Identifying costs. In this chapter, the learning objectives are: Recognize and use the five phases of the modern event planning process; identify the strengths, weaknesses, opportunities, and threats of your event; create an accurate blueprint for your event; conduct a comprehensive needs assessment;. | Identifying Costs Sports Event Management and Marketing Playbook Play 2 Identifying Costs: Overview Sports event expenses can be many and varied in nature Properly managing expenses is key to any successful event An event budget provides an outline of expected costs and provides guidance in planning Flexibility to adjust to changes in the plan and budget is key Key Terms Fixed costs Variable costs Pro forma Front-of-house Back-of-house Fulfillment expenses Typical Sports Event Expenses Facility Player and game related Event operations Marketing and promotion Sponsor fulfillment Guest management and hospitality Event presentation Facility Costs Rent Ticket sales deductions (commissions and taxes) Facility labor Equipment rentals Maintenance and cleaning Player and Game Related Accommodations Appearance fees Performance and field equipment Officiating Event prizes Scoreboards Temporary construction Event Operations Accounting Communications equipment Accreditation Insurance Office space and supplies Legal fees Computers and software Staff expenses Vehicles Marketing and Promotion Advertising agency fees Media accreditation Media center/workroom expenses Outdoor advertising Print advertising creative and space Press conference area Public relations agency expenses Radio advertising production and time Social media content production and management Television advertising production and time Website development and management Sponsor Fulfillment Activation (., fan activities, banners and signage) Advertising Complimentary tickets Hospitality (., receptions) Hotel room amenities and gifts Post-event market research (., sponsorship valuation, ROI analysis) Press conferences Sales materials (., website design, printed proposals, research) Sales presentation expenses (., travel, accommodations) Guest Management and Hospitality Custom ticket printing Guest transportation Hospitality suites Hotel accommodations and fees Information kiosks and printed information guides Information guide “apps” Invitation design, printing, postage, and RSVP software tracking Parties and receptions Pre-event communication Welcome gifts and room amenity drops Event Presentation Electricians and technical staff Lighting Music and voice recording Pre-game and intermission performer(s) Production staff Public address announcer Set design and construction Sound (., equipment and production) Special effects (., pyrotechnics, fog, lasers, confetti cannons) Stagehands and technical staff Staging and risers Video/visual elements production Capital Amortization Total expense to build kiosks: $15,000 Annual championships: 3 units used x 1 time per year x 3 years useful life = 9 usages Fund raising events: 1 unit used x 3 times per year x 3 years useful life = 9 usages Total usages = 18 Amortized value per kiosk per use = $ Charge to each annual championship = $ x 3 kiosks = $ Charge to each fund raising event = $ x 1 kiosk = $ Reforecasts Event organizers reforecast expense estimates after the budget has been finalized, throughout the planning, production, and execution phases leading to event day, and up until the books close after the event Numbers of official budget should not change; update with reforecast figures in separate column Reallocate budgeted funds originally overestimated in one area to another budget line that may be suffering from cost overages All estimates must be realistic Summary Critical analysis to identify all expense areas is paramount It is better to overestimate expenses and readjust later during reforecasting Amortization can help distribute costs over a multi-year event budget
