Event Proposal

Length: 1535 words

On the 14th December 2010, Trinity University Foundation degree students will be hosting a Multi-skills activity event, for children from Schools in the local community. The event being proposed is a multi- skills event, which has been organised by a group of 6 undergraduate students who are currently studying in, “Supporting Learning: Physical Education and Health”. The group have joined together to plan a multi-skills activity event, aimed at Primary School children in years 5 and 6. The team believed a multi- skills event would be appropriate for children of this age.

In addition, a multi-skills event offers many more beneficial factors than other types of events. Multi-skills activities enhance a Child’s balance, co-ordination, agility, body awareness, endurance and strength. The motives for the event are to promote physical activity, to promote Healthy lifestyles and to promote community cohesion in sport and physical activity, towards young people. The groups aim target is “To provide enjoyment and the opportunity for pupils’ to interact with each other through a multi-skills approach to physical activity.

Children from three different schools will be attending the event. The group believed that as part of the aim; community cohesion, promoting team work between the three different schools is important. The group therefore decided to mix the teams of the three different schools. Physical activity events aid in promoting and encouraging children to actively take part in physical activities both in school and out. Governments have often aided event organisers in physical activity to help promote sports towards children, specifically, unhealthy children.

That is why it is important that children receive the Schools Sports Trust PESSYP strategy. The strategy states that children need to achieve at least 5 hours of physical activity per week if they are to maintain a healthy and active lifestyle. When the children arrive on the day, they will be introduced to the team. They will then be given a brief walkthrough of the sports centre including toilets and fire exits. The children will then be split into four different groups. Each group will have a different colour.

The children will then take part in their first activity, which will be the warm up. The warm up will last around ten minutes. The warm up will involve an activity in which the children will have to compete with one another in order to gain points. In each group there will be a member of staff that will stay by the group for the whole of the event; the member of staff’s responsibility is to encourage the children as they make their way around the circuit. The member of staff will also be in charge of point collecting for their group.

During the event there will be opportunities for children to take a break, there will be 8 stations that have an activity each on them and 2 stations that are designated for breaks. The designated break stations are accompanied with fruit and drinks. If a child needs to go to the toilet at any point then they will be escorted by a member of staff. Once the children have completed all of the multi-skills activities they will be asked to rejoin their groups and wait while the scores are tallied.

The scores will then be announced and the winning team will be rewarded with certificates. A “child friendly” questionnaire will then follow; this will help when evaluating the event. Considerations of ethics have been discussed thoroughly. The possibility of any child with a Special Education Need will be given extra support that will be needed if necessary. In addition to extra support from the team, any child with an SEN will be likely to have support from a member of staff from the schools that are attending.

If this is not the case then the group will ask for support from the school staff. As a group we designed a risk assessment which covers all of the hazard aspects, including; equipment, large numbers of people, CRB, new staff, activities, venue, weather, wet shoes, lighting and doors. While screening the event, the group looked at different ways of organising our time together. At first the group specified on a Gantt chart. A Gantt chart specific to event management looks at stages of an event and shows what stage must be achieved before progressing onto the next stage.

Gantt charts are commonly used in major and large event organisations. After deciding a Gantt chart wasn’t the way forward, the group decided to look at SMART targets. SMART, stands for Specific, Measurable, Agreed, Realistic and Timed. As a group we felt that this would be more benificial with our event. Specific – The event is a specific multi-skills event for young children in years 5 and 6. The team have been given specific roles co-hering with their current proffessions, each team member is aware of their role and of their target audience.

Measurable – the group is aware of how many children will be attending and how many staff will also be attending and accounting for likely abcenses. Agreed – The team have agreed among themselves of all aspects of the event, from what activities should be held to how long they should last, along with who should lead the activities and who should accompany a child with SEN. Realistic – The team believe that their aims and objectives are realistic and can be achieved. The timetable for the event is set out clearly, offering enough time for any variables or anomaly’s.

Prior to arrival, the team will set up all the circuits and any resources or equipment that may be used. Once the children have entered the building the team will escort them to the hall. The team will then go through some basic safety checks of the hall and the building lasting around 5-10 minutes. Following the safety talk, the pupils’ will be given a warm up, which will last around ten minutes, after the warm up the children will be split into mixed groups. The children will then move onto the activities working their way around the 8 circuits.

This is expected to last around forty minutes with a ten minute break period in-between. At the end of the circuit the scores are to be added up, the children will be given questionnaires while the scores are being tallied. The winners will then be announced and each member of that team will be awarded with a certificate. When planning this event, extensive research was carried out in dealing with key aspects of hosting an event. To maximise efficiency for the limited time the group had together, we believed that responsibilities should be shared evenly and impartially.

The group decided on the main factors such as what kind of event should be held but smaller decisions were split into individual or smaller group responsibilities. Responsibilities included; what activities should be held, arranging the timetable for the event, organising the children into groups, promoting the event, finance and the risk assessment, along with the specific roles of each member of staff during the event. The event was advertised across local schools through different methods. Methods included E-mails and telephone calls to Physical Education Co-ordinators.

Letters and Posters were also sent around local schools advertising the event and emphasising that the event was free with no cost what so ever. Meetings were then arranged once schools were interested in taking part. There are many different primary and secondary motives for holding this event, motives that are social, personal, organisational and physiological. Personal reasons for hosting the event include seeking new experience, learning different methods of working with children in a new setting, working with new children.

Social reasons include the interaction with other members of staff. Organisational motives are to have an organisational presence, and educational reasons. Physiological reasons include any physical challenges that may occur and promoting physical activity towards children. The group viewed all of the primary and secondary motives for holding this event and developed a plan of action. The plan of action would cover the funding, concept/ethos, feasibility, objectives, planning and evaluation feedback.

The team looked at the event marketing and took in to account of the four P’s of marketing; Promotion, Place, Price and Product (McCarthy and Perreault). Promotion – The methods of promotion that were used included; leaflets, flyers, E-mails and meetings. Place – Promotion of the event was advertised to local schools, the group believed local schools would be more likely to attend if they wouldn’t have to pay for expenses such as coaches and mini-buses. Price – This event is free of cost for schools and is a non profitable event.

Product – The product itself is the event and the event organisers who have their individual expertise, each adding to the benefit of the children. On the day of the event we hope things go according to plan but the team is prepared for any complications that may arise. Given the recent weather conditions, the risk assessment has been checked carefully to make sure no mistakes were made and nothing was left out. As a team we hope this event is to be successful and that our aim of benefiting and promoting physical activity towards young children through different communities is met.

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