CONTENT OUTLINE 2.01 – Implement organizational skills to improve efficiency/workflow
 Schedule tournaments
 Develop production schedules for events
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Identify types of tournaments
a. Round Robin – everyone plays each other at least one time
b. Double Elimination – teams must lose twice, after one loss they move into losers bracket
c. Single Elimination – when you lose you no longer play in the tournament
d. Multistage – games are played during same period but at different locations/fields over extended period
of time – can 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.
e. Heats – a round of competition, such as a swim meet
f. Tournament play – seeded based on ranking-normally single elimination
g. Ladder – individual contests ranked on a ladder and can move up or down based on results
h. Match play – in golf, you either win, lose or half a hole and only count total holes won
i. Scramble – all golf players hit, players select the best ball and all shoot from that spot
Describe factors to consider when planning tournament schedule
a. Venue(s) Inside/outside
b. Time of day/year
c. Weather obstacles
d. Location of participants – logistics
e. Costs of executing the tournament
f. The economy & discretionary income
g. The number of participants and time allocated
h. Local governmental or administration issues
i. Volunteer support
Explain how technology can be used to schedule tournaments
a. Host of on line sites offer tournament scheduling options
b. www.wizehive.com/
c. www.allprosoftware.com/
d. www.tournamentsoftware.com/tournaments.aspx?id=2
Discuss ways to determine activities timeframe
a. Determine average length of competition
b. Determine number of competitors in tournament and number of games per day/hour, etc.
c. Determine time for introductions, ceremonies, songs, intermission and post game interviews
d. Determine amount of time concessions and merchandise sales are operating
e. Determine amount of time for pre (setup) and post (close down) activities
Demonstrate procedures for scheduling tournaments
a. Approvals of sanctioning bodies
b. Approval of venues/time/day
c. Determination of tournament format (type) – secure tournament software for use
d. Seeding of tournament participants
e. Notification of tournament participants
f. Production schedule of tournaments at venue(s) – includes all time lines of tasks
g. Approval of volunteers, police, administrators and other personnel to operate the tournament
Define the term production schedule
a. Production scheduling is the management and allocation of resources, events and processes to create
goods and services
i. Detailed timelines that allow your event to flow smoothly
ii. A business adjusts its production schedule based on the availability of resources, client demands
and efficiencies.
Purpose of using a production schedule
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a. The goal of production scheduling is to balance client needs with available resources while operating in
the most cost-efficient manner
b. To keep the event on schedule with minimal issues
c. To provide timing of tasks – personnel & locations
Components of a production schedule
a. Date of the event
b. Key contact information
c. Access to event locations – load in
d. Lights, audio & sound checks
e. Crew/cast arrival times
f. Rehearsal times/breaks
g. Event times
h. Departure times – load out
Factors that impact production schedules
a. Personnel – absenteeism, lateness or types
b. Materials – wrong types or quantities
c. Equipment/facilities – bathrooms, concessions
d. Utilities – availability, type or distance from venue
e. Environmental conditions
f. Emergency protocol
g. Safety procedures
h. Parking
i. Sight lines
j. Risk assessment/contingency plans
Production – Planning tools
a. Knowledgeable event production team
b. Film editing software
c. Film scripts
d. Planning lists
e. Necessary supplies
f. Cell phones
g. PDAs
h. Laptops
i. Sketchbooks
j. Personal assistants
k. Notebooks
l. Planning tools
m. Site plans/maps
n. Signage
o. Project evaluation & review techniques – PERT/CPM/Gantt chart
p. Historical performance - evaluate and reflect
Relationship between a production schedule and a project plan
a. Schedule
i. How best to make it
ii. Sequencing/synchronization of tasks – very detailed
iii. List priorities, constraints & conflicts
iv. Monitoring execution
v. Managing changes
vi. Adjust the plan based on changes
b. Plan
i. What to make
ii. When to make it
iii. How much to make
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iv. Where to make it
v. Materials required
vi. Resources required
vii. No real time controls
viii. Overview/goal of event
Procedures for developing a production schedule
a. Research & Development
i. Use the past as a tool
ii. Know your finances, resources, partnerships, political climate, environmental concerns & timing
b. Represent your target market
i. Keep it focused on your target market’s demographics
c. Design –
i. Keep it entertaining and use appropriate colors/layouts
d. Planning – adjust when necessary
e. Coordination/Implementation - communication
f. Evaluation - improvement
How to develop a production schedule
a. Establish a budget, review & reflect
b. Select an appropriate site/venue
i. Checklist for site/venue & technical requirements
c. List all elements that should be tracked/monitored
i. Break the elements into individual tasks
ii. Meet with task personnel & create a list of priorities/order/time/date
iii. Enter the tasks in a spreadsheet, record time required & responsible personnel
iv. Meet again with task personnel and gain final feed back
d. Create an overall time line for all essential tasks
e. Establish risk management plan/contingency plan
i. Minimal, normal and worse case scenarios
f. Implement production schedule
i. Communicate & feedback
ii. Prioritize & reschedule as necessary – handle problems or issues
iii. Manage overall time schedule
g. Reflect and evaluate the schedule
h. Let’s visit the following website about schedules
i. https://www.smartsheet.com/online-ganttchart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg