Global Master Plan

INTRODUCTION

Why do you need a master plan? A Master Plan will take you from where you are to where you want to and need to be. A Master Plan may be applied for global projects, events, activities or for a single project, event or activity. Master Plan is the key of preparation and smooth implementation of any projects / event / activity. Your own adaption of recommended features will mirror the objectives set, the goal to be achieved, the action to be undertaken to get there, a deadline by when the definition-500-63action needs to be undertaken and the responsible person to undertake the action.

COMPONENTS OF A MASTER PLAN

GOALS

A goal is a desired result envisioned, plans to be achieved, an organizational desired end-point in some sort of assumed development.

For example, a Continental Volleyball Confederation may set a goal to, in additional to Volleyball activities / events, develop Beach Volleyball activities / events in the Continental Volleyball Confederation`s territory and develop Beach Volleyball athletes by providing opportunities to take part in more continental Beach Volleyball activities / events.

master-plan-350-338OBJECTIVES

Every plan must have objectives to help focus efforts and resources so as to achieve success.

Strategic objectives focus on long-term goals and methods to get there. For example, a long term objective may be “to set a four-level / category continental Beach Volleyball event structure in the Continental Confederation`s territory in three years by involving sponsors / partners and organizing entities.

An operational objective is usually specific, short term, and assists achieving the long term goal. For example, an operational objective might be to develop terms and conditions of the Continental Tour and a Continental Championships / Final this year to launch these to potential sponsors / partners and organizing entities.

ACTIONS

Define specific actions that need to be undertaken to achieve the goals set by implementing the defined objectives. For example, a Continental Volleyball Confederation may set the following actions:
actions-500-292

DEADLINES

Specific deadlines of the actions to be undertaken need to be set in accordance with the timelines allocated for the long term and operational objectives. Actions and deadlines usually follow a specific order as result of one action may be linked to the progression with the following action. Therefore, the sequence of the actions and deadlines will need to be maintained which will also help to follow-up and to implement the required actions.

When setting specific deadlines, start with the timeline of the end-result and count backwards to make sure enough time is foreseen for each of the actions.

For example, Continental Volleyball Confederation willing to host a Continental Tour in 2013 might consider the following proposed deadlines for the actions:

 

ACTION

DEADLINE

START DATE END DATE

1

CONTINENTAL TOUR – TERMS & CONDITIONS

April 2012

July 2012

2

CONTINENTAL TOUR - CANDIDATURE FORMS

April 2012

July 2012

3

CONTINENTAL TOUR - CANDIDATURE PROCESS

July 2012

October 2012

4

CONTINENTAL TOUR - EVALUATE CANDIDATURES RECEIVED

October 2012

November 2012

5

CONTINENTAL TOUR - DEFINE ORGANIZERS

November 2012

December 2012

RESPONSIBLE PARTY

Another criteria that needs to be defined when developing a Master Plan, is the person/ entity responsible for each of the actions. As Master Plan serves as a global game plan for several entities specifying the responsible person/ entity for each action will give a clear understanding on who is doing what and will avoid overlapping responsibilities. Each person/ entity may then develop a related action plan with the specific timelines.

For example, a Continental Volleyball Confederation may define the responsibilities of the affiliated National Volleyball Federations and / or potential organizers to comply with the developed Master Plan and its deadlines:

 

ACTION

DEADLINE

 

RESPONSIBLE PARTY

START DATE END DATE

1

CONTINENTAL TOUR – TERMS & CONDITIONS

April 2012

July 2012

Confederation

2

CONTINENTAL TOUR - CANDIDATURE FORMS

April 2012

July 2012

Confederation

3

CONTINENTAL TOUR - CANDIDATURE PROCESS

July 2012

October 2012

NFs/ Promoters

4

CONTINENTAL TOUR - EVALUATE CANDIDATURES RECEIVED

October 2012

November 2012

Confederation

5

CONTINENTAL TOUR - DEFINE ORGANIZERS

November 2012

December 2012

Confederation

GENERAL MASTER PLAN OF A BEACH VOLLEYBALL EVENT / A BEACH VOLLEYBALL TOUR / CHAIN OF BEACH VOLLEYBALL EVENTS

In the below section we have developed topics, actions which are only recommended to be covered when setting up a Master Plan. The explanations of the points are very generic, and an adaption may be needed based on the unique project / event(s) in line with available features and resources.

Abbreviations are often used to set up a comprehensive user-friendly document. Avoid long explanations and feature information in a concise manner.

important-information-400-164If the Master Plan is developed by a Continental Volleyball Confederation, the perspective of that Continental Volleyball Confederation being responsible to sanction, for example, a Continental Tour or Beach Volleyball Continental Cup has to be maintained throughout the document. The sanctioning entity of the event will be responsible to develop most of the regulations, conditions and/ or format to be applied, as well as will specify the entities responsible for designated actions.

SAMPLE OF A MASTER PLAN AND FEATURED ACTIONS/ INFORMATION

ITEM OR DOCUMENT FORMS/
DOC
ACTION BY PRESENTED
TO
START
DATE
END
DATE

CANDIDATURE

1

Mailing of Terms and Conditions of the event/ events & Candidature Process (how to apply for the hosting of the events)

Terms and Conditions; application forms

Sanctioning entity

Entities Concerned

Minimum 1 year to 10 months before the event

upon request

2

Organizers’ Candidature

Code of the form to be submitted

Entity applying to organize an event (s)

Sanctioning entity

-1 year

- 6 months

3

Organizational Chart - organizational structure provided by the organizer

Code of the form to be submitted

Entity applying to organize an event (s)

Sanctioning entity

-1 year

- 6 months

4

General Questionnaire detailing hosting entity, location, dates and other important information about the event to be held

Code of the form to be submitted

Entity applying to organize an event (s)

Sanctioning entity

-1 year

- 6 months

5

Host TV Broadcaster Letter of Intent (if a TV Host broadcaster is being involved)

Code of the form to be submitted (if any)

Entity applying to organize an event (s)

Sanctioning entity

-1 year

- 6 months

6

Local Authorities Letter of Support

Code of the form to be submitted (if any)

Entity applying to organize an event (s)

Sanctioning entity

-1 year

- 6 months

7

Detailed lay-out of the stadium / venue / court
(dimensions in scale)

 

N/A

Entity applying to organize an event (s)

Sanctioning entity

-1 year

- 6 months

CALENDAR

1

Tentative Calendars of Beach Volleyball event (s)

 

Sanctioning entity

Parties concerned

-1 year

-8 months

2

Confirmed Calendar Beach Volleyball event (s)

 

Sanctioning entity

Parties concerned

- 1 year

-6 months

CONTRACTS

1

Sanctioning body – Organizer Agreement

Organizing Agreement

Sanctioning entity

Organizing Entity

-1 year

- 6 months

2

Host TV Broadcaster (in case a Host TV Broadcaster is involved in the event)

HTVB Agreement

HTVB TV Company concerned

Organizing Entity/ Sanctioning entity

-6 months

Prior to the event

3

Master Plan Checklist – allows the sanctioning entity and the organizing entity to be on the same page and follow up on the operational tasks` implementation

Master Plan Checklist (document or on-line)

Sanctioning entity

Organizing Entity

-6 months

-4 months

FINANCE

1

Payment of sanctioning fee (if any)

Invoice issued by the sanctioning entity

Organizing entity

Sanctioning entity

 

As per Organizer`s Agreement

2

Payment of organizational support funding (if any)

N/A

Sanctioning entity

Organizing entity

 

As per Organizer`s Agreement

3

Payment of fee / per diem to Technical Supervisor / Referee Delegate / Medical Delegate / Photographer / Press Delegate

 

Sanctioning entity or the organizer

Respective Officials

 

Within 30 days upon receipt of the reports

4

Payment of the Prize Money (if any) to the athletes

 

Sanctioning entity or the organizer

Eligible Athletes

 

Latest within 30 days post tournament

OFFICIAL MEETINGS

1

Organization of seminars/ courses

 

Seminar organizing entity

Presenters/ speakers/ participants

-1 year to the given seminar / course

- 3 months to the given seminar / course

2

Organization of annual Beach Volleyball meetings on Continental or National level

 

Continental Confederation / National Federation

Presenters/ speakers/ participants

-1 year to the given meeting

Before or after the Beach Volleyball season

avc-delegates-350-377
Group Referees with AVC Delegates (Mr. Zhai Chengzhu, Technical Supervisor & Mr. Fuji, Referee Delegate) & Mr. Kritsada Paneseri, Tournament Director

ORGANIZATIONAL CHART

1

Complete Organizational Chart

 

Organizing entity

Sanctioning entity

-1 year

- 60 days

2

Appointment of Technical Supervisor / Referee Delegate/ Officials / Delegates/ Consultants

 

Sanctioning entity

NF/ Organizer

-1 year

- 60 days

3

Appointment of Referee Manager / National Officials / staff

 

NF

Sanctioning entity/ Organizer

-1 year

- 60 days

4

Nomination of local referees, line judges and scorers

 

NF

Sanctioning entity/ Organizer

-1 year

- 60 days

5

Selection / Training host country referees, auxiliary referee personnel and court personnel

 

NF

Sanctioning entity/ Organizer

-1 year

- 60 days

6

Supervision and participation of sanctioning entity`s officials

 

Sanctioning entity

NF/ Organizer

- 60 days

on site

MARKETING

1

Confirmation of sanctioning entity`s sponsor exclusive categories

 

Sanctioning entity

Organizer

-1 year

-6 months

2

Creation of a Branding Kit (layouts of marketing items to be produced by the organizer) – if any

Document/ on line version

Sanctioning entity

Organizer

-1 year

-6 months

3

Tournament`s Poster, incl. the title and local sponsors

Picture style layout

Organizer

Sanctioning entity

-1 year

-4 months

4

Marketing Plan including organizer’s sponsor categories, Press Plan, Promotional Plan, side events, entertainment, etc.

 

Organizer

Sanctioning entity

-1 year

-4 months

5

Marketing / Branding Checklist

 

 

Sanctioning entity

Organizer

 

Upon request

6

Customized marketing / branding items as per Branding Kit

 

Organizer

Sanctioning entity

 

- 60 days

PUBLICATION, PRODUCTION, AND PROMOTION

1

Promotional support from the sanctioning entity (i.e. international Media and/or TV exposure, etc.)

 

Sanctioning entity

Organizer

-1 year

-6 months

2

Free access to archives, videos, pictures, athletes bio

 

 

FIVB / Continental Confederation

Organizer

 

Whenever requested

3

Beach Volleyball Information System (BVIS) for Beach Volleyball events concerned (i.e. Beach Volleyball Continental Cup, recognized Satellite and Challenger, etc.)

 

FIVB

Organizer

March

- 1 day until the last day of the event

4

Confirmation of side events, clinics and camps for Beach Volleyball fans/ on site audience

 

Organizer / NF

Sanctioning entity

-6 months

- 60 days

TV-production-250-167
Camera man on the centre court filming
TV-Production_1-250-167
Posing for the TV camera Austria's Barbara Hansel (left) and Sara Montagnolli

TV

1

TV Match schedule

 

Organizer

Sanctioning entity

 

-4 months

2

Contact of TV producer, TV Broadcasting
Intentions and Production

 

Organizer

Sanctioning entity

 

-4 months

3

TV Coverage and Post Match Coverage

 

Organizer

Sanctioning entity

 

-4 months

4

Recording

 

HTVB

Organizer/ Sanctioning entity

 

on site

5

Shipment of the tapes

 

HTVB

Organizer/ Sanctioning entity

 

+ 12 hours

press-staff-200-133
Press Staff
press-conference-klagenfurt-2011-200-133
Press Conference for a FIVB World Tour Grand Slam in Klagenfurt

PRESS AND COMMUNICATION

1

Appointment of local Press Officer

 

Sanctioning entity/ NF

Organizer

-1 year

-6 months

2

Press Plan and Progress Report

 

Press Director/ Organizer

Sanctioning entity

-1 year

-4 months

3

Event Press Kit

 

Press Director/ Organizer

Sanctioning entity

 

Delivered for the first Press Conference of the given event

4

Secured Photographer Agreement

 

Photographer

Organizer/ Sanctioning entity

-1 year

- 60 days

5

Accreditation of Media / Invitation of Journalists

 

Press Director/ Organizer

Parties concerned

 

Prior to the event

6

Organization of Press conferences / Season’s kick-off Conference / Interviews

Media Plan

Press Director/ Organizer

Sanctioning entity

 

Whenever required

7

Confirmation of Press Facilities / Center / Interview Room

 

Press Director/ Organizer

Sanctioning entity

 

 

8

Set-up Equipment in Press Center

 

Organizer

Sanctioning entity

 

 

9

Distribution of Press Releases

Available Media channels

Press Director

Media/ Sanctioning entity

 

Whenever required

10

Daily Bulletin (including Press Releases)

BVIS (when applicable)

Press Officer / Technical Delegate / Competition Director

Players / Officials / VIP’s / Sponsors and Media

 

Every day of the event

11

Set up / Update / Maintenance Website

BVIS (when applicable)

Press Officer / Technical Delegate / Competition Director

All parties

 

End each day of the event

12

Media Report, clippings and photos / images (high. res. CD ROM)

 

Press Director / Organizer

Sanctioning entity

 

5 days after the event

TRANSPORTATION

1

Confirmation of international travel arrangements of Delegates and Neutral Referees

 

Administrative Director/ Organizer

Sanctioning entity

 

-30 days

2

International travel itineraries of Delegates /Neutral Referees/ Staff / Consultants/ Athletes (if applicable)

 

Administrative Director/ Organizer

Parties concerned

 

-30 days

3

Local transportation for Officials / Delegates / Consultants / Referees / Athletes

 

Administrative Director/ Organizer

Sanctioning entity/ parties concerned

 

Prior and during the event

BOARD AND LODGING

1

Booking of hotel for Officials / Delegates / Consultants / Referees / Photographer / athletes, etc.

 

Administrative Director/ Organizer

Sanctioning entity

 

-30 days

2

Payment of hotel for Officials / Referee / Delegates / Consultants / Athletes / Photographer, etc.

 

Administrative Director/ Organizer

Hotels concerned / Promoters

As required

As required

MEALS

1

Breakfast, lunch and dinner for Officials / Delegates / Consultants / Referees / Athletes

 

Administrative Director/ Organizer

Entity Concerned

 

During the event

venue-junior-wch-2011-halifax-350-233
Venue of the 2011 FIVB Beach Volleyball Junior World Championships in Halifax, Canada

VENUE, COURT, AND EQUIPMENT

1

Stadium and facilities

 

Tournament Director / Organizer

Sanctioning entity

 

 

2

Sand (incl. testing)

 

Tournament Director / Organizer

Technical Supervisor / Hutcheson Sand and Mixes

 

Whenever required

3

Sand Courts / Court Equipment

 

Technical Supervisor

Sanctioning entity

 

Prior to the event

4

Artificial Light System for night matches (when used)

 

Tournament Director / Organizer

Technical Supervisor / Sanctioning entity (if required)

 

Whenever required by the sanctioning entity

5

Delivery of equipment/ uniforms

An existing sponsorship / supplier Agreement

Sponsor / Supplier

Tournament Director / Organizer

 

-1 week prior to the event

technical-meeting--norceca-continental-tour-2011-250-166
General Technical Meeting and Press Conference prior to the 2nd leg of the 2011 NORCECA Beach Volleyball Continental Tour

EVENT’S REGULATIONS AND PARTICIPATION

1

Entries

BVIS (if applicable) or dedicated entry form developed by the sanctioning entity

Participating NFs

BVIS (where applicable) or sanctioning entity

As soon as the entry system has been put in place

- 20 days

2

Wild Card Request (if applicable)

Form developed by the sanctioning entity

Participating NFs

Sanctioning entity

Any time

- 20 days

3

Accreditation Teams’ Coaches & Physiotherapists

 

Participating NFs

Tournament Director / Organizer

 

- 20 days

4

NF-Athletes’ Agreement (if any)

 

Participating NFs/ Athletes

Sanctioning entity

Any time

- 20 days (usually sent once per season)

5

Annual Player’s Health Certificate

 

Participating NFs/ Athletes

Sanctioning entity

Any time

- 20 days (usually sent once per season)

6

Specific Event`s Regulations

 

Hosting NF/ Organizer

Sanctioning entity

- 30 days

- 20 days

7

Confirmed list of participating teams (including Wild Cards if any)

 

Sanctioning entity

Continental Confederation / NFs

 

- 14 days

8

Mailing of Confirmed lists, Invitation letter, and Event’s Regulations

 

NF

Participating NFs

 

- 13 days

9

Withdrawal Request

 

Participating NFs

Sanctioning entity/ Organizer

 

Prior to the Preliminary Enquiry of the event

10

Preliminary Inquiry

 

Tournament Director / Organizer

Technical Supervisor

 

1st day of the event

11

Technical Meeting

 

Tournament Director / Organizer

Technical Supervisor

 

1st day of the event

12

Extra Referee Clinic

 

Referee Delegate

Key court personnel and auxiliary officials (Local Referees if applies)

 

- 2 days

13

Referee Clinic

 

Referee Delegate

All Referees, auxiliary officials and court personnel

 

- 1 day

14

Competition Format and Schedule / Competition and Courts Programs / Match Format

 

Tournament Director

Sanctioning entity / Technical Supervisor

 

Before the start of the event

15

Official Beach Volleyball Rules of the Game

 

Referee Delegate

Referees / Athletes

 

on site

SECURITY

1

Security Plan (at the venue, hotel, parking, village, etc.)

 

Tournament Director / NF

Sanctioning entity / NF

Anytime

- 30 days

2

Security Staff

 

Tournament Director / NF

Sanctioning entity / NF

Anytime

- 30 days

MEDICAL

1

Appointment of a Medical Delegate

 

Sanctioning entity

Tournament Director / NF

 

When applicable

2

Medical Controls, First Aid Area, Physiotherapy

 

Tournament Director / NF

Medical Delegate/ Technical Supervisor

 

- 30 days

3

Medical staff, personnel, and assistance

 

Tournament Director / NF

Medical Delegate/ Technical Supervisor

 

- 2 days

4

Anti doping Test schedule, Procedure (staff & equipment) and Implementation

 

Sanctioning entity

Tournament Director / NF

 

Before the event

TAXES

1

Taxes and duties arising from all activities (advertisement,
importation of goods, etc.)

 

Tournament Director / Organizer

Entity concerned

 

When applicable

2

Taxes (if any)

 

Finance Director / Organizer

Parties concerned

 

When applicable

FINAL REPORTS

1

Post event report

Template developed by the sanctioning entity

Tournament Director / Technical Supervisor

Sanctioning entity

 

+7 days

2

Data recording and Media value

 

Organizer

Sanctioning entity

 

+15 days

3

Improvements for future events

 

Sanctioning entity

 

Organizer

 

+ 1 month

4

Preparation of the next event`s master plan

 

Sanctioning entity

 

 

 

The above information is given as an example, and each organizer should adapt the documents/ forms, personnel needs, action starting and ending dates to their own needs and available resources.

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