By Bruce Knittle
Among a sports event planner’s numerous responsibilities, having a positive relationship with the host facility has to rank very high. How this association develops often determines whether an event will be successful. There are certain approaches an event planner can employ to further this process along. The following are suggestions to help with the forming of this hoped for optimal partnership:
- Be Visible
Before, during and after an event, the sports planner should keep all communication lines open with the facility. Whatever the size of an event, it is always a good idea to correspond directly with the facility operators, and form a mutually advantageous bond.
When I used to work at a college, I observed closely the many events held at the school. Seemingly, without exception, the successful ones always had organizers who were actively involved with our personnel. These same individuals kept us informed of their progress, and we gladly were able to help them out. This was in stark contrast to others, who after signing a contract, we barely saw them.
- Exceed Expectations
If the goal of an event planner is to build a long-termed relationship with the facility, surpassing even what is expected, will help reach this objective. Not only should sports event planners abide by the contractual guidelines, but their event should be so well run that they will be welcomed back in following years.
Operators of sports complexes always have a lot on their plate, and if the planner can run a well-organized, efficient event, it will be appreciated.
- Hope For The Best, Plan For The Worst
Well before an event takes place, the event coordinator needs to have in place contingency plans for inclement weather, transportation issues, safety concerns, and other potentially unforeseen occurrences. This is all part of being completely prepared and should be communicated to the facility.
If the facility operators recognize that you have backup plans for emergency occurrences, this will give them confidence in working with you. As event planners are well aware, things do go wrong, so the need for contingency arrangements is expected.
- Promote The Facility & Community
When marketing an event, concurrently extol the virtues of the host complex and community. This will generate good will and benefit all parties. Plus, developing cross marketing relationships with the facility is always a good idea to solidify the relationship.
Hiring individuals from the local community will also help in forming closer ties. These local personnel can help market your event, and further your connection to the location.
Cultivating positive relationships with facility operators improves chances for a long-termed association, benefitting the event planner, venue and local community.