Proposal    

Adult  Softball  Tournament  

     

Prepared  For  The  City  of  Wilmington,  NC  

 Prepared  By  

Sarah  E.  Chambers  North  Carolina  State  

University      

     Table  of  Contents              PURPOSE  .................................................................................................................................................................  3  

EVENT  DETAILS  ....................................................................................................................................................  3  

BENEFITS  ................................................................................................................................................................  3  

EVENT  MANAGEMENT  SUMMARY  ...................................................................................................................  4  

LEADING  UP  TO  THE  EVENT  ....................................................................................................................................................  4  

DAY  OF  EVENT  ...........................................................................................................................................................................  5  

ALCOHOL  CONTROL  ..................................................................................................................................................................  5  

CONCLUSION  ..........................................................................................................................................................  6  

SUPPLEMENTS  .......................................................................................................................................................  7  

REFERENCES  ..........................................................................................................................................................  9  

IMAGE  SOURCES  ....................................................................................................................................................  9  

 

             

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Purpose    The  purpose  of  the  proposed  event  is  to  provide  Wilmington  community  members  an  opportunity  host  an  event  promoting  fun,  teamwork,  and  healthy  competition.  Together  with  our  sponsor,  Budweiser,  we  will  proudly  host  the  First  Annual  Wilmington  Adult  Softball  Tournament.    

Event  Details    Proposed  Event   Wilmington  Adult  Softball  Tournament  Organizers   Wilmington  Parks  &  Recreations  Date  &  Time   April  2015  (Exact  dates  and  times  TBA)  Duration   3  Days  Venue   Legion  Stadium  Sport  Complex  

Benefits    Several  benefits  occur  when  cities  decide  to  host  events.  The  most  measurable  of  those  are  economics.  Revenue  is  brought  in  to  the  host  organization  through  registration  fees,  concessions,  and  merchandise  sales.  Additionally,  the  local  economy  gains  from  the  tournament  as  well.    For  example,  figures  released  after  the  Senior  Softball  Fall  Tournament  in  Bullhead  City,  AZ,  showed  great  economic  gain  for  the  city  and  local  businesses.  The  tournament  hosted  an  estimated  1,680  people  with  54  teams.  The  visitors  brought  in  an  assessed  $200,437  through  lodging,  shopping,  entertainment,  restaurants,  and  gas  purchases  from  local  businesses.  The  city  itself  netted  close  to  $8,000  from  registration  fees  and  sponsors  (after  expenditures  on  shirts,  koozies,  staffing,  equipment,  and  field  prep  costs).  Even  the  expenses,  kept  money  local,  ordering  merchandise  from  local  businesses  and  hiring  staff  for  the  event  locally  (Young,  2013).          However,  there  are  more  benefits  than  purely  monetary  ones:    

• Brings  together  members  of  the  Wilmington  community.  • Introduces  non-­‐Wilmington  residents  to  the  area,  leading  to  possible  return  visits.  • Creates  healthy  competition  surrounding  a  physical  activity,  which  helps  to  promote  

exercise  and  general  well  being.    • Softball  helps  to  improve  hand-­‐eye  coordination,  strengthens  upper  body  muscles,  

and  is  a  cardiovascular  activity  (Toffelmire,  2014).  

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• Potential  to  create  a  long-­‐term  opportunity  through  a  season  long  softball  league  (in  addition  to  a  single  day  event).  

• Promotes  teamwork.  • Provides  a  chance  to  work  with  one  of  our  sponsors  

Event  Management  Summary    In  order  to  maintain  a  safe  and  enjoyable  environment  for  our  participants  and  spectators,  a  management  plan  has  been  put  into  place.  A  checklist  of  procedures  exists  in  order  to  make  the  event  run  as  smoothly  as  possible.  This  checklist  includes  items  leading  up  to  the  event  as  well  as  day  of  procedures.        

Leading  Up  to  the  Event    

• Participants  will  register  their  team  and  pay  registration  fees  before  a  specified  date.  Teams  registered  after  said  date  will  be  charged  an  additional  fee.  No  teams  will  be  permitted  to  register  2  weeks  out  from  the  event  date.    

• When  a  team  registers  we  will  provide  them  with  paperwork  that  must  be  completed  and  signed  by  all  team  members  on  their  roster  (which  must  be  submitted  to  us  no  later  than  1  week  prior).  These  papers  will  include:  

o Agreement  to  Participate  and  Liability  Waiver  (“City  League  Liability  Waiver  Policy  and  Procedure,”  2011)    

o Tournament  Rules  &  Regulations  (which  includes  repercussions  for  breaking  tournament  rules)  (“Adult  Softball  Rules,”  2013).    

o A  signed  statement  acknowledging  that  participants  must  be  at  least  18  years  of  age.      

• A  comprehensive  Crisis  Management  Plan  (CMP)  will  be  put  into  place,  “addressing  major  crisis  risks  ranging  from  fires,  bleacher  collapses,  bomb  threats,  criminal  activity,  (and)  violent  acts”  (Cotton  &  Wolohan,  2010,  p.  325).  Additionally,  environmental  crises  plans  in  regards  to  events  such  as  hurricanes  and  floods  will  also  be  addressed  in  the  CMP.  All  officials  and  staff  members  will  be  knowledgeable  of  these  procedures.    

• Procedures  concerning  inclement  weather  (rain  and  lightening)  will  also  be  predetermined.  We  will  have  set  guidelines  as  to  when  it  is  necessary  to  delay,  reschedule,  or  even  cancel  events.  All  officials  and  staff  members  will  be  knowledgeable  of  these  procedures.    

• Umpires  hired  for  the  event  will  be  trained  and  have  all  proper  certifications  through  the  Amateur  Softball  Association  of  America  (ASA)  (“ASA  Umpire  Program,”  2014).  

• Trained  and  competent  staff  members  will  be  on  hand  to  help  carry  out  tournament  policies.  

• Uniformed  law  enforcement  from  the  Wilmington  Police  Department  will  be  on  hand  and  visible  throughout  the  tournament.  These  officers  will  be  able  to  handle  

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crowd  control  as  well  as,  “arrest  intoxicated  or  unruly  individuals”  if  necessary  (Cotton  &  Wolohan,  2010,  p.  339).      

• All  accesses  to  the  venue  will  be  checked  to  insure  compliance  for  those  with  special  needs.    

• Sponsorship  contracts  will  be  in  place  to  clearly  define  what  is  expected  from  all  parties.  This  includes,  but  is  not  limited  to  signage,  marketing  material  to  be  used,  fees  associated,  exclusivity,  as  well  as  a  terms  and  cancellation  clause  (Cotton  &  Wolohan,  2010,  p.  397-­‐399).    

•  Contracts  with  Budweiser  will  also  spell  out  all  liabilities  and  the  responsible  party  along  with  who  will  attain  the  necessary  licenses  and  permits.    

• An  insurance  policy  with,  “a  minimum  of  one  million/two  million  ($1,000,000  /$2,000,000)  dollars  that  lists  the  City  as  an  additional  insured”  will  be  in  place,  per  guidelines  of  the  venue  (“Agreement  &  Park  Policies,”  2014,  p.  3).  

   

Day  of  Event    

• Check  infield,  outfield,  dugouts,  and  equipment  to  guarantee  safety  for  participants.  • Check  stands,  facilities,  and  parking  lots,  for  safety  of  participants  and  spectators.  • Check  that  proper  lighting  is  in  place  for  the  fields,  stands,  and  facilities  once  dark.  • Have  qualified  EMS  and  trainers  on  site  equipped  for  all  possible  injuries  (including  

knowing  signs  of  concussions  and  how  to  properly  react).  Additionally,  have  all  proper  medical  equipment  &  ice  available.  

• Provide  shaded  areas  for  participants  and  spectators.  • Signs  posted  stating  that  we  are  not  responsible  for  injuries,  theft,  or  damages.  

   

Alcohol  Control    

• A  staffing  agency  who  specializing  in  working  events  with  alcohol,  will  be  in  charge  (and  liable)  for:  

o Checking  IDs  o Providing  wristbands  to  individuals  over  21  o Serving  alcohol  to  only  those  with  the  appropriate  wristbands  

• Enforcement  officers  will  be  in  attendance.      • All  drinks  will  be  served  in  plastic  cups  or  aluminum  cans,  eliminating  risks  

associated  with  glass.  • Alcohol  will  only  be  permitted  in  determined  areas.  

o “Beer  Gardens”  are  where  all  alcohol  sales  will  be  conducted.    o No  alcohol  will  be  permitted  on  the  field  or  in  the  dugout  (by  regulation  of  

the  venue).  o A  Family  Zone  will  be  available  for  families  wishing  to  have  a  separate  area  

away  from  alcohol  (no  alcohol  will  be  permitted  in  these  sections)  (“Agreement  &  Park  Policies,”  2014,  p.  3).  

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• No  alcohol  will  be  served  after  the  6th  inning  of  the  final  scheduled  game  of  the  day.  • Players  will  have  signed  waivers  indicating  they  acknowledge  that  alcohol  will  be  

available  on  the  premises  and  what  the  associated  risks  of  drinking  and  participating  in  physical  activities  are.  Additionally  the  waiver  will  state  the  risks  involved  while  participating  with  others  who  might  be  under  the  influence  of  alcohol  although  they  themselves  may  refrain  from  doing  so.  The  signed  waiver  indicates  all  the  possible  alcohol  and  non-­‐alcohol  related  risks  associated  with  the  event  and  specifies  that  we  are  not  liable.    

• We  will  have  water  available  for  purchase  as  well  as  water  coolers  available  for  participants.  

• Local  food  trucks/restaurants  will  be  on  site  with  food  available  for  purchase.  • There  will  be  signs  indicating  that  alcohol  is  not  permitted  beyond  certain  points,  

creating  event  perimeters.  • No  coolers  permitted  (no  BYOB)  –  signage  will  be  posted  day  of  event  and  will  have  

been  mentioned  on  all  marketing  material.  • Cab  vouchers  for  Lett’s  Taxi  will  be  available  on  location  of  additional  sponsors  the  

two  weeks  prior  to  the  event  (or  until  they  run  out).  The  vouchers  will  only  be  valid  to  and  from  Legion  Stadium  Complex  and  will  be  valued  up  to  $20.  Additionally,  a  “cab  call”  will  be  in  place  at  the  end  of  scheduled  events  for  the  day.  The  will  be  no  cost  or  risk  of  towing  for  vehicles  left  overnight  during  the  event  weekend.      

Conclusion    The  City  of  Wilmington  excels  in  handling  similar  events  on  a  regular  basis  with  great  success.  We  have  no  reason  to  believe  that  the  First  Annual  Wilmington  Adult  Softball  Tournament  would  be  any  less  of  a  success.  With  a  proper  management  plan  in  place  and  with  many  great  benefits  to  the  local  economy,  the  community,  and  the  city,  the  event  will  be  a  great  addition  to  our  town.      It  would  be  with  great  appreciation  if  the  city  were  to  consider  our  proposal.  Please  contact  Sarah  E.  Chambers  with  any  additional  questions.  She  can  be  reached  by  e-­‐mail  at  sechambe@ncsu.edu  or  by  phone  at  (910)  555-­‐5555.                          

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Supplements                                                      Venue  -­‐  Buck  Hardee  Field  at  Legion  Stadium  Complex,  home  to  the  Wilmington  Sharks.  Family  Zone  Seating  –  Far  left  General  Admission  (opposite  of  the  Beer  Garden)          

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   Sponsor  logo  to  be  included  on  all  marketing/promotional  material          

         

           

 Merchandise  Mock-­‐Ups  (Location  &  dates  on  back  of    shirts)    

 

 

   

   Signage  to  be  posted  at  event  

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References    

Adult Softball Rules. (2013). Phoenix: Parks and Recreation Department.

Agreement & Park Policies. (2014). Wilmington, NC.

ASA Umpire Program. (2014). Amateur Softball Association of American. Retrieved June 20, 2014, from http://www.asasoftball.com/umpires/

City League Liability Waiver Policy and Procedure. (2011). Las Vegas: Department of Parks, Recreations and Neighborhood Services.

Cotton, D. J., & Wolohan, J. T. (2010). Law for Recreation and Sport Managers. (G. Botsford, Ed.) (5th ed., pp. 1–724). Dubuque: Kendall Hunt Publishing Company.

Toffelmire, A. (2014). Nutrition and Fitness: Thinking of trying softball? C-Health. Retrieved June 21, 2014, from http://chealth.canoe.ca/channel_section_details.asp?text_id=4356&channel_id=44&relation_id=24638

Young, N. (2013, December 5). City Details Economic Benefits From Hosting Softball Tournament. The Daily News, p. 1. Bullhead City. Retrieved from http://www.mohavedailynews.com/news/local/city-details-economic-benefits-from-hosting-softball-tournament/article_aeb061f6-ca66-567a-ac4f-0d203980aef6.html

Image  Sources      http://agsafastpitch.com/wp-­‐content/uploads/2012/03/softball_field.jpg    http://www.pageresource.com/wallpapers/wallpaper/view-­‐large-­‐ethics-­‐amp-­‐social-­‐responsibility-­‐budweiser-­‐the-­‐beer_215542.jpg    https://img1.etsystatic.com/016/1/6689478/il_340x270.434496767_hi2e.jpg    http://i.tfcdn.com/img2/Ly5lUlEABcFLCoAgEADQ6DzhjOEnWrRsFV1BREQNpSFnUbfvvXHaj80T-­‐SfWITPTClBakiJy_zp7LkGEuwHOChAWo9BaBaU6bfE9hTaIKK2WrsasxUXpBw**/fvUG-­‐v8A.B    http://www.cafepress.com/+funny-­‐softball-­‐sayings+gifts    http://www.wilmingtonsharks.com/stadium/about