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Wilmington Adult Softball Tournament Event Plan
- 1. Adult Softball Tournament Prepared for The City of Wilmington, NC Prepared by Sarah E. Chambers
- 2. Purpose The purpose of this event is to provide Wilmington community members an opportunity to host an event promoting: Fun Teamwork Healthy competition Together with our Sponsor, Budweiser, we will proudly host the First Annual Wilmington Adult Softball Tournament
- 4. Benefits Bully City, Arizona Hosted 1,680 people 54 Softball Teams $200,437!!!!!! Lodging Shopping Entertainment Restaurants Gas
- 5. Benefits
- 6. Additional Benefits There are many more benefits than purely monetary ones: Brings together members of the Wilmington Community Creates healthy competition surrounding physical activity, which helps to promote exercise Softball helps improve hand eye coordination, strengthens upper-body muscles, and is a cardiovascular activity Promotes teamwork Potential to create a long term opportunity through a season-long softball league Provides a chance to work with our sponsors
- 8. Preparations Registration Paperwork Agreement to Participate & Liability Waiver Tournament Rules & Regulations (and repercussions for breaking rules) A signed statement agreeing 18+
- 9. Preparations Crisis Management Plan (CMP)* Inclement weather plans* Trained and certified Umpires through the Amateur Softball Association of America (ASA) Trained and competent staff members will be on hand to help carry out tournament procedures Uniformed law enforcement * All officials and staff members will be knowledgeable of these procedures
- 10. Preparations Sponsorship contracts Specific contracts with Budweiser Insurance policy
- 11. Day of Event Check infield, outfield, dugouts, and equipment for safety of participants Check stands, facilities, and parking lots, for safety of participants and spectators Qualified EMS and trainers on site along with proper medical equipment and ice Signs posted stating we are not responsible or injuries, thefts, or damages Provide shaded areas for participants and spectators
- 12. Alcohol Control Staffing Agency Check IDs Provide wrist bands Serve alcohol Enforcement officers Plastic or aluminum No coolers (no BYOB) No alcohol served after 6th inning of last game Alcohol only allowed in designated areas - signage Beer Gardens No alcohol on field/dugout “Family Zone” available Water available for purchase & coolers for participants Waivers for players Food trucks with food for purchase Cab vouchers
- 13. Conclusion The City of Wilmington excels in handling similar events on a regular basis with great success. We have no reason to believe that the First Annual Wilmington Adult Softball Tournament would be any less of a success. With a proper management plan in place and with many great benefits to the local economy, the community, and the city, the event will be a great addition to our town
- 14. For more Info… Please contact Sarah E. Chambers with any additional questions. She can be reached by e-mail at: sechambe@ncsu.edu or by phone at (910) 555-5555.
Editor's Notes
- I am here today to present the City of Wilmington with a proposal to host the First Annual Wilmington Adult Softball Tournament
- Several benefits occur when cities decide to host events. The most measurable of those are economics. Revenue is brought in to the host organization through registration fees, concessions, and merchandise sales. Additionally, the local economy gains from the tournament as well.
- For example, the city of Bully City Arizona hosted a Senior Softball Fall Tournament. The tournament hosted an estimated 1,680 people with 54 teams. The visitors brought in an assessed $200,437 This was through lodging, shopping, entertainment, restaurants, and gas purchases from local businesses.
- Expenditures did have to be made on: shirts, koozies, staffing, equipment, and field prep costs. Even after all of that, the city itself netted close to $8,000 from registration fees and sponsorships And although there were some expenses, they made sure to keep money local, by ordering merchandise from local businesses and hiring staff for the event locally
- In order to maintain a safe and enjoyable environment for our participants and spectators, a management plan has been put into place. A checklist of procedures exists in order to make the event run as smoothly as possible. This checklist includes items leading up to the event as well as day of procedures.
- Participants will register their team and pay registration fees before a specified date When a team registers we will provide them with paperwork that must be completed and signed by all team members on their roster. These papers will include: Agreement to Participate and Liability Waiver Tournament Rules & Regulations (which includes repercussions for breaking tournament rules) A signed statement acknowledging that participants must be at least 18 years of age.
- A comprehensive Crisis Management Plan (CMP) will be put into place, “addressing major crisis risks ranging from fires, bleacher collapses, bomb threats, criminal activity, (and) violent acts Procedures concerning inclement weather (rain and lightening) will also be predetermined. We will have set guidelines as to when it is necessary to delay, reschedule, or even cancel events. Umpires hired for the event will be trained and have all proper certifications through the Amateur Softball Association of America (ASA) Trained and competent staff members will be on hand to help carry out tournament policies Uniformed law enforcement from the Wilmington Police Department will be on hand and visible throughout the tournament. These officers will be able to handle crowd control as well as, “arrest intoxicated or unruly individuals” if necessary
- Sponsorship contracts will be in place to clearly define what is expected from all parties. This includes, but is not limited to signage, marketing material to be used, fees associated, exclusivity, as well as a terms and cancellation clause Contracts with Budweiser will also spell out all liabilities and the responsible party along with who will attain the necessary licenses and permits. An insurance policy with, “a minimum of one million/two million ($1,000,000 /$2,000,000) dollars that lists the City as an additional insured” will be in place, per guidelines of the venue
- A staffing agency who specializing in working events with alcohol, will be in charge (and liable) for: Checking IDs Providing wristbands to individuals over 21 Serving alcohol to only those with the appropriate wristbands Enforcement officers will be in attendance. All drinks will be served in plastic cups or aluminum cans, eliminating risks associated with glass. No Coolers (no BYOB) - signage will be posted day of event and will have been mentioned on all marketing material. No alcohol will be served after the 6th inning of the final scheduled game of the day. Alcohol will only be permitted in determined areas. “Beer Gardens” are where all alcohol sales will be conducted. No alcohol will be permitted on the field or in the dugout (by regulation of the venue). A Family Zone will be available for families wishing to have a separate area away from alcohol (no alcohol will be permitted in these sections) We will have water available for purchase as well as water coolers available for participants. Players will have signed waivers indicating they acknowledge that alcohol will be available on the premises and what the associated risks of drinking and participating in physical activities are. Additionally the waiver will state the risks involved while participating with others who might be under the influence of alcohol although they themselves may refrain from doing so. The signed waiver indicates all the possible alcohol and non-alcohol related risks associated with the event and specifies that we are not liable. Local food trucks/restaurants will be on site with food available for purchase. Cab vouchers for Lett’s Taxi will be available on location of additional sponsors the two weeks prior to the event (or until they run out). The vouchers will only be valid to and from Legion Stadium Complex and will be valued up to $20. Additionally, a “cab call” will be in place at the end of scheduled events for the day. The will be no cost or risk of towing for vehicles left overnight during the event weekend.