Soccer League Tournament For University Teams In Victoria

Contents

TOC o “1-3” h z u 1.0 FINANCIAL OBLIGATIONS PAGEREF _Toc376346656 h 11.1 General Organizing Expenses PAGEREF _Toc376346657 h 11.2 Staying Expenses PAGEREF _Toc376346658 h 11.3 Travel Expenses PAGEREF _Toc376346659 h 31.4 Fees and Allowances PAGEREF _Toc376346660 h 41.5 Revenues PAGEREF _Toc376346661 h 41.6 Budget PAGEREF _Toc376346662 h 41.7 Event Organization Rights Fees PAGEREF _Toc376346663 h 61.8 Organizational Structure of the Event PAGEREF _Toc376346664 h 61.9 Staff Duties PAGEREF _Toc376346665 h 81.10 Workflow during the Event PAGEREF _Toc376346666 h 91.11 Planning PAGEREF _Toc376346667 h 91.12 Competition PAGEREF _Toc376346668 h 9Opening and Closing Ceremony PAGEREF _Toc376346669 h 13

1.0 FINANCIAL OBLIGATIONSThis section gives an overview of the revenues and expenses sources in order for the local organizing committees (LOC) to plan and make preparations for the soccer league tournament for university teams to be held in Victoria.

1.1 General Organizing ExpensesThis refers to expenses that will be incurred by the local organizing committee before and during the event, to help to make it successful. This mainly includes the soccer pitch setting and maintenance, ticket sales, local personnel, local promotions, hospitality, marketing, venue branding, advertisement for the event, information technology, marketing, opening and closing ceremonies for the soccer league.

1.2 Staying ExpensesBefore the tournament: Two delegates appointed by the local organizing committee, will have to do a pre-tournament inspection of the facilities. The local organizing committee will cater for their accommodation for 2 to four days. This is to be done in order to estimate the distances between the structures and facilities and make appropriate logistical adjustments before the event officially kicks off.

During the event: Two days prior to the first game up to the day after the competition the local organizing committee shall be responsible for the official team delegations, official tournament officials and the soccer league representatives. However, it is important to note that, the number of official tournament officials is dependent upon the format of the tournament and the number of venues the tournament will take place in.

Team Hotels

The choice for the hotel shall be proposed by the local organizing committee and evaluated and approved by the members. The local organizing committee will have to check the hotels, before hand to make sure that problematic situations are foreshadowed and mitigated. Potential problematic situations include:

Issues concerning the checking in or out of teams

In the event that several teams arrive at the same time and require eating quickly. The local organizing committee can use the services of a buffet service to ensure that there is sufficient food for the teams.

What is included in the teams staying package, for example, three meals are inclusive but alcohol is not.

Team Delegations

Teams have a right to arrive 48 hours before their first game of the soccer league in victoria and leave on the day after the last day of the competition. Any additional stay after the prescribed period will not be charged on the local organizing committee for the soccer league in victoria. The charge will be transferred to the delegation. The official delegations shall consist of a maximum of 23 individuals, with 18 players plus additional 5 staff members. It is estimated that the minimum number of rooms needed by the teams will be 10 double rooms. The financial obligation undertaken by the local organizing committee is to provide accommodation and meals to the teams. The arrangement for the meals and accommodation is seen as a package and can be moved according to the arrival and the departure of the participating teams. Team delegation requirements include the following factors:

If the team has any additional staff or personnel in their delegation, the team will be financially responsible for the costs of these people.

The time taken to travel from the team delegations hotel to the tournament competition and training venues should be within 2 hours and not more.

Team delegations participating in the same venue will be facilitated in the same hotel or in different hotels with same conditions.

Laundry Services for Teams and Officials

The local organizing committee will provide laundry services free of any charges to the official team delegations. The laundry service will cover:

Game jersey

Game pants

One pair of socks

Undershirt

Underpants

It is important to note that personal items other than those specified within the highlighted bracket shall be covered by the team at a discounted rate.

Meeting Room

A meeting room will be provided for the participating teams, free of any charge. This will be the venue in which teams will hold private sessions to discuss team tactics and strategies. To ensure that competition levels are kept at high levels. The local organizing committee will foot the bill for meeting rooms’ official team delegations. This room will also be equipped with a TV and DVD player, a tactics board and sufficient seating capacity.

1.2.5 Meals and Drinks for Teams and Officials

Expenses related to meals and drinks for the team will be incurred by the local organizing committee. Extra meals or services will be charged on the team that is culpable.

Meals

The timing of the meals will be flexible according to the games fixtures and will be coordinated with representatives of each team. This will be done to ensure that players eat at the correct time in relation to the training and games schedules. The committee will cater for three meals per day in quantities that are sufficient to the team. The menus designed will be nutritious as per the requests of the respective teams. Hence, a choice of different foods will be made available to this end.

Drinks

The local organizing committee will also cater for one bottle of 500ml soft drinks per person and sufficient amounts of mineral water will be made available for the teams during meals, training sessions and games.

1.3 Travel ExpensesParticipating university teams that come from victoria will be covered by the local organizing committee. For participating teams from other towns they will have to foot their own travel expenses (bus, train or car). Participating teams without means of transport during the tournament will be assigned with a bus with a driver. For these teams there will be an arrangement to agree upon a transport schedule with the head of the team delegation. The bus will have a minimum seating capacity of 50 seats. The team will be able to use this bus for the whole tournament. The committee will also cater for the following services in relation to travel expenses:

Emergency transportation

Transfer to and from hotel and to the tournament event

City-tours on rest days for team delegations

For those teams that will be unable to depart the local organizing committee will cooperate with the delegation to provide ground support until their departure. For tournament officials who do not reside within the vicinity of the event or during games held at different venues, they will be provided with means of transport to facilitate their movement to execute their duties and responsibilities.

1.4 Fees and AllowancesFees and allowance for tournament officials will be covered by the local organizing committee. The amount to be dispersed will be deliberated upon and compensated to the officials. The amount to be paid will be calculated on the basis of their arrival to departure dates. It will also include their rest days in the total amount of days during the soccer league.

1.5 RevenuesThe local organizing committee shall keep income that is received through:

Ticket sales

Subsidies from the government or the local authorities

Local sponsorships agreed by sponsors

Local TV rights

1.6 Budget

The local organizing committee will keep track of finances for the event. This involves setting predetermined amounts to ensure that cases of overspending or under spending are minimized. It will also prevent the misappropriation of funds, in that the amounts set aside will be accounted for. Below is a format of how the budget will look like and the factors that we have put into consideration.

1.6.1 The Soccer League Budget

GENERAL EXPENSES $ General Office Expenses 0,00 Labor and Advisory 0,00 Special Projects 0,00 Mobile Phones 0,00 Facilities improvement 0,00 Insurance 0,00, Total

B ACCOMMODATION $ Teams 0,00 Team Liaisons 0,00 Technical Commissioners 0,00 Press/Web Staff 0,00 Staff and Volunteers 0,00 LOC Guests and VIP 0,00 Total

C TRANSPORTATION Teams 0,00 Technical Commissioners 0,00 0,00 tournament officials 0,00 Staff and Volunteers 0,00 LOC Guests and VIP 0,00 Total

D MARKETING $ Advertising 0,00 Promotions 0,00 Other Marketing Expenses 0,00 Total

E Facilities Improvement Field 0,00 Total

F Insurance Insurance 0,00, Total

COST SUMMARY General expenses 0,00 Accommodations 0,00 Transportation 0,00 Marketing 0,00 Subtotal 0,00

Contingency (5%) – 0,00 TOTAL 0,00

1.7 Event Organization Rights FeesA plan will be discussed and deliberated upon to come up with a strategy on how to share the event organization rights fees with all participating stakeholders of the soccer league. The local organization committee will be tasked with the responsibility of producing financial reports on event-related sales and revenues from products sold during this tournament.

1.8 Organizational Structure of the EventThe local organizing committee will designate duties and responsibilities to different individuals to enhance efficiency and effectiveness during the soccer league. The organizational structure of the event will be designed in such a way that it facilitates the success of the event. The chairperson for the local organizing committees should be experienced and seasoned, in that he can help to reinforce and foster relationships with authorities. The structure will draw expertise from various fields to ensure that there is a balance in relation to competence and professional levels. It is important to note that the number of committee members might change according to amount of work, responsibilities or the magnitude of the event.

1.8.1 An Example of the Organizational Structure of the Event

LOC Chairperson

The LOC chairperson will be tasked with the responsibility of ensuring there is coordination and corporation with local authorities. The chairperson will also be tasked with the responsibility of strategic planning for the event.

LOC Vice-Chairperson

The vice-chairperson will be tasked with the responsibility of stepping in when the chairperson is away. He/she will complement the functions executed by the chairperson and help in reinforcing local relations, in relation to the surrounding environment.

Finance Director

The finance director will be tasked with the responsibility of organizing the overall finances of the event. He/ she will also help in the preparation of strategies and the analysis of the impact of the event financially.

Administration Director

The administration director is tasked with responsibility of ensuring that communication follows freely within the organizational structure. The administration is also responsible for office management.

Marketing and Public Relations (PR) Director

The Marketing and Public relations (PR) director is tasked with the responsibility of marketing, promotion, branding, print materials, in stadium activities, and the opening and closing ceremonies.

Ticket Sales Director

The main responsibility delegated to this director is the management of ticket sales and general administrative duties related to ticket selling such as identifying, reporting and thwarting potential ticket frauds as well as making the necessary marketing for the tickets.

Technical Operations Director

The Technical operations director is tasked with the responsibility of ensuring their coordination in the various activities during the tournament. He/she is also tasked with the responsibility of ensuring the various institutions function effectively in the execution of their functions. These institutions include medical assistance, security, accommodation, meals, transportation and the volunteers. The technical director is also in charge of technical commissioners.

Press Officer

The press officer will be tasked with the responsibility of handling the dealings the media and relaying communications. He/she will also be tasked with the responsibility of ensuring press operations run smoothly and the content relayed on the various media outlets reflects the purpose and spirit of the tournament.

1.9 Staff DutiesLOC Staff Duties

Staff duties during the event will be delegated according to the expertise and the functions that different stakeholders play in the event. The staff will be tasked in the execution of duties such as:

In-tournament communication in cases of assignments or fines

Logistical arrangements

Media relations

Official documentation collections such as, lineups and officials.

Volunteer Support

The use of volunteers always raises the quality of the organization, it therefore, critical to incorporate volunteers into various levels of organization structure. The volunteers can help in different aspects of the event organization and preparation such as, the hotel information desk and transport services. It is critical for the volunteers to also give volunteers promotional materials of the organization after the event such as T-shirts, caps or even certificates.

Technical Commissioners

Technical commissioners are experts in terms of regulations concerning the games and their principle responsibilities include enforcing regulations for the competitions. This includes ensuring the eligibility of players, the setting up of practice schedules and ensuring the playing fields attain required standards.

1.10 Workflow during the EventIt is vital that the local organization committee, tournament officials and all the stakeholders stay in contact during the event to ensure that all aspects of the event are coordinated and are running smoothly. Communication is critical during events as it helps, to coordinate activities and even in times of event hiccups the matter can be handled at the right time. The local organization committee should organize the provision of mobile phones to ensure that communication is flowing at all times. It will also ensure different groups and individuals can lias and pass important information without any barriers.

1.11 PlanningAppropriate amounts should be delegated to the planning of the event. This is important because the success of any event is determined by the amount of preparations undertaken before the actual event. A well-coordinated plan is vital in ensuring the planning of the budget, human resources and activities during the organization of the event. Making of plans helps the LOC to anticipate events that may happen and take appropriate steps to ensure that it does not cause serious challenges during the tournament. A good plan is developed ahead of the event; this will involve the development and preparation of various draft plans before the final plan. The final plan should be designed in such a way that it is financially prudent and it incorporates all stakeholders during its developments. The involvement of various stakeholders helps, in that various perspectives can help make important adjustments to the plan. The plan should also be developed in such a way that it contains all LOC activities during the preparation of the event and it should also have deadlines for the execution of the plan. A weekly plan should also be developed apart from a general plan. This is important because a weekly plan is more precise and addresses more details.

1.12 CompetitionThe competition will be held in 4 venues to cater for the numbers. The amount spent on the venue fees will be shouldered by the local organizing committee. The amount paid will be discussed, negotiated and deliberated with parties involved before unveiling the venues. This will be done during the preparation phase of the event preparation. To enhance competition levels in the event, the local organizing committee will have to invest a bit more on advertising. This will make the event get more media coverage, which will help in more teams participating. The prizes in the tournament should be worthwhile, in that teams competing would have the enthusiasm to win it. Sponsors and well-wishers of the event will help to incur the costs of the prizes awarded to teams. In the planning process, the committee should ensure that they come up with an advertisement that will capture the public attention and for sponsors and well-wishers. All games of the competition will be played within the venues that will be chosen. The competition dates will vary dependent on the number participating teams in the tournament.

Draw

The official launch of the soccer league draw will be held in Victoria and the exact date will be stated after discussions are held by the local organizing committee. The payment and provision of the general organizing expenses will also be incurred by the local organizing committee. The procedures for the draw will be based upon standards set out by footballs governing body FIFA. The draw will be held earlier hence, the teams wishing to participate will have to confirm early. This is to be done to ensure enough preparations are made before the event kicks off. The teams will be divided into two or more pools depending on the number participating teams.

1.12.1 Example of the Pools

POOL 1 POOL 2

TEAM A TEAM I

TEAM B TEAM J

TEAM C TEAM K

TEAM D TEAM L

1.12.2 Example of the Draws for the First Round of the Competition

POOL 1 DATE HOME Game VISITOR

A vs. B

C vs. D

POOL 1 DATE HOME Game VISITOR

I vs. J

K vs. L

Competition Schedule

After the confirmation and release of the draws, the competition schedule will be released and the dates determined as to when and where the matches will be played. There are a number of considerations that should be put in place during the preparation of the match schedule:

There should be a balanced allocation of the matches played. This is done to ensure that each does not play each day. This will help the competition to be more competitive with teams going over their tactics and training sessions in their rest days.

The team that played in the last match should not play the following morning. This is done to ensure that teams prepare well and get rest. It also done to ensure that other teams do not get an unfair advantage over other teams.

All teams should play at each of the four venues that will be identified. This is done to ensure that there is an even playing field for all participating teams.

Training Schedule

The training schedule will be prepared by the technical operations director. This will be done in consideration of the competition schedule and draws. After the training schedules have been prepared they are supposed to be announcing to the participating teams to avoid any confusions or to facilitate any changes or adjustments on the training schedules.

The participating teams will be given time to practice at the stadium or venue that they will play in at least once. The teams will be allocated two hours of practice sessions both during the day and at night on the venue. This is done to ensure that the players have adjusted to the pitch they are going to play in. This is done before the competition kicks off.

Before the game starts teams will be given equal allocations of time to practice. This is done to ensure that the players are well adjusted to the playing ground and are warmed up before the game begins.

All teams will be allocated equal practice times under the same conditions to ensure impartiality and fairness during the competition. The time allocation will be more than an hour for all participating teams. This is to ensure teams have done enough practice before their games.

Technical Meetings

Technical meetings will be held before the first game is scheduled at the officials’ hotel. The officials present will be technical commissioners, medical officers, security personnel, LOC members. Upon the arrival of the officials in the venue or after checking in in their respective hotel rooms, each official should receive an invitation to the meeting. This invitation should have the date, time, place of the technical meeting and the agenda of the meeting. The local organizing committee will be responsible for the provision of the meeting rooms and refreshments for the officials. This meeting will be chaired by the technical director. The meeting is also supposed to cover the following agendas:

A roll call for the participants

An introduction and description of duties by various individuals

Discussion on the transportation of the officials

Pre-game procedures

Accommodation for the officials

Catering services for the officials

Teams’ Handbooks

The local organizing committee will also be responsible for the preparation and production of the team handbooks. This handbook will help to outline what is required of the participating teams and information about the competition. This team handbook should be handed to participating teams before the first day of the competition.

1.12.3 An Example of a Team Handbook

1. HOTEL INFORMATION 2. OPERATIONS Billing policy Communication with the LOC

Hotel rules Procedures Team desk Team Liaison Officers Team meals Transportation Team lounge Event partners Medical services Hotel map 3. COMPETITION 4. MEDIA Competition format Press conference/Interviews (individual

Competition brackets Interviews, pre/post game conferences)

Competition venues Pre/post game Television interviews

Training venues Television broadcast list Game schedule Pre-game procedure Field entry ceremony Product supply during games (water, towels, ice) Venue maps Player’s seating 6. SAFETY & SECURITY First Aid 5. TICKETS Security instructions 7. SPECIAL EVENTS Opening ceremony Closing and award ceremony Official functions/parties Official meetings Opening and Closing CeremonyThe local organizing committee will also incur costs during the Opening and closing ceremony. The opening and closing ceremonies will be part of the production plan and participating teams will be informed prior to the event in case they will be required to participate.

Opening Ceremony

The opening ceremony will be organized at the beginning of the tournament in the main venue. The program and time schedules will be communicated to the participating teams in advance at the technical meeting. The participating teams are required to attend this ceremony dressed officially for the event. The opening ceremony will take place an hour before the first game begins. The opening ceremony will also have a presentation parade of all participating teams in the soccer league. Each team will showcase paraphernalia identifying themselves and which university they are representing. There will also be a parade of the tournament officials and the local authorities. There will also be an artistic presentation for not more than 20 minutes during the opening ceremony.

Closing Ceremony

The closing ceremony and the victory ceremony will be merged together and will take place immediately after the last game played and the winner declared. During the closing ceremony the standing of the participating teams will be announced. With the second and third teams presented with medals while the winning team will be crowned with the league’s trophy. This will be followed by 3 speeches by LOC members and the chairperson of LOC will give a vote of thanks for all teams that participated in the soccer league. The LOC will ensure that they incur any other costs that will arise from the opening and closing ceremonies, other than those that were budgeted for.

Venue maps

The local organizing committee is responsible for the production of venue maps for the participating teams. This is prepared to avoid confusion and make the event run systematically. Venue maps also help in providing a way in which the participating teams see the layout of the venue that they will be participating in.

Products Supplies During Games

Product supplies are essential especially during field events, this because it requires a lot of energy. Products supplies include water, towels and ice. In the event that there be more sponsors or commercial partners in the soft drink, water, isotonic or towels categories then they will be responsible for the supply of the necessary equipment and products, which will be used by the teams during the tournament.

Drinking Water For The Teams

Drinking water will be provided for free by the organizers, well-wishers and sponsors during the event. The water provided during the event will be sealed water bottles and not tap water. Consideration will have to be put on the weather conditions, in that if the weather is hot the water should be cold. Drinking water supplies will be provided in the stated quantities during practice sessions and during the tournament:1 litre of water for each team member of the participating teams.

0.5 liters for teams’ 5 staff members.

At least 10 bottles of 1.5 liter water for the 18 players

Ice Supply

The local organizing committee will deliberate on the amount of ice needed by the teams during practices and during the tournament. The deliberation will be done during the technical meeting where the amount needed will be announced. The team’s ice requirements by the teams will; be catered for by the ice machines in the stadiums or the team’s hotels. The ice will be cubed and standard sized.