SPM 224 : Introduction to Sport Event Management

Running head: REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Request for Proposal – Sports Event Management
Name of the Student
Name of the University
Author Note

1REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Executive Summary
Red Barn20 is a venue in Syracuse, New York, that has provision of organizing various events
within the location as it is comprised of a number of locations within the venue that is capable to
house sub-events as well. The following is a Request for Proposal document that has been
presented for hosting a sports event for the children who require special needs for duration of a
certain point of time. The sporting event was based on the philanthropic idea of hosting a
sporting event for the children with special needs and the discussion would be about how the
event would be held based on the resources used, the venue available and the pre planned budget.
There are different aspects of this request for project proposal would be presented with a
description of the entire event and the reasons why it would be considered to be held at the Red
Barn20 venue. Including the entire background of the event the budget has been estimated and
the entire logistic of the event would be formulated within the given budget. The event needs and
the marketing ideas would also be estimated in the Request for Proposal as there are various
needs in the event. It would also be described in the article about the facility layout and the
layout of the tickets that would be required in the event.

2REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Table of Contents
Introduction......................................................................................................................................3
Background of the event..............................................................................................................4
Event Objectives..........................................................................................................................4
Estimated Budget.........................................................................................................................5
Reasons for Location Selection...................................................................................................7
Event logistics..............................................................................................................................7
Event Overview.......................................................................................................................9
Event planning timeline.........................................................................................................10
Facility Layout or Considerations.........................................................................................10
Event needs............................................................................................................................11
Staff........................................................................................................................................11
Marketing ideas.........................................................................................................................11
Conclusion.....................................................................................................................................12
References......................................................................................................................................13
Appendices....................................................................................................................................16
Appendix I: Facility Layout.......................................................................................................16
Appendix II: Samples of event materials (tickets)....................................................................17

3REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Introduction
Managing an entire event depends upon various factors regarding the sports venue, the
management of the event and even the time and budget that has been pre-planned and estimated
for the entire project. The following report would be focused on the way a sports event would be
handled and the Request for Proposal or the RPF would be delivered in the way by which the
entire management of the event would be feasibly justified. The event that would be presented in
the proposal would be about holding a sports event for the children with special needs in the
venue of Red Barn20 situated in Syracuse, New York. The event proposal would be based on the
different sports event held on the venue of the barn with scenic beauty and segregated locations
within the property. The event also focused on fulfilling the social responsibility of holding a
sporting event for the people with special needs. This is because; the children with special needs
would be heavily benefitted with the sports event as it would have all the elements of the added
exercise, the release of energy and the interaction with people participating in the event.
Thus, the sports event would hold the RFP comprising of the background of the event,
the objectives behind holding the event at Red Barn. Further the estimated budget would be
delivered within the RFP with a detailed spreadsheet including all the items necessary to account
for in the event. The reasons behind the venue selection, the areas to be used in the venue
according to the locations would be described next in the RFP. The logistics of the event would
be described next keeping in mind about the event overview the planning timeline with the
facilities to be considered along with the event needs and the staff selected for the event. Finally,
the marketing, sponsorship details, public relations and the risk management for the entire event
would be described in the RFP.

4REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Background of the event
The event that is to be organized in the venue of Red Barns20, Syracuse in New York is
the Sports Day for the Children with Special Needs about the end of the year 2018. The event
would be spanning the planning phase for about 88 days and the entire main event of the sports
would be spanning through a phase of almost 7 days (Filo, Lock and Karg 2015). During these 7
days there would be individual event held during the day time and it would facilitate the winning
participant at the end of every event. The food and lodging of the participants, accompanies,
people associated with the event, event heads, medical personnel and media personnel would be
attended by the organization. Every member would have separate rooms and there would be
dormitories appointed to the participants of the event with accompany (Hums and MacLean
2017). The event would be managed accordingly as per the planned budget and the planned
timeline.
Event Objectives
Following would be the event objectives for the sports event for the Children with
Special Needs:
 Philosophical Reason: To have a positive impact on the health of an individual.
Having a constant physical activity may bring about significant benefits in the
lives of children during the developmental stages of their lives. The children with
special needs comparatively have lesser physical activities and thus there are
higher risks of physical complications for the children with special needs
(Houlihan and Malcolm 2015). This is the basic idea behind the entire sports
event. The organization behind managing the event has the basic idea of elevating
the physical health of the children with special needs with the event and also to

5REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
elevate sports. There are other objectives of this event and they would be
described as below:
 Behavioural dimensions of sports: To understand and identify the factors
affecting culture in sports. The society would also be mirrored through this sport
event as how the society views the sporting event conducted for children with
special needs (Wagen and White 2018). The event would also help in analysing
the sports business and would help in finding out the catalyst behind the growth in
sports business through this event. In addition, this event can also instigate the
evolution in people to consider management of sports event as a profession.
 Development of organizational skills: To heighten the management and
organization of sports events; furthermore, it will promote the understanding of an
individual in handling an organization (Schenk et al. 2015). The event completion
would also display proper handling of an event with the functions of organization,
planning, leading, and evaluating. Strategic planning and resource allocation
would also be described as a result of the event management.
Estimated Budget
WBS Task Name Predecessors Resource Names Cost
(1000=1)
0 Sports event organization
schedule
$740.00
1 Project initiation phase $210.00
1.1 Event scope planning Event organizer $32.00
1.2 Estimating budget for the
event
2 finance manager $28.00
1.3 Booking venue for the
event
3 business analyst $40.00
1.4 Identifying event
participants
3 Project manager $30.00
1.5 Development of 4,5 market analyst $40.00

6REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
philanthropic sports events
1.6 Finalizing chief for the
sports event
6 business analyst $40.00
2 Project planning phase $210.00
2.1 Stakeholder planning 7 market analyst $40.00
2.2 Hiring equipment based
on the event needs
7 Event organizer $32.00
2.3 Recruiting volunteers 9 market analyst $40.00
2.4 Listing the participants 10,11 Project manager $30.00
2.5 VIP guest listing 12 finance manager $28.00
2.6 Invitation card printing 13 business analyst $40.00
3 Project execution phase $208.00
3.1 Social media campaign 14 market analyst $40.00
3.2 Risk management
program
16 Project manager $30.00
3.3 Action plan improvement 17 business analyst $40.00
3.4 Change management
implementation
17 finance manager $28.00
3.5 Norms, policy and
regulation development
18,19 market analyst $40.00
3.6 Strategy promoting 20 Project manager $30.00
4 Project closure phase $112.00
4.1 Event stakeholder signoff 21 business analyst $40.00
4.2 Post event maintenance
plan
23 Event organizer $32.00
4.3 Event closure 24 market analyst $40.00
Table 1: Project Budget
(Source: Created by the Author)
Reasons for Location Selection
The location that has been selected for the sporting event for the children with special
needs is the Red Barn20, which is situated at the Windridge Estate in Syracuse, New York. The
location mostly exhibits a countryside essence and provides a small town greenery effect for the
visitors. As per researches, it is a known fact that the greenery affects human mind and body in a
very positive way. The placement of a potted plant in workplace enhances the mind and body by
lowering the level of blood pressure, improving the time for reaction and enhancing attentiveness

7REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
and productivity (Wäsche 2015). The overall well-being of the human mind and body is also
affected by the greeneries and similarly this would be very effective for the children for whom
the sports event is being organized. This is one of the main reasons for selecting the location.
Again, the location would be feasible for the organization to arrange the event since the
entire scenic beauty would attract people and thus elevate the footfalls in the event. The different
locations within the venue itself are an advantage for holding different events at once. Thus, the
event location selection is considered feasible for the organization according to the planning of
the event (Masterman 2014). The barn has a lot of property to use. These are the two pools, 4.6
miles of trails, renovated barn to hold meals and people. All of these would be effective in
handling the event and holding the segments of the sporting events specifically at a time.
Event logistics
For the actual success of every event, it is necessary that the logistics of the event be
organized effectively for the seamless progress of work (Jones 2017). The following would be
the described event logistics plan that for the sporting event for the children with special needs:
Customs formalities: The organization would look into the matter for all the customs
formalities for the participants and also their parents and a care-person (Misener et al. 2015).
The organization would not look after any other member accompanying the participants.
Distribution Methodologies: The people associated with the even management would
be distributed to handle the logistics section for the event (Stewart et al. 2018). There would be
proper charter provided to them so that they would not confused for the responsibilities they
have been appointed with.

8REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Receiving the participants and associated members of the event: Every member of
the associated organization, event sponsors, and participants with their designated accompanies
would be responsibly received from the airport and escorted to the sports venue (Müller 2015).
For the association members and other facilities, vehicles would be available and for the
participants, specialized buses and vehicles would be assigned.
Managing advertising materials: All the materials that would be provided by the
sponsors for the advertisements would be escorted from the designated nearby location and
would be safely delivered to the venue (Raj, Walters and Rashid 2017). The people responsible
would be handed over with a charter of their deliveries to be picked and they would also be
provided with associated vehicles for receiving the advertising materials.
Forklifts, cranes, and transport: These are the essential logistic equipments that are
especially required for the sporting event management. These would be handled effectively with
special focus on the cranes and transports as they would serve the event the most (Müller 2015).
The Forklifts would always be kept ready when in need as they would serve lifting of
advertisement materials.
Freight transportation logistics: Inside the entire venue, logistics would be available for
the participants and all the associated people to visit the various scenic beauties inside the Red
Barn20 estate.
Emergency transportation for the children: If any child is reported to have
accidentally fallen ill or any health condition is seen to be affecting the children, the organization
would immediately have facilities to check and treat the participant children on the spot and
there would also be facilities available if the matter elevates further, that is, if the participant

9REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
child needs assistance from the hospitals. The logistic facilities would be at the ready to rush the
students into hospitals (Kim et al. 2015).
Other than the entire planning of the logistics for the sporting event the entire planning
would also be monitored to rectify the project as per the given schedule of the project so that the
project would not be hampered further for any problems in the logistics.
Event Overview
There is a event to be organized for the children with special needs at the Red Barn20,
Syracuse, New York. The Red Barn20 has been selected for the fact that it has an extended
greenery overview over the facility layout and the entire event venue would be extremely
beneficial for the children with special needs as greenery has a calming and positive effect on the
minds of the children. Out of the property that has been enlisted to the be used by the
organization would make use of the pools assigned for holding any sort of water sports, the 4.6
miles of trails would be used for the children to hold running meets and also the barns that have
been renovated can be used for holding the recreation and meal events for people (Getz and Page
2016). The event would begin with the introduction of the participants to the event and the
spectators of the event along with the details of the event

10REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Event planning timeline
Figure 1: Event Planning Timeline
(Source: Created by the Author)
Facility Layout or Considerations
The venue of Red Barn20 has been selected for the sporting event for the children with
special needs is the Red Barn20, which is situated at the Windridge Estate in Syracuse, New
York. The entire facility has an overview of greenery comprising of hillsides and barns spread
over a long juncture. The event area also has two pools where water sports can be held. The area
has a total of 4.6 miles of trails that can be utilized for running events and the barns in the entire
venue has also been renovated to make use for meals to be held during the event (Chelladurai
and Kerwin 2017). All of these would be effective in handling the event and holding the

11REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
segments of the sporting events specifically at a time. The pools can house for the swimming
competitions and the trails can be considered as a venue for the race tracks.
Event needs
The event would require proper project management techniques to make sure that all the
planned events and the amenities within the event for the people present within the venue are
perfectly conducted according to the plan (Pedersen et al. 2016). The logistics, the staff, the
hospital and emergency medical needs staff should be at the ready and there should also be
people present for the event. There should be an appointed project head that would take care of
the entire event according to the designated departments. There should be separate program and
venue coordinators, equipment coordinators, people designated for programme management and
media and merchandize coordinators.
Staff
The staff should be coordinated in the entire event with proper information sharing and
breaking up into different departments (Djaballah, Hautbois and Desbordes 2015). There would
be people from the logistics department who would be at the ready for any kind of services to be
provided to the people invited at the event. In addition, there would also be people from the
hospital and the other hospital staff who would be ready to provide relevant services to the
people in emergency medical needs.
Marketing ideas
The event would be sponsored by different organizations supporting with the event
finances and the marketing of the entire event would also be spread through the social media for
creating mass awareness throughout the general mass (Hopkin 2018). The events would be

12REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
shared on different social media and the different news reporting networks would be approached
for the live coverage of the event in different television channels.
Sponsorship
According to the event that is taking place in the Red Barns20 is for the Children with
Special Needs. The organization that is managing the entire event would very naturally opt for
sponsors who would deal with similar issues. The following would be the identification of the
possible sponsorship for the event:
Angel City Games
Description of the business: This organization aids for the Adaptive and Paralympics
Sports and is based in California.
Contact information: Any general correspondent can contact in the address ‘Angel City
Sports, 2355 Westwood Blvd #1139, Los Angeles, CA 90064’.
Events they have sponsored: This organization sponsors for the different sports events
organized for the children with special needs and also sponsors for Paralympics.
Specific Fit in the Event: The event can handle the event management and even sponsor
for the required equipments as they have been experienced with these kind of events.
Sponsorship type: The organization would most likely seek both monetary and VIK
sponsorship from Angel City Games.
Amazon Web Services
Description of the business: This is a subsidiary of Amazon.com which enables demand
cloud computing platforms.

13REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Contact information: The organization can be reached out on
[e-mail] to know more about the sponsorship plans or to reach out to
them about sponsorships.
Events they have sponsored: They have provided sponsorship and hosted web platforms
for various events, both sports and entertainment events, all around the world.
Sponsorship type: The type of sponsorship that the event would require from the
Amazon AWS would be sponsoring the website development that would create a social market
for the sports event.
Specific Fit in the Event: The organization is seeking ways to market the event socially
and thus Amazon AWS would be beneficial to make a website out of their sponsorship amount.
McDonald’s
Description of the business: Food chain that sponsors philanthropic events and sponsors
food and other monetary support for them.
Contact information: They can be reached out from any nearest outlet or can be
contacted through email id.
Events they have sponsored: They have sponsored various events, including sports
events all around the world providing both monetary sponsors and food.
Sponsorship type: The organization would like McDonald’s to ask for sponsoring the
food for the entire event.
Specific Fit in the Event: The event would definitely need to host food for the
participants and the guest, so this would fit exactly according to the event requirements.

14REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Puma Inc.
Description of the business: Puma is specialized in apparel and retail industry especially
for the manufacturing of sports apparels.
Contact information: Puma can be contacted over the available local outlets as well as
the email id provided in the website.
Events they have sponsored: Puma has been found to sponsor the Olympic Games for a
very long time now.
Sponsorship type: Puma would not be approached for monetary sponsorship, instead
would most likely be approached to sponsor the sports equipments and apparels.
Specific Fit in the Event: Since, this is a sports event, Puma would be absolutely perfect
fit for sponsoring this event.
Ernst & Young
Description of the business: Ernst & Young is a business organization that helps
different sporting event to sponsor and it manages various events to hold for the healthcare
businesses as well.
Contact information: Ernst & Young can be approached from the website address of
https://www.ey.com/en_gl/newsroom.
Events they have sponsored: This organization has been sponsoring various events
around the world including sporting events as well.
Sponsorship type: Ernst & Young should be approached for their monetary support.

15REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Specific Fit in the Event: Since the event would need handling various meeting within
the event management plan, this organization would be the best to approach given its
philanthropic views and the insights it can provide for the arrangements of meetings.
Media/Public Relations
The event would need specific social recognition to make sure that the correct spread of
the event is done for the proper marketing of the event. Promotion of the event should be
maintained with the help of the sponsorship programs. Through the sponsors of the event, it
would be easier for the spread of the word about the event plan. In addition to that, the live
coverage of the event, the newspaper articles about the event and the social media presence
would also benefit the Media and Public Relations for the event.
Conclusion
In conclusion, it can be said that the entire Request for Proposal for the sports event held
for the children with special needs is a feasible project to hold in the venue of Red Barns20 in
Syracuse, New York. The event planning has been set on the provision of the Red Barn20 and
the venue it has provided to the organization for hosting the sports event for the children with
special needs. The entire event has been set on keeping in mind about the event overview and
what the deliverables would be in the sports event regarding the venue and the pre planned
budget that has been set according to the project timeline. The plans that the organization would
make about the entire sporting event as well as the logistics based on that has been described.
There has also been relevant event needs and timeline planning described in the RFP. Further the
staff structure has also been described based on the event needs. Keeping in mind about all the
aspects, it can be said that the Red Barn 20 is the ideal venue for conducting the event as it

16REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
would suffice the budget and time constraints given the various locations available within the
venue to house the participants and the guests.

17REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
References
Chelladurai, P. and Kerwin, S., 2017. Human resource management in sport and recreation.
Human Kinetics.
Djaballah, M., Hautbois, C. and Desbordes, M., 2015. Non-mega sporting events' social impacts:
a sensemaking approach of local governments' perceptions and strategies. European Sport
Management Quarterly, 15(1), pp.48-76.
Filo, K., Lock, D. and Karg, A., 2015. Sport and social media research: A review. Sport
management review, 18(2), pp.166-181.
Getz, D. and Page, S., 2016. Event studies: Theory, research and policy for planned events.
Routledge.
Hopkin, P., 2018. Fundamentals of risk management: understanding, evaluating and
implementing effective risk management. Kogan Page Publishers.
Houlihan, B. and Malcolm, D. eds., 2015. Sport and society: a student introduction. Sage.
Hums, M.A. and MacLean, J.C., 2017. Governance and policy in sport organizations. Taylor &
Francis.
Jones, M.L., 2017. Sustainable event management: A practical guide. Routledge.
Kim, W., Jun, H.M., Walker, M. and Drane, D., 2015. Evaluating the perceived social impacts of
hosting large-scale sport tourism events: Scale development and validation. Tourism
Management, 48, pp.21-32.
Masterman, G., 2014. Strategic sports event management. Routledge.

18REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Misener, L., Taks, M., Chalip, L. and Green, B.C., 2015. The elusive “trickle-down effect” of
sport events: Assumptions and missed opportunities. Managing Sport and Leisure, 20(2),
pp.135-156.
Müller, M., 2015. What makes an event a mega-event? Definitions and sizes. Leisure
Studies, 34(6), pp.627-642.
Pedersen, P.M., Laucella, P., Kian, E. and Geurin, A., 2016. Strategic Sport Communication, 2E.
Human Kinetics.
Raj, R., Walters, P. and Rashid, T., 2017. Events management: principles and practice. Sage.
Schenk, J., Parent, M.M., MacDonald, D. and Proulx Therrien, L., 2015. The evolution of
knowledge management and transfer processes from domestic to international multi-sport
events. European Sport Management Quarterly, 15(5), pp.535-554.
Stewart, B., Nicholson, M., Smith, A.C. and Hoye, R., 2018. Sport management: principles and
applications. Routledge.
Van Den Berg, L. and Braun, E., 2017. Sports and city marketing in European cities. Routledge.

19REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Van der Wagen, L. and White, L., 2018. Event management: For tourism, cultural, business and
sporting events. Cengage AU.
Wäsche, H., 2015. Interorganizational cooperation in sport tourism: A social network
analysis. Sport Management Review, 18(4), pp.542-554.

20REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Appendices
Appendix I: Facility Layout
Figure 2: Facility Layout

21REQUEST FOR PROPOSAL – SPORTS EVENT MANAGEMENT
Appendix II: Samples of event materials (tickets)
Figure 3: Ticket Layout