Event Management & Operations: Vissla Sydney Surf Pro Plan Report

This report presents a detailed communication and operational plan for the Vissla Sydney Surf Pro event, focusing on the key aspects of event management. The plan covers communication strategies within the organization, event team, and with the wider community, including pre-event, during-event, and post-event phases. It outlines communication methods, frequency, and information shared with various stakeholders, such as the board of directors, event manager, volunteers, media, and attendees. The report emphasizes effective coordination during the setup, presentation, and pack-down phases, including resource allocation, action plans, and a comprehensive list of human and software resources. The report also addresses management and operation during the event, highlighting the importance of adherence to the operational plan, policies, and the role of volunteers. The report also includes references and a comprehensive action plan for the event.

[COMPANY NAME] [Company address]
EVENT COMMUNICATION &
OPERATION PLAN

Introduction
The Vissla Sydney Surf Pro is an important and exciting event for the visitors, tourists and
the local community in Manly. This event has been supported by KeySun, Surfing NSW,
WSL, Northern Beaches Council, Vissla and NSW Government. This report aims to design a
communication and operational plan for the successful planning and execution of this
proposed event.
Communication Plan
Communication within the organization and the event team
In the following section, the communication plan has been designed for Vissla Sydney Pro
Event that will allow all event stakeholders to acquire required information on time, so that
event objectives and goals can be achieved (Wilson, 2011).
Responsibility Attendees Communication
methods
Frequency Information to be
shared
Communication
type
Board of
Directors of
NSW
Project
Manager,
World Surf
League,
Local MP
James
Griffin,
Manly
Council,
NSW
government,
Kick of
meeting
Once The Board of
directors of Surfing
NSW will be
setting the key
requirements in
context to the event
that will offer an
amazing
experience to both
surfers and fans.
Pre-event
communication

Destination
NSW and
Vissla (Surf
Pro, 2019).
World Surf
League (WSL)
All internal
project
stakeholders
Face Once Share information
about the best
surfer’s activities
that will be
executed during the
proposed event.
Pre-event
communication
Event Manager All internal
project
stakeholders
Face to Face
meeting/ video
conferencing,
Once Share information
about event budget
and proposed plan
of action.
Pre-event
communication
Event Manager Event
Organizer
Team
Email Once share information
about roles and
responsibilities of
each volunteer
team (event
organizer teams)
Pre-event
communication
Representative
s of NSW
government
CEO of
Surfing
NSW, Event
Manager,
WSL,
Email After 15
days
Share messages
that promote
upcycling and
recycling to ensure
beaches cleanliness
Pre-event
communication

Destination
NSW, Vissla
and Local
MP James
(Surf, 2010).
Event Manager All
volunteer
teams
Email Routine
basis
Status of the event
progress
Pre-event
communication,
during the event
and post event
evaluation
Leader of site
Operations &
Activation
Teams
Site
Operations
& Activation
Teams
Web-
conferencing
Once (1
day
before the
event)
Share information
about morning site
set up and pack
down activities
with all members
of site operations
and activation
teams.
Pre-event
communication
Catering
operation
teams
Waste
Management
teams
Conference
calls
20-25
times
The catering team
communicates with
the waste
management team
to check waste
accumulation in
different event
areas so that
During & post
event execution

amazing
experience can be
provided to
visitors.
Volunteers Event
Manager and
other event
organizing
teams
Phone calls,
meeting
When
required
Discuss critical
problems, conflicts
that might occur
during the event
execution process
During event
execution
Event Manager All
volunteers
Web
conferencing or
video call
Once Discuss the success
of the event
Post event
evaluation
Event Manager Project
Manager,
World Surf
League,
Volunteers,
Local MP
James
Griffin,
Manly
Council,
NSW
government,
Destination
Face to face
meeting
Once Evaluate feedback
of visitors and
participants of the
event to verify
whether event
objectives can be
achieved or not.
Post event
evaluation

NSW and
Vissla.
Communication with the wider community with special emphasis on
potential attendees and host community
Responsibility Attendees Communication
methods
Frequency Information to be
shared
Communication
type
Media & PR
Team
Target
audience
(visitors,
tourists, and
the local
community)
Social media
and email
Routine
basis
Share information
about updated
event plan and
invite the target
audience for
participating in the
event
Pre-event and
during event
execution
Visitors/
participants/
local
community
Event
organizer
team
Social media
platforms like
Facebook,
Twitter, and
Instagram.
When
required
Ask queries related
to Vissla Sydney
Surf Pro event
Pre-event and
during event
execution
Athlete area &
Beach Marshal
team
Visitors Online (through
the website and
social media) or
offline (help
desk)
When
required
Provide
information about
the registration
process to
interested teams
Pre-event and
during the event
execution
Event Manager Visitors/
participants/
Social media
and phone calls
When
required
If whether
conditions are
During the
event execution

local
community
unsafe, then the
Event Manager
would send a
notification to all
participants about
it and update the
event schedule
("VISSLA - Sydney
Surf Pro", 2019).
Volunteers Visitors/
Participants/
local
community
Mainly Site
plan
When
required
List of event
activities along
with specific
location details
During the
event execution
Event Manager Event
participants,
visitor, and
local
community
(Surf Pro,
2019)
Social media
platforms like
Facebook,
Twitter, and
Instagram.
Once Send follow ups to
all event
participants in
order to gather
their feedback in
context to the
event.
Post event
execution
Management and operation during the setup and Pack-down
(worksite phases)
Effective coordination is essential during worksite phases (bump-in) when all event
stakeholders will be working collaboratively to achieve event goals (Senaratne & Ruwanpura,
2015). In the bump-in phase, the senior management will be setting their key requirements in

context to the event including financial requirements. Based on their requirements, the Event
Manager will outline group of activities running throughout the event such as san sculpting,
displays, competitions, and workshops, surf photography exhibition, sustainable surf board
shaping workshop, outdoor cinema at Manly Cove, etc. (Council, 2019). Online and offline
registration, event promotion, contracts establishments, arrangements of sports equipment’s,
cash prize and trophies and setting up of all infrastructure like help desk room, etc. are key
activities that will be performed during the setup phase. In the pack-down phase, the event
organizing volunteers will be packing all the material, clean Manly beach, gather and
evaluate visitor’s feedback (Pranić, Petrić & Cetinić, 2012).
Management and operation during the event (presentation phase)
In the presentation phase, the event management team will execute all activities of the event
as per the operational plan. During the event execution phase, surfing events will be
performed as per the developed event schedule (Park, 2013). Moreover, the Event Manager will
anticipate possible changes in the operational plan that can be required during the project
execution phase. Vissla Sydney Surf Pro Event will be executed on time within estimated
budget if all volunteers would strictly follow the event operational plan (Hanchar, 2017). They
should follow policies enforced by WSL to prevent accidents, prioritize access to the site and
avoid theft during event execution (Australia, 2016).
Action Plan
Operational Plan for Vissla Sydney Surf Pro Event
Management and communication hierarchy
The event organizing team members, sponsors and partners will follow a hierarchical structure to
communicate with each other throughout the event planning, execution and evaluation.

Resource list
Human resources Board of directors of NSW
NSW Government
Representatives of Vissla
Caravan Camping Industry Association NSW
Surfing NSW
WSL Australia
Event Volunteers
o Surf Team
o Athlete Area & Beach Marshal Team
o VIP & Function Team
o Athlete Credential Team
o Site Operations & activation teams
o Catering operation & Waste Management teams
o Media & PR Team (Council, 2019)
Communication
resources
Phone contact details
Mobile phones
Internet
Event site map

Laptop, tablet etc.
Speakers
Software resources Project Software (for event planning)
Online event registration software
Other resources Public transports
Environmental requirements
First aid kit
Legal agreements
Lightning
Contact list
Name Designation Phone no. Email address
Luke Madden CEO of Surfing
NSW
0418 XXX XXX [e-mail]
John O’Neill Surfing NSW
Chairman
0418 XXX XXX [e-mail]
Lyndel CEO of Tourism
NSW
0418 XXX XXX [e-mail]
John Event Manager 0418 XXX XXX [e-mail]
Mayor Michael Regan Northern Beaches
Council
0418 XXX XXX [e-mail]
Will Hayden-Smith WSL
Australia/Oceania
Regional Manager
0418 XXX XXX [e-mail]
Adam Marshall Minister for
Tourism and Major
0418 XXX XXX [e-mail]

Events
Troy Grant Minister for
Emergency
Services
0418 XXX XXX [e-mail]
John Shimooka General Manager
of NSW
0418 XXX XXX [e-mail]
Lyndel Gray CEO of Caravan
Camping Industry
Association NSW
0418 XXX XXX [e-mail]
ABC Event volunteer 0418 XXX XXX [e-mail]
Event run sheet
Time duration Activity type Action Who Notes
5 days Setup Setting up key
requirements of event
Board of
Directors of
NSW
________
3 days Setup Establish an event
infrastructure sports
centre, community hall,
etc. (C., 2015)
Event
partners and
sponsors
_________
6 days Setup Select events for Vissla
Sydney Surf Pro
Event
Manager
In this activity, the
Event Manager will
prioritize selected
event Activities
like competitions

and workshops,
surf photography
exhibition,
sustainable surf
board shaping
workshop, outdoor
cinema etc. in
particular order.
7 days Setup Design operational event
plan
Event
Manager
________
2 days Setup Recruit volunteers Event
Manager
Recruitment
methods -
internship, work
experience and
volunteering
(Australia, 2016)
4 days Setup Establish contract with
nominated contractors
Event
Manager &
Volunteers
_______
15 days Setup Event promotion Event
Manager
__________
2 months prior event Setup Online and offline
registration for events
Athlete area
& Beach
Marshal
team
_________

2 days Setup Arrange trophies/medals
and cash prize
Volunteers ___________
2 days Setup Set up all infrastructure
like help desk room,
exhibition area, sports
equipment’s
Volunteers ___________
3 days Pack-down Remove all equipment’s
and material from the
beach
Volunteers ____________
4 days Pack-down Coordinate packing of all
material
Volunteers ____________
5 days Pack-down Beach clean up Volunteers ____________
2 days Pack-down Gather feedback from
attendees
Volunteers ____________
1 day Pack-down Feedback evaluation All event
stakeholder
s
Survey can be used
to examine the
event success
(Australia, 2016)
References
Ahmad, N., Rashid, W., Razak, N., Yusof, A., & Shah, N. (2013). Green Event Management
and Initiatives for Sustainable Business Growt. International Journal Of Trade,
Economics And Finance, 331-335. doi: 10.7763/ijtef.2013.v4.311
Australia, S. (2016). 2016 ANNUAL REPORT. Retrieved from
https://d30ei0jhgxjdue.cloudfront.net/uploads/ckeditor/attachment_file/data/878/
uploads_2F1479347826267-snle888imxhvx4iu-

15b33eb49e7480e8569d3c418f7ce91b_2FMASTERSA_AnnualReport%2B_28low
%2Bres_29.pdf
C., M. (2015). Event infrastructure [Video]. Retrieved from
https://de.slideshare.net/MilcahJoyBaculo/event-infrastructure
Council, N. (2019). Vissla Sydney Surf Pro (16-24 March). Retrieved from
https://www.manlyaustralia.com.au/news/vissla-sydney-surf-pro-1624-march/
Hanchar, T. (2017). How to Organize an Event Team. Retrieved from
https://www.gevme.com/blog/organize-event-team/
Park, K. (2013). An Analysis of Research Topics in Event Management Research. Ttra
International Conference. Retrieved from
https://scholarworks.umass.edu/cgi/viewcontent.cgi?
referer=&httpsredir=1&article=1935&context=ttra
Pranić, L., Petrić, L., & Cetinić, L. (2012). Host population perceptions of the social impacts
of sport tourism events in transition countries. International Journal Of Event And
Festival Management, 3(3), 236-256. doi: 10.1108/17582951211262684
Senaratne, S., & Ruwanpura, M. (2015). Communication in construction: a management
perspective through case studies in Sri Lanka. Architectural Engineering And Design
Management, 12(1), 3-18. doi: 10.1080/17452007.2015.1056721
Surf Pro, S. (2019). Surf - Sydney Surf Pro. Retrieved from https://sydneysurfpro.com/surf/
Surf, T. (2010). Vissla & Surfing NSW Go Green at Manly. Retrieved from
https://www.thebusinessofsurf.com/vissla-surfing-nsw-go-green-manly/
VISSLA - Sydney Surf Pro. (2019). Retrieved from https://sydneysurfpro.com/vissla/

Wilson, R. (2011). The Importance of Communication as an Event Planner. Retrieved from
http://eventplanningcertification.com/the-importance-of-communication-as-an-event-
planner/