Gala Day check list - Australian Sports Commission by taoyni

VIEWS: 36 PAGES: 12

									                                                     Sports Ability Gala Day Checklist




Sports Ability Gala Day Check list
Due                                           Area                               Task                                                         Tips
11 weeks prior                       Facilities            Where necessary, conduct site visit to ascertain            Things to check for include: space
                                                           suitability of venue.                                       required for number of children, suitability
                                                                                                                       of inclusive activities, accessibility
                                                                                                                       (parking, toilets, signage), parking for
                                                                                                                       buses, central meeting point, kitchen
                                                                                                                       facilities (if required for catering), and if
                                                                                                                       (and where) signage can be displayed.



11 weeks prior                       Facilities        Book venue and confirm cost                                     Confirm method of payment
10 weeks prior                       Schools/community Send out invitation letter to invite schools/community          RSVP date should be approximately three
                                     groups            groups to participate in the gala day. Letters should           weeks from the date the invitation is sent.
                                                       include: times, venue, what the day will include (types         See ausport.gov.au/participating/disability
                                                       of activities), who's been invited, parking facilities,         for an example of the invitation letter.
                                                       contacts, gala day aim, benefits of being involved,
                                                       expectations of schools/community groups (duty of
                                                       care), cost (buses) and RSVP form.

10 weeks prior                       Deliverers and        Send out invitation letter to invite deliverers and         RSVP date should be approximately three
                                     volunteers (if        volunteers to participate in the gala day. Letters should   weeks from the date the invitation is sent.
                                     required)             include: times, venue, what the day will include (types     See ausport.gov.au/participating/disability
                                                           of activities), who's been invited, parking facilities,     for an example of the invitation letter.
                                                           contacts, gala day aim, benefits of being involved,
                                                           expectations of deliverers and volunteers and RSVP
                                                           form.

10 weeks prior                       Funding               Establish methods of payment for venue, community
                                                           coaches, catering, transport and equipment.
                             Sports Ability Gala Day Checklist




Due                    Area                                      Task                                                  Tips
10 weeks prior   Food and water      Determine who's responsibility it will be to provide food    It is a good idea to approach local
                                     and refreshments. If event coordinator: source provider      community groups and/or local
                                     and/or funding, determine how it will be distributed (for    businesses first to see if you can get local
                                     example, end of day, start of day, middle of day — this      donations or people to assist with the
                                     will vary depending on the type of gala day being            purchase and/or preparation.
                                     conducted). If schools/community groups:
                                     communicate that they will need to organise this for
                                     their children and that it must be healthy and nutritious.



8 weeks prior    Schools/community   Follow up schools/community groups to confirm                Phone calls are better than emails to
                 groups              numbers.                                                     chase up on outstanding RSVPs.
8 weeks prior    Deliverers and      Follow up with deliverers and volunteers to confirm
                 volunteers (if      attendance.
                 required)
7 weeks prior    Schools/community   Collate schools/community groups RSVPs to confirm
                 groups              overall attendance numbers of schools/community
                                     groups and participants, and confirm key contact for
                                     each site for the day.

7 weeks prior    Deliverers and      Collate deliverers and volunteers RSVPs to confirm
                 volunteers (if      number of community coaches and who will be
                 required)           attending.
7 weeks prior    Logistics           Prepare resources and prizes for participants:
                                     certificates, etc.
5 weeks prior    Logistics           Organise signage for the event (if applicable)
4 weeks prior    Logistics           Complete risk management plan                                Example risk management plan is
                                                                                                  available at
                                                                                                  ausport.gov.au/participating/disability.
                               Sports Ability Gala Day Checklist




Due                     Area                                Task                                              Tips
4 weeks prior   Logistics            Complete contingency plan                              Example contingency plan is available at
                                                                                            ausport.gov.au/participating/disability

4 weeks prior   Facilities           Confirm arrival and departure times for the day        This is not just the starting time for the
                                                                                            gala day, but the time you need to arrive
                                                                                            to start setting up, and the time you
                                                                                            anticipate on leaving after everything has
                                                                                            been packed away.
4 weeks prior   Logistics            Organise sporting equipment required to conduct gala   Ensure there is sufficient equipment for
                                     day: establish who is bringing equipment.              the number of children.

4 weeks prior   Logistics            Camera
4 weeks prior   Media (if            Prepare media alert and release and gain approval as   Ensure key contact for the day is
                applicable)          per state approval process.                            mentioned.
3 weeks prior   Schools/community    Send out site information pack to participating
                groups               schools/community groups.
3 weeks prior   Deliverers and/or    Send out information pack to deliverers and/or
                community groups     community groups.


3 weeks prior   Food and water       Organise water facilities and cups for the day.
2 weeks prior   Logistics            Siren and stop watches
2 weeks prior   Logistics            First aid
2 weeks prior   Logistics            Develop roles and responsibilities for gala day .      Roles such as photographer, field
                                                                                            marshal, VIP greeter, etc.
                               Sports Ability Gala Day Checklist




Due                     Area                                 Task                                                 Tips
2 weeks prior   Logistics            Develop evaluation form for deliverers and volunteers.

2 weeks prior   Media (if         Prepare media packs. These should include: media            Media packs are to be taken out to the
                applicable)       release, general information about your region (for         gala day to give to any media who may
                                  example, number of schools/community groups,                arrive.
                                  number of participants, community links, etc), business
                                  card.
1 week prior    Schools/community Follow up phone call to schools/community groups to         Not essential, but best practice.
                groups            confirm everything is okay for their attendance.
1 week prior    Deliverers and    Follow up phone call to deliverers and volunteers to
                volunteers (if    confirm everything is okay for their attendance.
                required)
1 week prior    Deliverers and    Organise for backup deliverers and volunteers, should
                volunteers (if    some not show.
                required)
1 week prior    Logistics         Check suitability of equipment                              Check for broken and faulty equipment.

1 week prior    Media (if            Send out media alert
                applicable)
1 week prior    Media (if            Follow up with a phone call or email to media contacts
                applicable)          after media alert has been sent out
1 week prior    Logistics            Run through risk management plan
1 week prior    Logistics            Make packs for children (where applicable)               If making packs for large numbers of
                                                                                              children it is a good idea to think outside
                                                                                              the square to see who may be available to
                                                                                              help you complete this task. For example,
                                                                                              local high school students, work
                                                                                              experience students, casuals, etc.
                                                           Sports Ability Gala Day Checklist




Due                                                Area                                     Task                                           Tips
2 days prior                               Logistics             Print additional information packs and run sheets to
                                                                 take out on the day.
On the day                                 Logistics             Take out additional information packs and run sheets
                                                                 for teachers.
On the day                                 Logistics (if         Meet and greet media and provide media pack.
                                           applicable)
On the day                                 Logistics         Ensure food has been prepared and is ready for
                                                             distribution (if supplying).
On the day — refer to gala day run sheet   Schools/community Hand out evaluation forms to schools/community
                                           groups            groups.
On the day — refer to gala day run sheet   Schools/community Hand out resources and prizes to participants.             If you are short of time when handing out
                                           groups                                                                       resources and prizes to participants take
                                                                                                                        them to the last station and children can
                                                                                                                        take them from there.

On the day — refer to gala day run sheet   Deliverers and        Conduct briefing with deliverers and volunteers.
                                           volunteers
On the day — refer to gala day run sheet   Logistics             Set up in defined areas
On the day — refer to gala day run sheet   Logistics             Designate first aid area
On the day — refer to gala day run sheet   Logistics             Ask schools/community groups to identify those         Put a coloured dot on those children who
                                                                 children who aren't allowed to be photographed         can't be photographed.
                                                          Sports Ability Gala Day Checklist




Due                                                Area                                   Task                                               Tips
On the day — refer to gala day run sheet   Logistics            Conduct risk assessment of venue, including playing
                                                                areas, toilets and car park.


On the day — refer to gala day run sheet   Logistics            Pack up and clean up venue.
On the day — refer to gala day run sheet   Logistics            Set up water facilities in a shady place.
1 day post                                 Media                Send story and photo to media outlets if they have not    Make sure photo is high quality and high
                                                                attended gala day.                                        resolution. The article and photo can be
                                                                                                                          emailed.
1 week post                                Schools/community Send thankyou letter and certificate to                      See ausport.gov.au/participating/disability
                                           groups            schools/community groups.                                    for an example of the thankyou letter.

1 week post                                Deliverers and       Send thankyou letter to deliverers and volunteers.        See ausport.gov.au/participating/disability
                                           volunteers                                                                     for an example of the thankyou letter.

1 week post                                Funding              Organise payment for transport, venue and food where
                                                                applicable.
1 week post                                Food and water       Send thankyou letter and certificate of appreciation to
                                                                organisations who have donated to the event.
                               Sports Ability Gala Day Checklist




 Responsibility     Complete
Event coordinator




Event coordinator
Event coordinator




Event coordinator




Event coordinator
                               Sports Ability Gala Day Checklist




 Responsibility     Complete
Event coordinator




Event coordinator

Event coordinator


Event coordinator




Event coordinator


Event coordinator

Event coordinator
Event coordinator
                               Sports Ability Gala Day Checklist




 Responsibility     Complete
Event coordinator


Event coordinator




Event coordinator


Event coordinator
Event coordinator

Event coordinator

Event coordinator



Event coordinator
Event coordinator
Event coordinator
Event coordinator
                               Sports Ability Gala Day Checklist




 Responsibility     Complete
Event coordinator

Event coordinator




Event coordinator

Event coordinator


Event coordinator


Event coordinator

Event coordinator

Event coordinator

Event coordinator
Event coordinator
                               Sports Ability Gala Day Checklist




 Responsibility     Complete
Event coordinator

Event coordinator

Event coordinator

Event coordinator

Event coordinator

Event coordinator




Event coordinator

Event coordinator
Event coordinator
Event coordinator
                               Sports Ability Gala Day Checklist




 Responsibility     Complete
Event coordinator



Event coordinator
Event coordinator
Event coordinator


Event coordinator


Event coordinator


Event coordinator

Event coordinator

								
To top