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Powerplay Training module 1

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The Basics
5
Staff Training Manual The essential guide to running an event Handbook Module 1 The Basics
Transcript
Page 1: Powerplay Training module 1

Sta� Training ManualThe essential guide to running an event

Handbook Module 1The Basics

Page 2: Powerplay Training module 1

Handbook Module 1 - The Basics

1

Welcome to POWERPLAY

Powerplay (formally Pitch Invasion) has grown from a tiny operation with just six teams to a sophisticatednetwork handling approx 30,000 players every week incorpoarting mutisports such as Netball and Basketball.This has only been possible through tight and e�ective procedures and a talented and enthusiastic team.

Welcome to that team!

Make no mistake, you are now the most important factor in making yourleague work each week. Without you, there can be no league. Do not under-estimate your contribution. There will be hundreds of sports lovingplayers who will rely on you to maintain their weekly experience. Done right it will be a smooth and professional event that you can be proud of.

This course is designed to help you make that happen. Over the years, we have seen it all. Whatever can happen at a 5-a-side event, has happened at Powerplay. We’ve taken the experiences of over many years andhundreds of Event Managers and condensed them into this training course. Please give it the attention it deserves.

This may be a part time job, but it is a business we take extremely seriously, especially in areas such as safety andsecurity. May I wish you the very best of luck with your new role.

Andrew Hill, League Development Director

How this course is organised

Module 1 - THE BASICSThis gets you up and running so you can get through your �rst event or two safely.

Module 2 - THE DETAILSLearn how to get your event running like clockwork.

Module 3 - ADVANCEDHow to create the perfect event.Get respect from the teams.

You have seven weeks to complete the three modules. This is usually enough to cover your �rst mini-season with Powerplay. After that, you must sit the certi�cation exam and follow up objectives.

Only upon successful completion of these tasks can you be promoted from Trainee Event Manager to Event Manager, resulting in a bonus and pay rise. After a certain period of service with consistent performance, you will be further promoted to Senior Event Manager and you may also be o�ered a more involved role with a “ResellersPacakge” that will give your incentives for and even higher earning potential.

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Handbook Module 1 - The Basics

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Section 1 - Core Duties

There are some duties that are so vital we call them CORE duties. Without these, the event will not run - full stop. They are so fundamental that they form part of your contract of employment.

You are responsible for ensuring that you have all the necessary resources to perform these duties. Think about these well in advance of each match night. If you are unable to ful�l your duties, you should seek assistance immediately.

REAL EXAMPLE: Transport. Can you and your equipment be there 30 minutes before kick o�? And can you get to a PC to print o� your paperwork in the afternoon of your event? Failure to do this (except in emergency) would be a breach of your core duties and therefore a breach of your contract.

WHAT WHENBEFORE THE EVENT1. Book Referees In time for the event (although best to set up a rota well in advance)2. Print Paperwork No earlier than 4pm on the day of the event3. Set up Equipment No later than 30 minutes before the �rst kick o�4. Risk Assessment Ensure goals weighed down, no hazards on pitch (eg stray goals)

DURING THE EVENT1. Collect Match Fees Collect the �gure in the match fees due column as each team arrives2. Record Match Results Ensure that all match o�cials give you correct results so that you can enter these online3. Record Incidents Ranging from red card o�ences and injuries to players, all recorded on relevant forms4. Pay Match O�cials Pay referees their fees as stated on the paperwork5. Venue Security Ensure that you are not left alone with the cash at any time, especially just after the event

AFTER THE EVENT1. Enter League Results Ensure that these are accurate. Deadline is 10am following day2. Update Financials Enter all payments made by teams. Deadline is 10am the following day3. Bank Cash This must reconcile with event paperwork and be banked within 24 hours after the event

Set up equipment 30minutes in advance

Record all team paymentsaccurately and update

website

MATCH NIGHT PAPERWORK- League tables- Fixtures- Financial paperwork- Team account statements- Managers notes

MATCH NIGHT EQUIPMENT- Venue banner- Sta� uniform- Footballs- Table and cover- 1st Aid kit- Bibs- Notice board- Pump- End of season trophies

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Section 2 - Guidence notes

This section goes into a little more detail about how to perform your core duties with suggestions and advice.

BEFORE THE EVENTEnsure that you turn up to the event well in advance of your �rst kick o�. You should be there and set up before the �rst teams start turning up, approximately 30 minutes before kick o�. Remember you need time to check the safety of your venue.

REFEREESIdeally you should you should have su�cient refs booked to assist you in running the event using your rota. If you have for example 8 refs on your available list for 4 pitches, then the best scenario would be to split them into two groups of 4 and use them on a 1 week on, 1 week o� set up.

It is important to ALWAYS have options when creating your weekly rota. It is not uncommon for a referee to pull out a few hours before the event kicks o�. Ensure that you have all contact details to hand and that you have recruited enough referees to cover emergencies.

EQUIPMENTYour equipment as listed over the page is vital to not only run an e�cient event but to the overall professional look of the night. Do not leave preparing for your next event until the last minute as this will cause you problems.

For Example:a) If you need more footballs, it will take at least three to four days for them to be delivered to youb) Forgetting to air your bibs will result in very negative comments from teams who need to use themc) If your banner gets wet at the event, please dry it out when you get home. The shelf life of a banner is shortened if not looked after properly.d) Your First Aid Stocks should ALWAYS be complete. Ice pack, bandages and wipes are an integral part of your kit. These items will take at least 1 week to be replenished. No dirty or used kit is acceptable - throw it away.

STEWARDS/BALLBOYSIf your event has stewards then follow the similar process to that used for booking referees.

PERSONNEL DEPT01273 377262

[email protected]

MATCH NIGHT COMMUNICATIONS

You will need a fully charged mobile phone when you are running an event. There are a number of important contacts that must be logged into your phone. Refs, Stewards and your Powerplay contact is vital, also the venue reception as they may be responsible for �rst aid cover or ambulance access may be needed.

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Section 2 - Guidence notes

DURING THE EVENT

EQUIPMENTYou should always ensure that you have enough equipment for the night:

- BANNER This should be clean and attached securely to the fence, this is a major part of the branding

- UNIFORM You will be provided with a summer and winter jacket. This MUST be worn at all times

- TABLE & COVER Required on all occasions especially trophy night used with the branded table cover

- NOTICEBOARD Showing, results from previous week, updated �xtures and tables. Secured to fence near banner

- FIRST AID KIT You are responsible for all stocks and replenishment

- FIRST AID SIGN It is vital that this is available to view as this shows who to contact in an injury or emergency

- TROPHIES These should delivered to you before the end of the season and on display for the last game

- FOOTBALLS Make sure you have enough, 3 balls per pitch is the minimum requirement

- VALVE & PUMP You will need to pump balls up, don’t get caught short at the event with just �at balls

- BIBS These will need to be clean and enough available for 1 team per pitch minimum

- MOBILE PHONE Fully charged and with all vital contact numbers logged in

- PAPERWORK This includes all forms for all eventualities

Your event branding and equipment represents not only Powerplay as a company but also YOU as a manager. It is therefore vital that you take pride in how your event looks as seriously as we do.

UNIFORMIt is important that all event sta� wear the appropriate uniform. The Event Manager needs to be easily recognisable for teams who wish to pay fees or for general assistance. Referees must wear correct uniform as normally worn in 11-a-side, jeans or casual dress is not permitted. By wearing black they will gain the initial respect of the teams.

REFEREESReferees should be booked and issued with a 7-week shift rota at the beginning of each season. At the end of each nightyour referees get paid cash from the night’s takings, but ONLY upon receipt of legible match results and disciplinary information.

When paying referees, be descreet. Pay refs in private out of sight of the teams in a respectful way. You are handing over the teams match fees remember. Referees must provide their full names and sign for their wages on the �nancial sheet.

TEAM MATCH FEESTeams will usually be required to pay on the night for their matches. You should collect the �gure shown in the ‘Fees Due’ column. The amount received must be written down in front of the team captain who will counter-sign agains the �gure.

Signatures are vital as this is proof of payment, teams will dispute the amount paid after a game and with a signature we are in a position to provide evidence.

Highlight the teams that occasionally dispute the amount that they have paid. NEVER leave your clipboard unattended even when you are away from your desk.

Players have been known to sign and record a fake payment in the Manager’s absence.


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