Cross “Par” Soccer Golf

Invitational

Erin Marciszewski

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Table of Contents

Section Page Number

Title Page 1

Table of Contents 2

12-Month Planning Timeline 3

Event Experience 4-5

Key Stakeholders 5

Venue Information 5-6

Feasibility Study 6

SWOT Analysis 6

Mission Statement 7

Goals and Objectives 7

Organizational Staffing Chart 8

Staff and Volunteers 8

Registration Process 8

Event Experience 9-10

Operational Logistics of the Event 10-12

Risk Management 12

Integrated Marketing/Promotion 12-13

Sponsorship Plan 13

Income and Expense Sheet/ Budget 14-15

References 15

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12-Month Planning Timetable

Month Necessary Actions Performed

September 2023 Book the venue (Carroll Park Golf Park)

October 2023 Hire higher ups and managers/directors

November 2023 Hire staff and volunteers

December 2023 Hire emergency aid that will work the

event

January 2024 Book the band that will perform at the

event, secure sponsor for the event

February 2024 Hire a caterer that will provide food and

drinks

March 2024 Book the equipment rental for the event

(tables, chairs, etc)

April 2024 Start marketing the event on social media

May 2024 Order decorations and signs and t-shirts

and needed equipment

June 202 Staff meeting for all staff and volunteers

July 2024 Market the event to local soccer teams

and the community

August 2024 Opening registration online

September 2024 Close registration 1 week before, final

organization and planning play times.

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Event Experience
● Dimensions of experience
○ Conative: taking pictures at the event in front of the course or a backdrop.
○ Cognitive: will remember the music from the band playing and the pictures
they took.
○ Affective: competing against friends, family, teammates, etc, will create
emotions that will create a memorable and fun experience for participants.
● Experience economy dimensions
○ Active participation: participating in/ playing soccer golf.
○ Passive participation: listening to the music acts perform.
● Connection
○ Absorption: standing in front of the stage listening to the band play or
watching friends and family play soccer golf.
○ Immersion: bright colors from decoration (balloons, signs, etc), music
playing, sounds of talking and laughter, food and drinks, participating
in/playing soccer golf.
● Realms of experience
○ Entertainment experiences: Live stream the band playing or the
tournament so people that couldn't make it to the event can still
experience it.
○ Educational experiences : music, arts and crafts for kids, and opportunities
to learn about the city.
○ Escapist experiences: actually physically participating in soccer golf
○ Aesthetic experiences: music/concert with food and decorations
● Theming through cues
○ Logos: Carroll Park Golf Course logo, Angelo’s Soccer Corner logo, and
the charity the fundraiser is for.
○ Flags
○ Color schemes: colors matching Carroll park golf course’s colors, angelo’s
soccer corner’s colors, and the charity’s colors
○ Displays: displays for the t-shirt advertisement, donations for the charity,
display for the golf course, display advertising different youth soccer
teams.
○ Memorabilia: event t-shirts available for purchase to commemorate the
event
● Liminal events
○ Sense of celebration: fundraiser event for a charity, positive and happy
atmosphere
● Engaging senses: sound of music and laughter, smell of food, seeing the
decorations, tasting the food and drinks.

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 ● Social interaction: interactions between participants (kids, parents, teams,
families)
● Co-creating experiences; before the planning process, send a survey to the
community to determine what types of activities they would like to participate in at
the event.
● Creating meaning: make the event memorable and unique. Connect the event to
the organization’s mission. Incorporate a fundraising opportunity for a charity or
cause that is relevant in the community.

Key Stakeholders
● Staff: event staff, golf course staff, Angelo’s Soccer Corner staff, EMS staff,
charity staff, catering staff, security staff.
● Volunteers: volunteers will act as security, they will give directions/ direct people,
● Participants: local youth soccer teams, familys, coaches, community members
● Sponsors: Angelo’s Soccer Corner, fundraising opportunity for a local charity

Venue Information
Date of event: September 7, 2024
Back up date: September 14, 2024
Chamber of commerce: https://mdchamber.org/
Convention Bureau: https://www.conventionbureaus.com/state/maryland/
Tourism: https://www.visitmaryland.org/
Coinciding events: N/A

● Location: Baltimore MD, Carroll Park Golf Course

2100 Washington Blvd.
Baltimore, MD 21230
● Contact person: info@classic5golf.com
Vondel Hamilton: Operations Manager
Nate Edwards: Superintendent

● Size of event: roughly 200 participants/attendants

● Will need the help of Baltimore City or County police for parking management as
well as security.

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Feasibility Study
Putting on this Soccer Golf event is feasible to put on and run. The main things to
consider are staff/volunteers, booking the caterer, band, and equipment rental, as well
as securing a sponsor and finding a charity to host a fundraiser for as an ancillary event.
Without the staff and volunteers, the event won't be possible or feasible, there would be
no one to work or run the event. The cost and the budget are important factors to
consider in a feasibility study as well. With the sponsors and partnership with the golf
course, this event is financially feasible. The planning and organization of this event is
vital to its success.

SWOT Analysis

Internal Strengths Internal Weaknesses

Strong business plan Heavily relying on volunteers
Quality facility Area of Event

External Opportunities External Threats

Large amount of local soccer teams Other events taking business
for potential participation
Lots of local businesses for Bad weather
sponsorships and donations

Mission Statement
To conduct a community soccer golf tournament that raises money for local charity or
organizations while being a welcoming environment for families to interact with their
community.

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Goals and Objectives
SMART Goal
● Create and run an event that makes a profit of over $2,000 while having more
than 100 participants.
Objectives
● Registration
○ Ensure that all participants that have checked in upon arrival to receive
their “tee time” information.
● Participation
○ Market the event well to acquire as many participants as possible.
● Sponsors
○ Secure a sponsor for the event.
● Donations
○ Receive as many donations from local businesses as possible.
● Ancillary events
○ Provide ancillary events to make the event memorable and unique.

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Organizational Chart of the Event Staff

Event Director

Marketing Operations Financial

Coordinator coordinator Coordination

Social Media Grounds Crew Sponsorship

Marketer Manager

Director of
Entertainment

Staff and Volunteers

The event will require about 20-25 volunteers. It is vital to properly train your volunteers
prior to the event so they can effectively and efficiently perform their assigned tasks and
jobs. If volunteers are not trained or trained properly, they will be unsure about what to
do in their positions on the day of the event and could create a bad experience for
participants and patrons.

Registration Process
Registration will be done online. The registration link and form will be sent out and open
from August-September. When registering, all participants will be required to complete
and fill out a waiver that they assume all risks and liabilities associated with participation
in soccer golf. There will be a check in table in the front of the facility so people can
check in and receive their “tee time” information.

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Operationalized Event Experience
● Dimensions of experience
○ Conative: taking pictures at the event in front of the course or a backdrop.
Order, receive, and set up the backdrop needed.
○ Cognitive: will remember the music from the band playing and the pictures
they took. Set up for the band and ensure that sound equipment is
working properly.
○ Affective: competing against friends, family, teammates, etc, will create
emotions that will create a memorable and fun experience for participants.
● Experience economy dimensions
○ Active participation: participating in/ playing soccer golf.
○ Passive participation: listening to the music acts perform.
● Connection
○ Absorption: standing in front of the stage listening to the band play or
watching friends and family play soccer golf.
○ Immersion: bright colors from decoration (balloons, signs, etc), music
playing, sounds of talking and laughter, food and drinks, participating
in/playing soccer golf. Order all decorations and book and rentals such as
band and catering company.
● Realms of experience
○ Entertainment experiences: Live stream the band playing or the
tournament so people that couldn't make it to the event can still
experience it. Have someone with technical knowledge of live streams that
can make this possible.
○ Educational experiences : music, arts and crafts for kids, and opportunities
to learn about the city. Have signs, tables, and displays for these activities.
○ Escapist experiences: actually physically participating in soccer golf
○ Aesthetic experiences: music/concert with food and decorations
● Theming through cues
○ Logos: Carroll Park Golf Course logo, Angelo’s Soccer Corner logo, and
the charity the fundraiser is for.
○ Flags
○ Color schemes: colors matching Carroll park golf course’s colors, angelo’s
soccer corner’s colors, and the charity’s colors
○ Displays: displays for the t-shirt advertisement, donations for the charity,
display for the golf course, display advertising different youth soccer
teams.
○ Memorabilia: event t-shirts available for purchase to commemorate the
event. Design and order the t-shirts. Have a sign for the table selling them.
● Liminal events

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 ○ Sense of celebration: fundraiser event for a charity, positive and happy
atmosphere
● Engaging senses: sound of music and laughter, smell of food, seeing the
decorations, tasting the food and drinks.
● Social interaction: interactions between participants (kids, parents, teams,
families)
● Co-creating experiences; before the planning process, send a survey to the
community to determine what types of activities they would like to participate in at
the event.
● Creating meaning: make the event memorable and unique. Connect the event to
the organization’s mission. Incorporate a fundraising opportunity for a charity or
cause that is relevant in the community.

Operational Logistics
Day of Event Operational Timeline/Run List
9:30am: staff and volunteers arrive to begin setting up and prepping, brief meeting for
last minute details
10:00am: caterer, band, and table/chair rental crews arrive to set up
11:00am: All set up and preparation is complete
11:30am: participants begin to arrive and check in to enjoy the activities prior to their tee
time
12:00pm: first tee time, tee times every 15 minutes until 3:00pm
3:00pm: last tee time
3:30pm: band begins to play
4:30pm: event ends
5:00pm: once everyone leaves the event, tear down and clean up begins
6:00pm: everything is gone, staff and volunteers leave

Contingency plan
If something goes wrong during the event, the plan will be reworked to make the event
still enjoyable and run smoothly. If the schedule of tee times gets messed up or if
someone misses their, they can be worked into the schedule or the schedule can be
reworked. If something goes wrong with the audio equipment for the band/music, there
will be extra equipment or speakers for music to be played instead of the band. In case
of bad weather or the event having to be postponed, there is a backup date in place.
The event will take place on September 14, 2024 in this case. All activities and rentals
will still happen and be available for use on this secondary day.

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Volunteers and Staff
There will be 8 areas of staffing with 15 core staff members. (1 event director, 1
marketing coordinator, 1 operations coordinator, 1 financial coordinator, 2 social media
marketers, 1 sponsorship coordinator, 1 director of entertainment, and 7 grounds crew
staff members). Other than the ground crew staff, the volunteers will be doing the more
hands-on work during the event. There will be needs for roughly 20-25 volunteers. Their
roles will include greeters, set up and tear down, giving directions, crown control, and
general information guides.

Registration
Registration will be done online. The registration link and form will be sent out and open
from August-September. When registering, all participants will be required to complete
and fill out a waiver that they assume all risks and liabilities associated with participation
in soccer golf. There will be a check in table in the front of the facility so people can
check in and receive their “tee time” information. There are different fees associated
with different sized groups. There is a fee for individual registration, group registration,
and team registration.

Food and Beverage

Food and beverage will be provided by a catering company and cost is included in the
registration fee. There will be foods such as salad, sandwiches, fruit and vegetables,
sides such as mac and cheese, coleslaw, bread, etc. this is a non-alcoholic event due to
the target audience of children.

Waste Management/Custodial Staff

Waste management and custodial duties will be done by the golf course staff as well as
the grounds crew. They will frequently take trash out, pick up trash, and keep the event
clean and professional looking.

Sound Needs
With the band/live music that will occur at this event, an audio/sound system will be
needed. The Band themselves will provide this and bring it with them to the event.
There will be electrical access for this. This can be done by using extension cords if
there is no outlet nearby. There will be megaphones available if staff needs to announce
something to the crown or in the case of an emergency.

Signage

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There will be various large and clearly visible signs addressing different displays, tables,
directions, and locations of events and activities. There will be signs at the food, check
in, bathrooms, parking etc.

Risk Management
● Waivers: each participant will be required to sign a waiver during online
registration to assume all risks that are associated with participation in soccer
golf.
● Insurance: Accidental medical and general liability insurance are the most
important types of insurance to have for this event. Accidental medical insurance
covers the medical expenses incurred as a result of an injury while participating
in an insured activity. General liability insurance covers professional and
commercial risks.
● Emergency action plan: If an emergency occurs at this event, there will be
security and security there to assist. All staff and volunteers will have walkie-
talkies to communicate with each other. The possibility of an emergency and
emergency plans will be covered in the meetings and training of staff and
volunteers prior to the event. In terms of first aid kits and AEDs, there will be
EMS on site that can assist if needed. There is clear access to a hospital from
the golf course this event is taking place at. There will be an ambulance on site
with the EMS that can transport patrons to the hospital.

Integrated Marketing
Marketing plan
This event, a soccer golf “tournament” will be primarily targeted towards local
youth soccer teams and players. This will include boys and girls ages 5-18 and
families entirely. The event will be open to all ages and abilities/talent levels. The
area that these participants will be pulled from are Baltimore City and Baltimore
County for the most part. Individuals will be paired with other individuals to play
as a group. Groups that register together will play together and teams that
register as so will also play together. Groupings will be organized 1 week prior to
the day of the event. When participants check in at the venue, they will receive
their “tee time”. Each group for different tee times will have different colored balls
to differentiate from other groups. Individual registration will cost $25, group
registration 4-7 people will be $125 total, and entire teams will be $300 total. The
event will be held at Carroll Park Golf Course in Baltimore Maryland. This is a

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great location because there are various youth soccer teams in the area that can
participate. Maryland in general has dozens of clubs and teams that the event
can market to for participation. There are also dozens of businesses that could
be potential sponsors and support the event.

Promotion
When promoting and marketing this event, the best ways are by social media marketing
and reaching out directly to clubs, teams, and coaches. Paid promotions on social
media are important to get the word out to our specific audience. Reaching out to clubs,
teams, and coaches directly is a more personal invitation and creates a relationship with
these organizations and people. Posting flyers around the area at different
establishments will also get the word out to the community and general audiences. The
goal is to have as many as possible to become aware of this event and all the benefits
and the uniqueness of it. There are not many events of this type that occur in the area
so it could potentially pull a lot of people.

Sponsorship Plan
There will be different tiers of sponsorship available for sponsors to choose from if they
want to sponsor the event. The different tiers of sponsorship correlate with the amount
of money donated and the benefits they will receive in return.

Gold Level $500 Name on t-shirt, recognition on banner and

website

Silver Level $250 Recognition on banner and website

Bronze Level $100 Recognition on website

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Income & Expense Sheet/Budget

Revenue
Registration fees $4,200

Sponsor fees $1,500

T-shirt sales $1,200

Donations $2,000

Total Revenue $8,900

Expenses
EMS services $250

Caterer/food $800

Table/chair rental $300

Band fees $500

Signs & decorations $200

Venue fees $1,200

T-shirt- volunteers $200

T-shirts- for sale $350

Total Expenses $3,800

Profit $5,100

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 Donation to $2,500
Charity
Net Profit $2,600

References
Aicher, T. J., Newland, B., & Paule-Koba, A. (2019). Sport Facility and Event
Management, Second Edition.Burlington, MA: Jones & Bartlett Learning.

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