament located
Etc…..
Include appropriate pictures
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Participants, venue, etc.
PI - Develop production schedules
for events
“You Do”
 Your assignment is to create the 2012 Playoff
Bracket (tournament schedule) using Microsoft
Excel. You can use this website
(http://www.nba.com/playoffs/2012/series/) to help
you with which teams were in the playoffs and who
won. Use text, pictures, borders, colors, and
anything else you need to make your playoff bracket
stand out, easy to understand, and look attractive.
See example attached to the assignment for ideas.
Define the term production schedule
 Production scheduling is the management
and allocation of resources, events and
processes to create goods and services
 Detailed
timelines that allow your event to flow
smoothly
 A business adjusts its production schedule based
on the availability of resources, client demands
and efficiencies.
Purpose of Using a Production Schedule
 The goal of production scheduling is to balance client
needs with available resources while operating in the
most cost-efficient manner
 To keep the event on schedule with minimal issues
 To provide timing of tasks – personnel & locations
Components of a Production Schedule
 Date of the event
 Key contact information
 Access to event locations – load in
 Lights, audio & sound checks
 Crew/cast arrival times
 Rehearsal times/breaks
 Event times
 Departure times – load out
Factors that Impact Production Scheduling
 Personnel – absenteeism, lateness or types
 Materials – wrong types or quantities
 Equipment/facilities – bathrooms, concessions
 Utilities – availability, type or distance from venue
 Environmental conditions
 Emergency protocol
 Safety procedures
 Parking
 Sight lines
 Risk assessment/contingency plans
Production-Planning Tools
 Knowledgeable event
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production team
Film editing software
Film scripts
Planning lists
Necessary supplies
Cell phones
PDAs
Laptops
Sketchbooks
 Personal assistants
 Notebooks
 Planning tools
 Site plans/maps
 Signage
 Project evaluation &
review techniques –
PERT/CPM/Gantt chart
 Historical performance evaluate and reflect
Relationship between a Production
Schedule and a Project Plan
Schedule
Plan
 How best to make it
 What to make
 Sequencing/synchroniz
 When to make it
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ation of tasks – very
detailed
List priorities, constraints
& conflicts
Monitoring execution
Managing changes
Adjust the plan based on
changes
 How much to make
 Where to make it
 Materials required
 Resources required
 No real time controls
 Overview/goal of event
Procedures for Developing a
Production Schedule
 Research & Development
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Use the past as a tool
Know your finances, resources, partnerships, political
climate, environmental concerns & timing
 Represent your target market
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Keep it focused on your target market’s demographics
 Design –
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Keep it entertaining and use appropriate colors/layouts
 Planning – adjust when necessary
 Coordination/Implementation - communication
 Evaluation - improvement
How to Develop a Production Schedule
 Establish a budget, review & reflect
 Select an appropriate site/venue
 Checklist for site/venue & technical requirements
 List all elements that should be tracked/monitored
 Break the elements into individual tasks
 Meet with task personnel & create a list of
priorities/order/time/date
 Enter the tasks in a spreadsheet, record time required
& responsible personnel
 Meet again with task personnel and gain final feed
back
How to Develop a Production Schedule
 Create an overall time line for all essential tasks
 Establish risk management plan/contingency plan
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Minimal, normal and worse case scenarios
 Implement production schedule
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Communicate & feedback
Prioritize & reschedule as necessary – handle problems or
issues
Manage overall time schedule
 Reflect and evaluate the schedule
 Let’s visit the following website about schedules
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https://www.smartsheet.com/online-ganttchart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg
Sample Test Question
 Why do event organizers develop
production schedules?
Answer
 To outline all of the activities needed to prepare
for the event. Production schedules are timetables that
establish when each activity will be performed. Before an
event can take place, a variety of activities need to be
completed to prepare the site or facility. For example,
lighting or additional phone lines might need to be
installed, or concession stands might need to be stocked.
Event organizers plan for when each activity should
occur and prepare the schedule to make sure the facility
is ready for the event to begin. Setting a time for a
rehearsal might be part of the production schedule.
Event organizers do not develop production schedules to
arrange for the media to broadcast the event or to
analyze safety and health considerations for the event
“You Do”
 Now that you’ve researched your event, assume that
you are in charge. You are to create your own
production schedule. Be sure your goal for
production is creating the best possible event with
the resources given with the most efficiency.
Remember, a production schedule is literally a
calendar of events…
 What is the order things will get done
 Who will be in charge of what
“You Do”
 What would your budget be
 Who will be involved
 What are the time constraints
 How early do tasks need to be accomplished
 What about weather?
 What about tickets?
 What about sponsors?
 Think about all of the people involved…at what point will
they be contacted?