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 eventContact informationEvent locationsLights, audio & sound checksCrew/cast arrival timesRehearsal times/breaksEvent times

Factors that Impact Production Scheduling

Personnel – Event workersMaterials – What does the event need?Equipment/facilities – bathrooms,

concessions Utilities – power/water needsEmergency procedures Safety proceduresParkingRisk assessmentContingency 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 resultsMatch 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/outsideTime of day/year Weather obstaclesLocation of participants – logistics Costs of executing the tournament Number of participants and time allocatedLocal governmental or administration issuesVolunteer 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 competitionNumber of competitors in tournament Number of games per day/hour Determine amount of time for pre (setup) and

post (close down) activitiesTime for introductions, ceremonies, songs,

intermissionAmount of time concessions and merchandise

sales are operating

Procedure for scheduling tournaments

Approvals of sanctioning bodiesApproval of venues/time/dayTournament format (type)Seeding (ranking) of participantsNotification of tournament participantsProduction schedule of tournament

includes all time lines of tasksSecure volunteers, police, administrators and

other personnel to operate the tournament