EXECUTIVE SUMMARY
This is an assignment discussing how to design a cycling event and make it a success. It is designed to help me as a learner to understand the ways of planning and executing the event. It provides understanding of crucial life skills such as the budget planning, disciplines such as team work and how to evaluate success of an event by analyzing the performance of individual persons. By the end of the assignment I am supposed to be able to understand how to economize the budget and ways of generating the revenue. I will be able to learn some of the crucial requirement for successful event organization.
Introduction
The youth sport program is a project activity for all those enjoying cycling, by a group called the blue eagles club. The group is focused at reaching out the people especially those who love cycling. Their target audience is usually the youths. Through such events they reach out the young people provide them with the platform for exposure. They partner with promoters who contacts the most talented youths in such events. We usually charge a fee in the gate entrance and also sell merchandise and drinks to earn our revenue. However, our main objective is to help the young people get exposed to the world of sport and be able to have fun. Owing to the fact that most of the people are not well exposed in such communities, we take that advantage to fill the gap and give such young people the hope for better life.
Program Rationale
The goal of the cycling event is to ensure that the locals to be able to understand gets to have fun since in most of the cases people usually don’t meet. Through it, we are aiming at helping the young people to be able to understand about the important values of the life which can only be acquired by participating in certain kind of the activities (Allen, 2010). In this local community there are many young talented young people who have never been exposed into any kind of the platform to showcase their talents.
This will provide them with such an advantage. We also aim at enabling the local athlete to learn some important self-disciplines in order to enable them to achieve long term goals later in their life. These disciplines may include the team work. We shall be accompanied by very talented coaches in each athletic game who will set the foundation for the athletes in the region. Through the event we shall provide the talented athlete an opportunity to meet with sponsors who may change the life. We understand that most of the locals are poor and their level of exposure is very minute. This therefore means that such a platform will be an amazing opportunity for most of them. We shall be able to mingle with them as we try to understand some of the main challenges that they face as they try to improve their skills.
Timeline
All the activities will take place in one day at Cregon university field on Saturday 23st April 2016. It will be one day event which is focused on ensuring that the local youths in the region have gotten an opportunity to be able to showcase their talents. The activities will take place as from 8 am in the morning to around 5.30 pm in the evening. There is no limitation of who will attend the function. This is because it is aimed at benefiting all.
Organization of activity
Planning will begin by identifying all the activities that will take place and our target audience and identifying the community to be visited. The day and the venue of the event will be set during the planning (Allen, 2012). It will also involve identifying all the stakeholders to be involved in this project to help us execute the event. Make a list of all the staffs who will take the responsibility during that day. This involves selecting the most appropriate members who are excellent in the job. Then brain storm on what information is needed to be given on that day. Prepare the document and the necessary information needed to be delivered on that day. Review it to ensure that it is clear and easy to understand as required. For examples, the information about our group. The plan should also involve preparing a scheduled program indicating when each activity will take place and the venue.
Plan on how the resources will be managed who will be accountable for every resource that will be used during that period of time. Communicate to other interested stakeholders before that day. This will involve sending the various invitation letters to interested partner to come and color the day too. They may involve the banks governments’ institution and other relevant bodies.
Development of the survey protocol- this will provide the guidelines to the stakeholders during the survey period. It involves the instruction to be put to indicate the consistency. They include information about why the event is being conducted-the clear information about the organization and the objectives. The guide may contain all the activities that will take place on that day with illustrations.
Train the staffs- the staffs to be involved on should be trained on how to present themselves and what is required for them to make the project a successes. This may involve calling a meeting and addressing them on the expectations during that period of time. How they are going to ensure that the event has met its expectations.
Establish how the data will be collected during that period of the time. This may involve use of the questionnaires or the record tapes.
List of equipment needed and related fess
The equipment and fee charges; Entertainment system; Presenters’ fee; Motivational speaker; Refreshments; Transport fee; Event documentation; selling drinks; merchandise; coaches’ fee.
Participants will be encouraged to bring their own cycles along with.
Worker Evaluation and Rationale
After the event, I will call brief meeting with my staff members to analyze the progress. I shall assess the performance of each member in the role they will be playing during the event. These may involve the communication efficiency of the event, arrangement of the venue, the resource management, event exposure, the entertainment quality that will be provided. The main elements to be considered during the evaluation will include the quality of the work personal performance during the event, the quantity of the work the worker will put during the event, timeliness which will address how the employee will respond to the urgencies (Epstein & Manzoni, 2008). Each member will give the report on how they played their role explaining to me what they achieved and the challenges they faced. The essence of doing the worker assessment is to ensure that we shall be able to improve in the future events
Program Evaluation and Rationale
The event will be evaluated by analyzing the feedback. As indicated above, we shall carry questionnaire to interview people on whether the day was of benefit to them or not. The feedback will give us the real picture of the event success. The stakeholders and the staffs can also give their views on the same. The factors to consider will be; did we manage time well as planned? Did we achieve the goals that we had set? ; were the resources enough or we need more next time? Such questions will give us the picture of what the program accomplished and what will need to be improved In the future events.
Conclusion
After the cycling event has taken place, it is necessary to analyze the personal performance of each worker. This gives an overview of what lead to event failure if it did or its success. For this reason, the event organizer will be able to understand why certain goal was not achieved as expected. It is equally also important to analyze the program performance by evaluating its achievements. This will be used as a reference for the future activities.
Reference:
Allen, J. (2010). Event planning: The ultimate guide to successful meetings, corporate events, fundraising galas, conferences, conventions, incentives, and other special events. Toronto: John Wiley & Sons Canada.
Allen, J. (2012). The business of event planning: Behind-the-scenes secrets of successful special events. Toronto: J. Wiley & Sons.
Epstein, M. J., & Manzoni, J. F. (2008). Performance measurement and management control: Measuring and rewarding performance. Bingley: Emerald JAI.
