OHSAA Umpires Clinic Kent State University June 9th/11th, 2020
OHSAA Officials Clinic
Canal Park, Akron Ohio
Firestone Park, Akron Ohio
June 9th & 11th 9am-3pm
Board Members:
Roy Jacobs - Akron RubberDucks Sr. Manager, Amateur Development/Group Sales & Service
Ron Fuller - OHSAA
Colin Donnelly - Student at Kent State University
David Kausits - Student at Kent State University
Sean Kelty - Student at Kent State University
Amber Monigold - Student at Kent State University
Riley Sinclair - Student at Kent State University
Artisha Walker - Student at Kent State University
Mary Tricaso - Akron/Summit CVB Director of Sales
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Table of Contents
What is the OHSAA Officials Clinic?...... 4
Our Mission & Vision…………...……………………………………………….…...…5
Goals & Objectives………………………………………...………...…………….……6
Strategic Goals………………………………………...……………………………...... 7
Event Timeline……………………..……………………….…………………….……..8
Feasibility Analysis….…………………………………………………………….…….9
Needs Assessment…………...…………………………………………...………..…10
Stakeholders Assessment…………...……………………………………………..…11
Strategic Planning Outline…………...……………………………………………….12
GANTT Analysis…………...…………………………………………………………..14
Action Plan and Event Coordination………………………………………………...16
Site Selection…………………………………………………………………...……...18
Proposed Budgeting……………………………………………………....…...……...19
Proposed Operation Plan……………………………....…...…………………...…...20
Critical Path Analysis……………………………………………....…...………….....21
P.A.P.E.R Test……………………………………………...... …...………….....22
Marketing & Communication…………………………...... …...……………....26
Legal & Ethical…………………………...... …...…………………………...... 39
Action Checklists...... …...……………………………………………...……...... 40
Master Checklists...... …...………………………………………………..…...... 52
Contingency Planning, Safety, & Control…………………...…………………...... 55 ______
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What is the OHSAA Officials Clinic?
The Ohio High School Athletic Association (OHSAA) Officials Clinic consists of two one-day events designed to train and certify individuals in becoming officials for Northeast Ohio’s youth and high school baseball and softball scene. These clinics will also offer additional training to existing certified officials. As a shortage of officials continues to plague this nation's sports scene, these clinics will pursue a younger group of people to help reduce this deficit. With an increase in a younger audience participating in officiating baseball and softball games, the older officials will then have a larger window of opportunity to retire, without feeling like they are adding to the deficit issue. This is a great opportunity for younger people looking to make money in the summer. The cost of the clinic is significantly discounted ($35pp) to attract new certified officials. The baseball officiating clinic will be held on June 9th at Canal Park in Akron, while the softball officiating clinic will be held on June 11th at Firestone Stadium in Akron. The planning committee consists of members from OHSAA, the Akron RubberDucks, Akron Sports Alliance, and Kent State University.
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MISSION
Our mission is to bring together coaches, officials, and local communities of Northeast Ohio in the recruitment of men and women aged 15+ in becoming certified officials. By working with the OHSAA in serving their member schools, we aim to work with a variety of educational institutes in Northeast Ohio to directly target a demographic that remains close to where they need the support of umpires. The purpose of this mission is to educate those who want to become umpires, so athletes engage in a competitive, yet fair experience when playing their sport of choice. Our event will also fill the void for the lack of umpires there are in Northeast Ohio. Helping to fulfill Sports Alliance of Greater Akron's objective of making the Akron region the perfect destination for sporting events. As a team, we are focusing on informing, educating, and registering persons who are of age to officiate baseball and softball games. The success of this event will lead to further contracts between OHSAA and Akron Rubberducks facilities.
VISION
Our vision is that at least 100 attendees will leave well equipped with the information and mechanics of umpiring baseball and softball games at the youth and high school level. We hope our event serves as a solid first step so that those attending can not only fellowship with people aspiring to achieve a similar goal but acquire all of their preliminary certifications and requirements completed to start umpiring with an official OHSAA certification. Additionally, we seek to further enhance the skill set of at least 40 officials in order to help them further their officiating career.
We hope umpires feel that they are a part of an enjoyable affiliation, with their service not only benefiting the community but some of their monetary needs as well. Because of this, the void for missing umpires will be alleviated. With the increase of umpires officiating sporting events would then impact the community positively by allowing the scarcity of umpires to decrease and athletic competitions to grow.
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GOALS & OBJECTIVES
Goal #1 To get 100 young boys and girls (ages 15 and above) from throughout northeast Ohio to register for the OHSAA Umpire Clinic by the time the school year ends.
Goal #2 To get at least 100 clinic attendees to become certified umpires in baseball/softball by the end of the two one-day clinic’s being held on June 9th/11th, 2020.
Goal #3 To get at least 40 certified officials who are interested in furthering their officiating skillset to attend the baseball/softball clinics on June 9th/11th, 2020.
Goal #4 To have a successful event so that the OHSAA commits to a 5-year contract with RubberDuck’s Facilities.
Goal #5 To help make the Akron region the perfect destination for future sporting events, generating at least $3m in economic impact to Akron's region each year from baseball/softball.
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STRATEGIC GOALS
Strategic Goal Strategy Objective Responsibility Timeline
To get 100 young Reach out to To get young, Kent State Have a boys and girls, a majority of motivated EHHS Students recruitment ages 15 and above Northeast individuals to to scout and process that Ohio register for the reach out to brings people from throughout colleges and OHSAA schools/College to attend by Northeast Ohio to schools Officials Clinic Intramurals/ the end of the register for the athletic Park & school year. OHSAA Umpire departments Recreation (Social Clinics for June in recruiting Facilities media, flyers, 9th/11th, 2020 students advertising)
Strategic Goal Strategy Objective Responsibility Timeline
To get 40 currently Urge To get certified OHSAA Have a certified officials Northeast officials to Ron Fuller recruitment from Northeast Ohio’s lead register for the process that officials to OHSAA persists until Ohio to register for convince their Officials Clinics the day(s) of the OHSAA officiating the event Umpire Clinics for crews of the (Word of June 9th/11th, advancement Mouth, Social 2020 opportunities Media) that come with additional training
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EVENT TIMELINE
Time Frame Task Who Date
5-6 months 1. Secure venue -Roy Jacobs 2/2020 prior to event 2. Select a date -Ron Fuller 3. Identify committee members -Event Planners 4. Develop event flyer 5. Scout schools to solicit
3-4 months 1. Reach out to local high -Volunteers 3/2020 prior to event school and colleges athletic directors 2. Recruit from list of schools 3. Set up registration process 4. Find vendors for officiating equipment
1-2 months 5/2020 prior to event
1-3 weeks 1. Confirm all details and -Roy Jacobs 6/1/2020 prior to event instructors -Ron Fuller 2. Staff/vendor schedule, duties, tasks
The event The event runs smoothly -All 6/9/2020 6/11/2020
Post-event 1. Evaluate the success of the -Roy Jacobs 6/12/2020 event -Ron Fuller 2. Analyze anywhere the event can improve 3. Discuss changes for the event next year
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FEASIBILITY ANALYSIS
This event is feasible because it is an effort to address a specific occupational shortage that affects numerous stakeholders in multiple industries (ex. sporting and hospitality). Without a sufficient supply of officials, regular season/offseason games could get canceled/postponed and traveling teams/leagues will cease to exist. This will result in a negative economic impact on cities everywhere.
To fight this shortage, the benefits of officiating (decent pay, outdoors, short shifts) are being emphasized to the public. These clinics are also being held at an all-time low price of $35pp. Making it far more competitively priced than previous and other clinics.
● What defined market am I trying to reach? ○ Young adults that appreciate the game of baseball/softball ○ High school/college students ○ People in Northeast Ohio
● What specific companies/organizations are servicing this market? ○ OHSAA ○ Kent State University ○ Akron RubberDucks ○ Sports Alliance of Greater Akron
● Is the market saturated or wide open? ○ Wide-open, shortage of certified officials ○ A limited number of clinics held each year
● What is the size of the market? ○ Small, declining ○ Little public interest in officiating
● How can you reach this market? ○ Targeting individuals who are passionate about baseball/softball ○ Young adults in need of summer income
● What do customers expect from this type of product or service? ○ To become a certified official ○ To be part of baseball/softball
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● What are the business models of competitors? ○ Offering half-day clinics specializing in different mechanics
● What core competencies must the product or service have? ○ Knowledgeable faculty ○ Accredited certification ○ Concussion certification
● What are “customers” willing to pay for this service or product? ○ $60 on average
● What is your competitive advantage? ○ Fully certified one-day clinic vs. having to attend multiple clinics ○ Backed by OHSAA ○ Backed by Double-A affiliate of the Cleveland Indians ○ Cost-efficient ○ Discounted Price. ($35pp)
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NEEDS ASSESSMENT
● What is needed in the community and what do the people want? ○ There is a need for more sports officials. ○ There is a need for a better environment around parents and officials in youth and high school sports leagues
● What does the public/stakeholders desire? ○ Competent certified officials ○ Officials that are prepared, educated, respectful, and fair.
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STAKEHOLDERS ASSESSMENT
● OHSAA https://ohsaa.org/AboutOHSAA (Primary Stakeholder) ○ To serve our member schools and enrich interscholastic opportunities for students. ○ To provide an atmosphere that encourages competition among athletes.
● Akron Sports Alliance https://www.playakron.com/ (Primary Stakeholder) ○ Powered by the Akron/Summit Convention & Visitors Bureau, the Sports Alliance of Greater Akron is your contact point for organizing events in the area. ○ Mission Statement: Strategically located in the heart of northeast Ohio, the contiguous communities of Akron, Canton, Kent, and Medina offer planners accessibility, affordability, and flexibility, making our four-county region the perfect destination for your next sporting event.
● Akron RubberDucks https://www.milb.com/akron (Primary Stakeholder) ○ Double-A minor league affiliate of the Cleveland Indians ○ Site of the 2019 & 2020 High School Baseball State Tournaments
● Kent State University (College of Education, Health, & Human Services) (Secondary Stakeholder) ○ We advance knowledge through innovative research and student-centered learning by engaging with diverse communities to improve well-being across the lifespan.
● Event Attendees (Future Officials) (Secondary Stakeholder) ○ To attend, learn, and earn a certification to become an OHSAA Official.
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STRATEGIC PLANNING OUTLINE
SWOT ANALYSIS:
This information can be used to assess our individual goals and objectives and what factors we should take into account. Our clinic has many advantages to that of previous clinics looking to accomplish similar objectives such as low registration cost, single day certification, and reputable industry backers. By looking at our weaknesses and threats we can better plan to overcome any future obstacles. Our event holds several strengths and opportunities that will allow us to reach our attendance and certification goals with the help of the other three organizations supporting this clinic. The support of the OHSAA, Akron RubberDucks, and Akron Greater Sports Alliance combined with the low cost of attendance will help us reach our goal to get at least 40 certified officials by the end of the event.
● Strengths ○ Backed by OHSAA, Rubberducks, and Sports Alliance of Greater Akron ○ Passionate thought leaders in alleviating the umpire shortage ○ All-time low price offer for the event ○ One day certification ○ Ideal venue with access to necessary facilities and equipment ○ Help in the recruitment process from individuals at KSU
● Weaknesses ○ Officiating equipment is expensive (Clinic will offer discounted gear) ○ Event held during the weekdays ○ Only one member of the board is experienced in officiating clinics ○ History of a high turnover rate for officials (What we look to change) ○ Only providing clinic and certification for one sport (The Clinic can look to expand years down the road for certifications in more sports)
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● Opportunities ○ Umpiring jobs are in high demand and pay well ○ Not many officiating clinics are held ○ Opportunity for growth and to have a repeat event for other sports ○ Large number of passionate athletes do not make it to college sports ○ Support from local schools who realize that officials are needed to hold games
● Threats ○ Umpiring is not a sought after career choice ○ Producing quality umpires from a one-day clinic is questionable ■ Better than no umpires ○ Inclement weather could limit the ideal training environment ■ Alternate location ○ Traveling to Akron from various surrounding communities ○ Getting a younger demographic to register may be challenging because of the upfront cost targeting a younger demographic ■ Still cheaper than ever before ○ Young recruits may not have reliable transportation
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GANTT ANALYSIS
Task Start End Duration
Date, Venue Selection, & 1/15/20 2/15/20 31 Reserve
Shareholder Selection 1/15/20 3/1/20 47
Creating Strategic Plan 1/15/20 3/15/20 61
Recruit Sponsors 2/15/20 4/1/20 47
Gather 3/1/20 4/1/20 32 Instructors/Representatives
Develop Curriculum 2/15/20 4/1/20 47
Recruit Attendees 3/1/20 5/15/20 76
Gather Volunteers 3/15/20 5/1/20 48
Finalize Equipment Needed 5/1/20 5/15/20 15
Finalize Volunteers 5/1/20 5/15/20 15
Finalize Vendors 5/1/20 5/15/20 15
Finalize Attendees 5/15/20 6/9/20 - 6/11/20 26
Meet Volunteers 6/1/20 6/9/20 - 6/11/20 9
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GANTT CHART: COMPLETED TO BE COMPLETED NOT STARTED
1/15 2/1 2/15 3/1 3/15 4/1 4/15 5/1 5/15 6/1 6/9-6/11
Date selection, venue selected & reserved
Shareholder selection and concerns addressed
Creation of a strategic plan in tackling objectives
Recruit vendors who are willing to provide discount pricing to new officials
Gather reputable instructors to teach material
Develop curriculum needed to meet certification requirements
Recruit attendees interested in becoming certified
Gather volunteers willing to help in various event aspects
Obtain equipment needed to put on the event (sporting, office, A/V)
Finalize Volunteers
Finalize Vendors
Finalize Attendees
Meet Volunteers prior to event to discuss ______
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ACTION PLAN // EVENT COORDINATION
TASKS / GOAL ALIGNMENT: GOAL 1 GOAL 2 GOAL 3 GOAL 4 GOAL 5
Goal #1 To get 100 total individuals, ages 15 and above, from throughout Ohio to register for both/either the OHSAA Baseball/Softball Umpire Clinics by the start of the clinics on June 9th/11th, 2020.
Objectives Responsibility Date
To recruit motivated individuals to register for the Ohio Parks and Recreation Association OHSAA Officials Clinic. 3/1/20 Student Planning Group Ron Fuller/Jacki Windon
Contact Athletic Directors of high schools around Student Planning Group 3/1/20 Northeast Ohio
Advertise to local colleges to register for the clinic Student Planning Group 3/1/20
Reach out to local baseball and softball fields to Ohio Parks and Recreation 3/1/20 promote the clinic Association
Have the clinic advertised around Akron the week Akron Sports Alliance 3/1/20 of OHSAA baseball/softball tournament
Set up an online registration platform through Ron Fuller 3/1/20 OHSAA website
Goal #2 To get at least 100 total clinic attendees to become certified umpires in baseball/softball by the end of the two (one day) clinics being held on June 9th/11th, 2020.
Objectives Responsibility Date
To successfully provide an accelerated one-day Ron Fuller officiating clinic that is thorough enough to cover all 6/9/20 the necessary material to pass the officials 6/11/20 certification exam.
For attendees to leave the event feeling confident Ron Fuller 6/9/20 enough to officiate a game. 6/11/20
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Goal #3 To get at least 40 total veteran umpires to attend one or both of the Advanced OHSAA Umpire clinics held on June 9th/11th, 2020.
Objectives Responsibility Date
To recruit veteran umpires of all ages and levels to Ron Fuller/Jacki Windon register for the OHSAA Officials Clinic. Ohio Parks and Recreation 3/1/20 Association
Goal #4 To advance the skills of at least 40 veteran umpires by the end of the OHSAA Umpire Clinics on June 9th/11th, thus helping them to further their officiating career.
Objectives Responsibility Date
To improve these veterans skills set to increase Ron Fuller 6/9/20 their officiating confidence in order to move on to a 6/11/20 higher level of competition.
Have top OHSAA umpires instructing Ron Fuller 3/1/20
Have Mid American Conference representatives in Ron Fuller 3/1/20 attendance for evaluations.
Have assignors and observers from various college Ron Fuller and high school programs in attendance to scout 3/1/20 umpires.
Goal #5 To help make the Akron region the perfect destination for future sporting events, generating at least $3m in economic impact to Akron's region each year from baseball/softball. Objectives Responsibility Date
Bring sporting tourists to local restaurants, hotels, Mary Tricaso 6/5/20- and other local businesses. 6/14/20
To make the clinic as successful as possible Mary Tricaso, Ron Fuller, 6/9/20 Roy Jacobs, Joey Arrietta 6/11/20 ______
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SITE SELECTION
Canal Park in Akron is the chosen site for the baseball portion of the OHSAA Officials Clinic on June 9th, 2020. This baseball stadium is home to the Akron Rubberducks, a minor league affiliate of the MLB team, Cleveland Indians. This venue is located in the heart of downtown Akron at 300 South Main Street, Akron, Ohio 44308. Although no parking is available at the stadium itself, the downtown Akron area has plenty of affordable parking. The stadium itself already provides adequate equipment and facilities needed for both on and off the field instruction. This venue will also be hosting the OHSAA baseball tournament from June 11th-13th, making it a perfect venue for everything baseball.
Firestone Stadium in Akron is the chosen site for the softball portion of the OHSAA Officials Clinic on June 11th, 2020. This softball stadium was once home to National Pro Fastpitch team Akron Racers, who were relocated in 2018 to Cleveland and renamed the Comets. This venue is located at 1575 Firestone Parkway, Akron, Ohio 44301. Unlike Canal Park, this stadium offers parking at a surface lot, parking garage, and along Firestone Parkway. This venue will also be hosting the OHSAA softball tournament from June 4th-6th, making it a perfect venue for everything softball related.
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PROPOSED BUDGETING
● To be finalized after meetings with Ron Fuller regarding developments. ● Registration cost ($35 per person) from new umpires goes to OHSAA and cannot be used as income. ● Registration cost ($50) from veteran umpires will be utilized to cover overall clinic costs. With current financial information on hand, 40 veteran paid registrations are needed to break even.
PROJECTED DAY & LOCATION 06/09/2020 @ CANAL PARK 06/11/2020 @ FIRESTONE
Projected Participation 100 First Timers // 40 Veterans
Facilities
Field / Facilities $1,500 $500
General Labor TBA TBA
Specialized Labor TBA TBA
Catering
Lunch TBA TBA
Labor Fee TBA TBA
Other
Printed Materials TBA TBA
Marketing TBA TBA
Incoming Capital
$35 per person x 100 Registration (OHSAA) $3,500 (Non-Profit) participants
$50 per person x 40 Advanced Clinic (Income) $2,000 (Profit) participants
Total Expenses $2000
Breakeven # Need 40 Veteran Officials in Attendance ______
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PROPOSED OPERATION PLAN *** To be finalized after meetings with Ron Fuller *** Staff and volunteers Participants All Involved Tuesday, June 9th, 2020 (Event Day) Thursday, June 11th, 2020 (Event Day)
Time Activity Time Activity
Staff and volunteers arrive. Staff and volunteers arrive. Parking across the street from the Parking on Firestone Parkway or 7:30am Administrative Offices entrance. 7:30am parking garage on-premise. Enter the Enter park through Bridgestone park through the main park entrance. Gate.
Quick review of the day's agenda. Quick review of the day's agenda. 7:30am- Assign responsibilities. Gather 7:30am- Assign responsibilities. Gather 8:00am needed equipment and set-up 8:00am necessary equipment and set-up meeting room/field A/V. meeting room/field A/V.
Participant Parking in Downtown Participant Parking in the parking Akron ($1-$9 garage/lot), entering garage on the premises. Entering 8:00am- 8:00am- through Bridgestone Gate through main gate 9:00am 9:00am Registration for veteran officials, Registration for veteran officials, Check-in, Nametags. Check-in, Nametags.
Orientation and Introduce staff Orientation and Introduce staff 9:15am- 9:15am- 9:30am Split participants into two groups 9:30am Split participants into two groups (New umpires/Veterans). (New umpires/Veterans).
New Umpires - New Umpires - Classroom Rules/Mechanics. Classroom Rules/Mechanics. 9:30am- 9:30am-
11:15am 11:15am Veterans - Veterans - On-field for mechanics On field for mechanics
11:15am- 11:15am- Review, question/answer period Review, question/answer period 12:00pm 12:00pm
12:00pm- 12:00pm-1 Lunch Lunch 12:45pm 2:45pm
12:45pm- New Umpires - Base Training. 12:45pm- New Umpires - Base Training. 1:45pm Veterans - Plate Training. 1:45pm Veterans - Plate Training. 1:45pm- New Umpires - Plate Training. 1:45pm- New Umpires - Plate Training. 2:45pm Veterans - Base Training. 2:45pm Veterans - Base Training. 2:45pm Review day 2:45pm Review day
3:00pm End of clinic 3:00pm End of clinic ______
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CRITICAL PATH ANALYSIS
A: Start Planning Process G: Registration Portal B: Date and Venue Selection H: Select Instructors C: Receive OHSAA Approval I: Recruit Attendees D: Shareholder Selection J: Gather Representatives E: Create Strategic Plan K: Event Commences F: Recruit Sponsors
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P. A. P. E. R. TEST
PROMOTION: ● What message or important information do we want to communicate to the public about this event? ○ The premise of the clinics is not only to get new people trained and out into the field but to also provide a platform for which existing officials can receive additional training (including strategies to combat unruly parents/fans) and move up to the next level of competition—rec > high school > collegiate > professional.
● Can we build interest in officiating before, during, or after the event? ○ Yes, by informing the public that not only do officials make decent money but also if we do not combat the officiating shortage now, then sports programs will have to cut back on the number of leagues.
● How do we want the event to position officiating in the community? ○ As a career choice to be appreciated by players, fans, and all. ○ Officials undertake an important role in the staging of competitions. They provide leadership and guidance to participants, ensuring that the competition is conducted in a safe and fair manner.
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AUDIENCE: ● Who is our target audience for the event, the people who are most likely to participate, attend, or register? ○ Students (college and collegiate) looking for work. ○ Individuals who have a passion for baseball. ○ Officials in other sports who need an income during their traditional offseason. ○ Officials who want to further their officiating career.
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● Aside from the primary target audience, what other audiences with similar interests can be attracted or invited to attend this event in furthering our overall objective? ○ Parents of children who play baseball/softball. ○ Baseball/softball coaches who want to expand their knowledge.
● Is there an opportunity to win an entirely new audience to support officiating by encouraging their attendance? ○ Parents of athletes. By encouraging parents to understand the game better, they will be more patient with officials during game time and will be able to consol their kids better when they disagree with calls.
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PARTNERSHIPS: ● Can we use this event to develop, maintain, or strengthen relationships with our organization’s partners and supporters (e.g. fans, athletes, members, donors, sponsors) ○ Absolutely, getting fans to understand the difficulty of officiating can help combat the verbal criticisms and adult behavior that is causing officials to quit. ○ The success of this event will determine whether OHSAA commits to a contract with the Akron Rubberducks.
● What kind of experience do we want to leave our athletes and other partners with? How do we want them to feel before, during, and after the event? ○ We want our new officials to not only feel confident in their career choice and officiating abilities, but also how much of an impact they have on America’s greatest pastime sport. ○ We want our sponsors to develop new relationships with each other, creating a network of sport passionate individuals who will utilize one another for future events.
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○ We want Kent State and the College of Education, Health, and Human Services to feel this event was successful and to be used in future projects for the Event Planning and Production course. ______
ENVIRONMENT: ● Who are our competitors, and what do we want to communicate to differentiate our sports organization from theirs and our event from the programs they stage? ○ With very little officiating events held per year and OHSAA backing this clinic, there is very little competition in Ohio for sports officiating clinics. ○ Unlike other officiating clinics that require attending two or more clinics in order to become certified, our clinic attendees can become certified after this one day training.
● What do we need to communicate about the positive attributes of our event that sets it apart from other leisure activities similarly competing for the public’s or a potential sponsor’s attention? ○ Traditionally, these clinics cost around $65 a person, however, we are offering a one-time price of $35 per person. ○ Once certified, officials can easily make $30 per game, roughly 2 hours of work.
● Do we need to address a perceived time or economic inconvenience that attendees, participants, or partners may encounter when deciding to attend? ○ Whether the COVID-19 pandemic will continuously affect the region of the clinic.
● Do we need to address a preconceived notion about our event, or organization, that makes it more difficult to generate attendance or participation? ○ Officiating has a history of parents yelling, screaming, and berating them. ○ On average, more than 75 percent of all high school officials say “adult behavior” is the primary reason they quit. And 80 percent of all young officials hang up their stripes after just two years of whistleblowing.
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● Can the event solve or draw positive attention to a pressing issue in the host community? ○ Yes, Ohio has an alarming shortage of high school officials. The shortage of licensed high school officials is severe enough in some areas that athletic events are being postponed or canceled—especially at the freshman and junior varsity levels.
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REVENUE: ● How much revenue do we need to generate for the event? ○ Just $2,000 to cover the rental costs of both training facilities. ○ Revenue will only be generated from the advanced clinics. ○ Discount pricing may be available for officials looking to attend both baseball and softball advanced clinics.
● Do we want or need to generate revenues in excess of expenses? Is this potential profit essential to growing the event in the future? ○ Additional revenue is not needed/anticipated, however, potential profit is encouraged to help with marketing costs of future clinics.
● Can we sell sponsorships? ○ There may be an opportunity to obtain sponsorship from a local umpire attire dealer.
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MARKETING & COMMUNICATION
MARKETING PLANS:
FLYERS
Who Where Estimated delivery
All contributing planners Every reasonable location 3-15-20
ONLINE/SOCIAL MEDIA
Who Where Estimated delivery
Akron Rubber Ducks https://www.milb.com/akron 3-15-20
Akron Racers http://www.akronracers.org/landing/ 3-15-20
Akron Rubber Ducks/Racers Instagram 3-15-20
Akron Rubber Ducks/Racers Twitter 3-15-20
Akron Rubber Ducks/Racers Facebook 3-15-20
MAIL/EMAIL
Who Where Estimated delivery
Student Planning Group High School Athletic Directors 3-15-20
Student Planning Group High School Guidance Counselors 3-15-20
Student Planning Group College Intramurals 3-15-20
Student Planning Group Parks and Recreation Facilities 3-15-20
Student Planning Group Community Recreation Programs 3-15-20
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MAIL AND EMAIL CONTACTS:
High School Athletic Director / Faculty
School District Contact Name Contact Information
Austintown LocalSchools Tim Kelty (330) 787-4139
Boardman School District Marco Marinucci [email protected]
Brookfield Local Schools Mr. Tim Taylor [email protected]
Campbell City Schools Ron Aulet [email protected]
Canfield School District Greg Cooper [email protected]
Columbiana School District Erin Heasley [email protected]
Dover City Schools Tim McCrate (330) 364-7143
Garaway Local Schools Chip Amicone [email protected]
Hiland High School Art Yoder [email protected]
Indian Valley High School Shannon McComb 330-445-7219
Labrae Local School District Mr. Rowe [email protected]
Lowellville School District Mr. Larry [email protected] Sammartino
Mathews Local School District Michael Palumbo [email protected]
Mineral Ridge Local Schools Tim Porter (330) 652-1452
New Philadelphia Schools Matt Dennison [email protected]
Niles City Schools Marc Fritz [email protected]
Poland Local Schools Brian Banfield [email protected]
Plain Local School District Scott Garcia (330) 546-3338
South Range Local School District Mr. Donald E. Feren [email protected]
Springfield Local Schools Mark Carden (330) 542-3626
Struthers City Schools Nancy Knight [email protected]
Youngstown City School District Rick Shepas [email protected]
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College Intramurals
University Name Contact Name Email
Ashland University Recreation Services [email protected]
The University of Akron Aaron Brooks [email protected]
Baldwin Wallace University Rob Becker [email protected]
Bowling Green University Coordinator of [email protected] Intramurals
Cleveland State University Recreation Center [email protected]
Heidelberg University Brock Conner [email protected]
Hiram College Jim Schweickert [email protected]
John Carroll University Dept. of Recreation [email protected]
Kent State University Josh Dietrich [email protected]
Kent State Tuscarawas Rob Brindley [email protected]
Kenyon College Grant Wallace [email protected]
Lake Erie College Kimberly Robare [email protected]
Malone University University Info 1-800-521-1146
Mount Union University Matt Parnell [email protected]
Mount Vernon University Rochel Furniss [email protected]
Muskingum University Deven Siesel [email protected]
Notre Dame College Recreation Services [email protected]
Ohio State University B147 RPAC [email protected]
Oberlin College David Wilson [email protected]
Tiffin University Charlie Massi [email protected]
Walsh University Coordinator of [email protected] Intramurals
The College of Wooster Julius Higginbotham [email protected]
Youngstown State University Joe Conroy [email protected]
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Parks and Recreation Facilities
Facilities Contact Name Email
Boardman Community Baseball [email protected] Fields of Dreams
Bob Cene Park [email protected]
Canfield Baseball Club at McCune [email protected] Park
Harding Park 330-534-3090
Koch Baseball Complex [email protected]
Mill Creek Junior Baseball at Kramer (330) 792-5929 Fields
Pemberton Park 330-782-3797
Roosevelt Park [email protected]
Tuscora Park Park Office 330-343-4644
NEO Sports Plant [email protected]
Force Sports Northfield Luca Scarmach [email protected]
Velocity Sports [email protected]
Lost Nation Sports Park [email protected]
The Dugout Sports Complex [email protected]
N.O. Canes Baseball Complex Mark Lasota [email protected]
Stanford Baseball Academy Jason Stanford [email protected]
Community Recreation Programs
Program Contact Name Email
Dover Recreation Services Rec Office 330-343-0731
First Friends Church 330-966-2800
Ohio Men’s Senior Baseball League 330-703-2105 ______
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CHAIN OF COMMAND:
KEY COMMUNICATORS:
Kent State EHHS Students
Name Job Description Email Phone #
David Kausits Volunteer [email protected] 330-718-4433
Sean Kelty Volunteer [email protected] 330-506-7115
Amber Monigold Volunteer [email protected] 330-663-6107
Riley Sinclair Volunteer [email protected] 330-605-0158
Artisha Walker Volunteer [email protected] 724-249-4892
Colin Donnelly Volunteer [email protected] 248-872-2628 ______
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OHSAA
Name Job Description Email Phone #
Ron Fuller Certified Instructor / [email protected] 330-730-3101 OHSAA Representative
Akron RubberDucks
Name Job Description Email Phone #
Roy Jacobs Venue Consultant [email protected] 330-375-1706
Akron Racers
Name Job Description Email Phone #
Joey Arrietta Venue Consultant [email protected] 330-376-8188
Zac Bissell Venue Consultant [email protected] 330-376-8188
City of Akron Recreation Bureau
Name Job Description Email Phone #
Melvin Blake Softball Promoter [email protected] 330-375-2855
Sports Alliance of Greater Akron
Name Job Description Email Phone #
Brittany Wigman Sports Development [email protected] 330-374-8908
Ohio Parks & Recreation Association
Name Job Description Email Phone #
Nate Eppink Promotion [email protected] 614-895-2222
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SUPPORT SERVICES:
Ohio High School Athletic Association: ● Financial support ● Marketing resources ● Registration and finance processing
Volunteers: ● Planning support ● Event set up and tear down ● Event problem solving
Kent State University: College of Education, Health, and Human Services: ● Marketing resources
Akron Rubberducks: ● Facilities ● Marketing resources
Firestone Park: ● Facilities
Sports Alliance of Greater Akron: ● Marketing resources
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EVENT FLYERS & SIGN UP SHEETS
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LEGAL & ETHICAL
Listed below are key factors that must be considered in the planning process. Identifying these issues as well as actively preparing for any unseen circumstances in turn will help better protect all parties involved. By laying out these key elements pertaining to the legal and ethical portions of the event, we can ensure that all necessary contracts and documents are discussed and assigned the correct organization. This will accurately determine who is responsible for certain safety and cancelations measures when planning the event. These measures are those that need to be discussed in order to take preventative measures as well as to create a plan should something happen that needs a legal solution.
● Contracts with both stadiums stating negotiated prices and expectations
● Laid out expectations of each organization in relation to the event
● Contracts with vendors (food/beverage, Officiating Gear)
● Confirm registration process and the transferring of money
● Background on OHSAA instructors and credibility
● Waiver for active instruction on the field in case of injury
● Be reasonable about the likelihood of severe weather
● Communicate any changes to staff, volunteers, and participants in a timely manner
● Restrictions on large gatherings across the states and nation as a whole
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ACTION CHECKLIST(S)
Below is an itemized checklist with all pertaining actions required to create a successful clinic. Assigned to each task are the persons responsible with completion or delegation. Lists are categorized operation and will have appropriate completion boxes to initial when tasks are complete.
Advertising Task Responsibility Complete
Develop a timeline (with drop rate) Ron Fuller
Develop an advertising budget Ron Fuller
Create a strategic advertising plan Ron Fuller
Flyers
- Design Roy Jacobs
- Print Roy Jacobs
- Distribute Ron Fuller Kent Volunteers
Distribution Methods
- Create action plan for efficient distribution Ron Fuller
- Organize Volunteers Ron Fuller
- Social Media OHSAA
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Printed Materials Responsibility Complete
Check all printed materials thoroughly Ron Fuller
- Mailings
- E-mails
- Flyers
Double Check Ron Fuller
- Dates:
- Consistent Throughout
- Facility Available
- Price Consistency
- Accurate Contact Information:
- Phone
- Address
- Tentative Schedule Included
- Transportation to Sites Included
- Space Available for Customer / Registrant Information
- Checks made payable to ?
- Credit Card Registration
- Refund Policy
- Picture and Logo Compliance
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Multimedia Responsibility Complete
Sound Roy Jacobs
- Check facility capabilities
- Check wattage
- Operation of system
- System set-up
- Identify location of house speakers
Multimedia Presentations Ron Fuller
- Meet with venue addressing special needs
- Review screen capabilities
- Equipment operator
- Print audience materials needs for presentation
Pre-Event Set-Up Ron Fuller Roy Jacobs
- Tested and set-up technical equipment
- TV
- Scoreboard
- Video
- Monitors
- Speakers
- Amplifiers
- Mic Stands
- Laptops
- Microphones
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Facility Responsibility Complete
Meet with Facility Manager Ron Fuller
Contract Ron Fuller
- Develop or obtain from facility
- Date and sign
- Make copies and file
- Send to appropriate people
- Review for a second time
- Check when money is due
- Clarify organization vs. facility responsibilities
Crowd Capacity Established Ron Fuller
Indoor Layout Plan Ron Fuller Roy Jacobs
- Layout of rooms being used
- Location of restrooms
- Seating areas and sections
- Location of entrances and exits
- Location of fire extinguishers
- Location of first aid stations
- Location of emergency phones
- Location of staff and volunteer meeting area
- Parking area available
- Location of vendors
- Location of food and beverage
- Locations of staff and volunteer check-in
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Outdoor Layout Plan Ron Fuller Roy Jacobs
- Location of tents
- Location of food and beverage
- Parking area available
- Location of entrances and exits
- Locations of restrooms
- Locations of first aid stations
- Parameter of event
- Event
Set Up Roy Jacobs Ron Fuller
- Tables and chairs:
- Diagram of Layout
- Tables (2 count at 9 am)
- Chairs (150 count at 9 am)
- Sound (9 am)
- Lights (9 am)
Access to Building Ron Fuller Roy Jacobs
- Passes and credentials needed
- Locations of entrances and exits
- Closest to parking
- Fire exits
- Access from:
- Major roadways
- Major walkways
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- Weather hazards:
- Floor damage
- Tornado shelter
- Pre-event facility sweep:
- Restrooms cleaned
- Walkways cleaned
- Seating area cleaned
- Fire regulations met
- Doorways and stairwells clear
- Walk through performed to insure building is ready
Equipment Responsibility Complete
Needs Ron Fuller Roy Jacobs
- Possible equipment needed:
- Sound equipment
- Seating
- Podiums
- Miscellaneous items:
- Uniforms
- Officiating gear
- Baseball gloves
- Baseball bats
- Chairs
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- Audio and Visual:
- Computers
- Slide presentation
- LCD projector
- White Board
- Dry erase markers
- Dry erase towel
- Staff:
- Staff established
- Training for Staff
- How to operate equipment
- Return after use
- Do a run through half an hour prior to the event
Risk Management Responsibility Complete
Identify Risks Associated with the Event Ron Fuller
Assess Risks Ron Fuller
Treatment of Possible Risks Ron Fuller
Develop Emergency Procedures Ron Fuller
- First aid procedures:
- Who is certified?
- Where to go in an emergency
- Fire procedure:
- Fire extinguishers
- Fire exits
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- Staff is familiar with fire equipment use
- Paramedics on-site or on-call (aware of the event)
- Staff aware of emergency procedures
Employee Meeting on Risks Ron Fuller
Contingency Plan Ready Ron Fuller
Emergency Numbers Identified Ron Fuller
Food Service and Concessions Responsibility Complete
Type of Service Roy Jacobs
- Concessions
Determination of Stand to be Opened Roy Jacobs
Complete Listing of Food Choices Roy Jacobs
Concession Stand Stocked Roy Jacobs
- Food
- Paper Products
Concession Staffing Completed Roy Jacobs
Food Machines Working Properly Roy Jacobs
Culinary Tools Roy Jacobs
Estimated Times: Roy Jacobs
- Set-up time 11:30am
- Serving time 12:00pm
- Tear down time 12:45pm
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Registration Responsibility Complete
Make Copies of Payment and Original Registration Ron Fuller
Daily Tally of Registrants Ron Fuller
Rosters Generated Ron Fuller
Make Copies of Necessary Forms: Ron Fuller
- Medical
- Liability
- Maps
- Event information sheets
Generate Registration Bank Ron Fuller
Supplies: Volunteers
- Highlighters
- Paper clips
- Rubber bands
- Tape
- Post-its
- Stapler
- Pens and pencils
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Parking Responsibility Complete
Parking Lot Hours Tennants
Lots Designated for Event Tennants
Lot Designated for Staff and Volunteers Roy Jacobs
Locate Entrances Roy Jacobs
Locate Exits Roy Jacobs
Cost for Parking Participants
Parking Permits: Roy Jacobs
- Staff
- Volunteers
- Facility workers
- VIP’s
- Vendors
Map of Lots: Roy Jacobs
- Entrance and exit routes
- Alternate Routes
Security and Law Enforcement Responsibility Complete
Provided by Facility 8:00 am Roy Jacobs - 6:00 pm
Locations:
- Building entrance and exit
- Parking Lot
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Medical Services Responsibility Complete
SOP’s Established Roy Jacobs
Ambulance Route and Entrance Roy Jacobs
First Aid Station: Roy Jacobs
- Location
- First aid supplies
- Certified attendants
- Emergency numbers available
- Maps to stations developed
- Signage posted
- Announcement made pre-event
Staffing Responsibility Complete
Determine Methods of Recruiting Volunteers and Staff Ron Fuller Volunteers
Applications Process Ron Fuller
Interview Process Ron Fuller
Orientations Meeting: Ron Fuller
- Invite all core team members
- Discuss project concept and mission
- Define major functional and components of event
- Assign roles/responsibilities
- Establish timeline for the event
- Printed instructions developed
- Emergency procedures outlined and understood
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Streamline Communication: Ron Fuller
- E-mail list
- Phone list
- Obtain pertinent information
Uniforms and Clothing: Ron Fuller
- Provided by organization
ID Badges and Parking Permits Ron Fuller Roy Jacobs
Assign Volunteers and Staff Tasks Ron Fuller
Create Schedule: Ron Fuller
- Meetings
- Important dates and times
Areas for Volunteers and Staff
- Event custodial Roy Jacobs
- Parking lot attendants Tennants
- Concession area Roy Jacobs
- Set-up Ron Fuller Volunteers
- Tear down Ron Fuller Volunteers
- Security Roy Jacobs
- In-house
- Peer
- Emergency medical personnel Roy Jacobs
- Baseball demonstrations and scenarios Ron Fuller
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MASTER CHECKLIST (Ron Fuller)
Finances Complete
- Make sure payment is processed - Registration - Concession - Bank and petty cash
Multimedia Complete
- Technician on hand in case of technical difficulties - Presentations uploaded and ready - A/V equipment turned on
Facility Complete
- Periodic check with facility representative - Electrician on hand for lighting and electric difficulties - Survey high traffic areas: - Restrooms - Walkways - Concessions
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Supplies Complete
- Highlighters - Pens/pencils - Stapler - Post-Its - Name tags and ID badges
Sporting Equipment Complete
- Baseball equipment readily available - Baseballs - Bats - Gloves - Umpire gear
Risk Management Complete
- Meet with fire marshall
Food Services Complete
- Touch base with concession manager
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Merchandising Complete
- Visit officiating equipment vendor kiosk
Registration Complete
- Collect all necessary forms - Collect all money owed - Tally registrants and generate roster
Security and Law Enforcement Complete
- Meet with designated law enforcement contact - Brief and place security
Team and Talent Scouting Complete
- Touch base with conference representatives
Staffing Complete
- Staff briefing - Staff placement and checks
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CONTINGENCY PLANNING, SAFETY, & CONTROL
AV Issues
Have a back up A/V system in place
Include people with skills to fix such equipment within the event management team
Inclement Weather
In the event of a sudden downpour ensure there is adequate shelter for all
Make plans to relocate activities to sheltered areas or to alter the event programme to salvage the day if possible
Injuries and Accidents
Organize first aid and/or other qualified medical personnel to be in attendance throughout the event
Roster on more staff than the minimum required so that if one person requires treatment it will not impact on the running of the event
Ensure driveways and entrances are not blocked to emergency personnel
Train all event staff what to do in an emergency and when unexpected events occur
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Pandemic
Mandatory for all participants and staff to provide documentation of pandemic flu vaccine if such vaccine exists
If no vaccine exists, event must enforce NPI actions:
- Personal:
- Rejection of individuals experiencing flu like symptoms or those with compromised immune systems
- Provide adequate tissues, sanitizer, and hand washing stations
- Community:
- Limit face-to-face contact
- Practice social distancing
- Environmental
- Disinfecting of frequently contacted surfaces
*** Consideration of cancelling or rescheduling of the event
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