Planning, Marketing, Budgeting & Executing your tournament - PowerPoint PPT Presentation

Planning, Marketing, Budgeting & Executing your tournament

Planning Planning Budgeting Budgeting Marketing Marketing Documentation Documentation Executing Executing

Planning Budgeting Marketing Tournament Timeline Documents Executing Marketing Example: Administration Fall Classic 7 Days November 15-16 • Tournamen t Deadline Teams: ~ 50 Deadlines • Verify and Divisions: 8 print rosters • Publish schedule Determine Tournament basics Kick-off meeting Engage Referee Fall Classic’14 with tournament Confirm final trophy, Assignor Weekend Solicit committee goodies & Start Marketing Sponsors merchandise order campaign Apr M May y Jun Jul Aug g Sep O Oct N Nov v Dec Verify & print rosters Publish schedule Solicit Volunteers Late registration Early Bird Confirm dates & Approve custom Fee start Special Deadline finalize fields Logos * Adjust depending on tournament size and complexity

Planning Planning - the basics Budgeting Marketing Scheduling Executing Tournament Format Marketing & Registration Location & Date Level of play Insurance Division breakdown Marketing campaign Availability Format Tiered registration fee Field Feasibility Easy sign-up and payment Execution Players Auxiliary Number of Teams Budget Per Division Expenses Per Level of Play Income Total number of games Subsidies Sponsorship

Planning - the interdependencies OPEN Men Women Coed INT Men Women Coed REC Coed Men Women Group A | Group B Team C1 | Team C4 Team C2 | Team C5 Fields Team C3 | Team C6 Division 48 Teams 8 Divisions 88 Games 264 Assigmnts 50-60 Refs NMSSA Dog Days 2014 EXPENSES Fields Qty Amt Estimated Qty Amt Actual Actual Cost Breakdown Field Fee - $75/day/field 8 $ 75.00 $600.00 4 $ 75.00 $300.00 $0.00 $0.00 $0.00 $0.00 0% $0.00 $0.00 9% Total 11% $600.00 9% $300.00 12% Registration Fees Awards Estimated Actual 61% 18% Winner - Awards 2 $ 30.00 $60.00 1 $ 30.00 $30.00 RunnerUp - Awards 2 $ 27.00 $54.00 1 $ 25.00 $25.00 3rd Place - Awards 2 $ 24.00 $48.00 1 $ 20.00 $20.00 Medals 35 $ 5.00 $175.00 66 $ 5.00 $330.00 Youngest/Oldest 4 $ 20.00 $80.00 2 $ 15.00 $30.00 Total 8% $417.00 12% $435.00 Hosting Fee Estimated Actual Fields Awards Hosting Fee Hotel - 3 rooms 3 $ 250.00 $750.00 - $0.00 Referees Miscellaneous Miles Reimbursement 750 $ 0.53 $397.50 - $0.00 Budget Food Tournament Staff 1 $ 350.00 $350.00 1 $ 217.53 $217.53 $200 flat rate/ Tournament Staff 2 $ 200.00 $400.00 Total 27% $1,497.50 18% $617.53 Referees Estimate vs Actual Estimated Actual Referee Fees Men ($25/ game) 51 $ 25.00 $1,275.00 54 $ 25.00 $1,350.00 Referee Fees Women ($25/ game) 12 $ 25.00 $300.00 - $ 25.00 $0.00 Referee Per Diem 12 $ 100.00 $1,200.00 8 $ 100.00 $800.00 $0.00 $0.00 $6,000.00 Total 50% $2,775.00 61% $2,150.00 $5,000.00 Miscellaneous Estimated Actual $4,000.00 Shipping 1 $ 50.00 $50.00 - $0.00 Tax $0.00 - $0.00 $3,000.00 Mail Chimp Credits 1 $ 100.00 $100.00 - $0.00 $2,000.00 Stickers, copies, etc 1 $ 100.00 $100.00 - $0.00 Tournament Rules, etc. $0.00 $0.00 $1,000.00 Total 5% $250.00 0% $0.00 $0.00 Total Expenses Total Expenses Total Income Estimated Actual $5,539.50 $3,502.53 INCOME Income - Operational Estimated Actual Income Comparison Player Fee - Men 120 $ 20.00 $2,400.00 135 $ 20.00 $2,700.00 Player Fee - Women 48 $ 20.00 $960.00 48 $ - $0.00 $4,000.00 NMSSA Fee Tmnt card (50% of $10) 15 $ 4.00 $60.00 62 $ 5.00 $310.00 $3,500.00 Total 77% $3,420.00 100% $3,010.00 $3,000.00 $2,500.00 Income - Sponsors Estimated Actual $2,000.00 Sponsor - NMSSA 2 $ 250.00 $500.00 - $0.00 $1,500.00 Sponsor - Dog Days 2 $ 250.00 $500.00 - $0.00 $1,000.00 Total 23% $1,000.00 0% $0.00 $500.00 $0.00 Total Income Player Fee - Men Player Fee - Women NMSSA Fee Tmnt card Total Estimated Actual (50% of $10) $4,420.00 $3,010.00 Estimated Actual Profit - Loss Summary Estimated Actual Profit vs. Loss Total income $4,420.00 $3,010.00 Total expenses $5,539.50 $3,502.53 $6,000.00 $5,000.00 Total income Total profit (or loss) $4,000.00 ($1,119.50) ($492.53) $3,000.00 Total expenses $2,000.00 Total profit (or loss) 2013 2014 p Last Year $1,000.00 ($1,235.70) ($492.53) $743.17 $0.00 Estimated Actual * Example: Fall Classic 2014

Planning Registration - easy Budgeting Marketing Documents Executing When, where and what Pricing and Payment Team Info (Team Name, Jersey Color, League, …) Contact Information Alt. Contact Information Division Information

Timing Budgeting Marketing Scheduling Executing Budgeting for your tournament Referees Fields Hosting Awards & Goodies Miscellaneous

Timing Budgeting - Template Budgeting Marketing Scheduling Executing NMSSA Dog Days 2014 EXPENSES Fields Actual Cost Breakdown Qty Amt Estimated Qty Amt Actual Expenses Field Fee - $75/day/field 8 $ 75.00 $600.00 4 $ 75.00 $300.00 $0.00 $0.00 1% $0.00 $0.00 8% $0.00 $0.00 - Referees 15% Total 11% $600.00 8% $300.00 Awards Estimated Actual 17% 59% - Per Diem Winner - Awards 2 $ 30.00 $60.00 2 $ 30.00 $60.00 RunnerUp - Awards 2 $ 27.00 $54.00 2 $ 25.00 $50.00 3rd Place - Awards 2 $ 24.00 $48.00 2 $ 20.00 $40.00 - Game Fee Medals 35 $ 5.00 $175.00 66 $ 5.00 $330.00 Youngest/Oldest 4 $ 20.00 $80.00 4 $ 15.00 $60.00 - Awards Total 8% $417.00 15% $540.00 Hosting Fee Estimated Actual Fields Awards Hosting Fee Hotel - 3 rooms 3 $ 250.00 $750.00 - $0.00 - Hosting Referees Miscellaneous Miles Reimbursement 750 $ 0.53 $397.50 - $0.00 Food Tournament Staff 1 $ 350.00 $350.00 1 $ 217.53 $217.53 $200 flat rate/ Tournament Staff 2 $ 200.00 $400.00 - Hotel Total 27% $1,497.50 $617.53 17% Referees Estimated Actual Estimate vs Actual - Travel Budget Referee Fees Men ($25/ game) 51 $ 25.00 $1,275.00 54 $ 25.00 $1,350.00 Referee Fees Women ($25/ game) 12 $ 25.00 $300.00 - $ 25.00 $0.00 - Fields Referee Per Diem 12 $ 100.00 $1,200.00 8 $ 100.00 $800.00 $0.00 $0.00 $6,000.00 Total 50% $2,775.00 59% $2,150.00 $5,000.00 - Misc. Miscellaneous Estimated Actual $4,000.00 Shipping 1 $ 50.00 $50.00 - $0.00 $3,000.00 Tax $0.00 - $0.00 - Shipping Mail Chimp Credits 1 $ 100.00 $100.00 - $0.00 $2,000.00 Stickers, copies, etc 1 $ 100.00 $100.00 1 $ 56.55 $56.55 $1,000.00 $0.00 $0.00 - Stickers Total 5% $250.00 2% $56.55 $0.00 Total Expenses Total Income Total Expenses Estimated Actual $5,539.50 $3,664.08 Income INCOME Income - Operational Estimated Actual Income Comparison - Entry Fees Player Fee - Men 120 $ 25.00 $3,000.00 135 $ 25.00 $3,375.00 Player Fee - Women 48 $ 20.00 $960.00 48 $ 25.00 $1,200.00 $6,000.00 NMSSA Fee Tmnt card (50% of $10) 15 $ 4.00 $60.00 62 $ 5.00 $310.00 $5,000.00 Total 70% $4,020.00 84% $4,885.00 - Sponsors $4,000.00 $3,000.00 Income - Sponsors Estimated Actual Sponsor - NMSSA 4 $ 250.00 $1,000.00 3 $ 250.00 $750.00 $2,000.00 - Tournament Cards Sponsor - Dog Days 3 $ 250.00 $750.00 1 $ 150.00 $150.00 $1,000.00 Total 30% $1,750.00 16% $900.00 $0.00 Player Fee - Player Fee - NMSSA Fee Total Men Women Tmnt card Total Income Estimated Actual (50% of $10) $5,770.00 $5,785.00 Estimated Actual Profit/Loss Profit - Loss Summary - Income vs Expense Estimated Actual Profit vs. Loss Total income $5,770.00 $5,785.00 $8,000.00 Total expenses $5,539.50 $3,664.08 Total income - Actual vs Budget $6,000.00 Total profit (or loss) Total expenses $230.50 $2,120.92 $4,000.00 - Compare to prior year $2,000.00 Total profit (or loss) 2013 2014 p Last Year $0.00 $1,255.61 $2,120.92 $865.31 Estimated Actual