Event: Spring Football Practice Type of Event: “Bobcat Family Fest” built around Ohio Football’s Spring Game. Aimed to get the Athens Community more involved in the program. Location: Peden Stadium and TailGreat Park - Ohio University, Athens, Ohio Date/Times: Ohio University Spring Game, April 2018 Bobcat Family Fest - 11am to 3pm Spring Football Game - 2pm
Event Description Bobcat Family Fest (hereafter “Fest”) - aptly named after Athens, Ohio’s famous spring festival season was created to serve as a family friendly, weekend activity alternative for all Ohio University faculty, staff, and students, and members of the Athens community. Held in conjunction with Ohio Football’s annual Spring Game and equipment sale, Fest will take the form of a carnival. Entry to the Fest area will be free; however, attendees will have the option of purchasing carnival food such as popcorn, cotton candy, and sno cones as at the Food & Beverage area. The Hungry Cat Food Truck - an extension of Ohio University Culinary Services - will also be on site for student attendees who wish to purchase using their Student IDs. While traditionally held in the entryway of Peden Stadium Gate 1, the Ohio Athletics Equipment Sale will be moved to TailGreat Park to increase foot traffic and encourage individuals to stay for the Spring Game. A 50/50 raffle will be occurring from 11am to 2pm -- the start of the Spring Football Game. The winner will be announced at the break between the first and second quarter and must be in attendance in order to claim his or her prize. If called and not in attendance, another winner will be chosen until a present winner is found. Disclaimer of “must be in attendance to claim” will be told at each point of purchase. Fest will also serve as an activation platform for official Athletic Department food & beverage sponsors. All sponsors would be located in the Food & Beverage area.
Food & Beverage Area -- Sponsors in Attendance Sponsor
Offerings
Availability
Jackie O’s Pub & Brewery
Invite to sell alcoholic beverages to patrons in attendance
Available for patrons over 21 to purchase
Larry’s Dawg House
Invite to sell hot dogs and various side options to patrons in attendance
Available for patrons to purchase
Company also owns an ice cream truck that we would invite to participate
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Food & Beverage Area -- Vendors in Attendance Vendor
Provider
Staffed By
The Hungry Cat Food Truck
Ohio University Culinary Services
Their respective staff
Cotton Candy Machine
Bedrock Party Rentals
Student-Athletes
Tabletop Popcorn Machine
Bedrock Party Rentals
Student-Athletes
Sno Cone Machine
Bedrock Party Rentals
Student-Athletes
As part of its expansion, the event will host carnival games for patrons to participate in.
Games & Entertainment Activity
Provider
Staffed By
Double Trouble Dunk Tank
Awesome Family Entertainment LLC
Student-Athletes
(http://www.columbusparties.com/dunk-tank-rentals-columbus-ohio-dunking)
Ferris Wheel
YES: Your Event Source (https://youreventsource.com/product/ferris-wheel/) Company staff
Corn Hole Boards
Ohio Athletics Marketing
Student-Athletes
Various Inflatables: Obstacle Course Slide Bounce House
Ohio Athletics Marketing
Student-Athletes
“How Do You Measure Up?” Ohio Athletics Marketing
Student-Athletes
Purpose Statement Bobcat Family Fest (hereafter “Fest”) - aptly named after Athens, Ohio’s famous spring festival season was created to serve as a family friendly, weekend activity alternative for all Ohio University faculty, staff, and students, and members of the Athens community. Fest also provides a free and fun opportunity to increase exposure and fanbase of the Ohio Football team at their annual spring game and other Bobcat student-athletes. Goals 1. Get the community and families of the football team involved and excited about the upcoming season. 2. Provide a safe, fun, and interactive environment for the community where families can also meet and interact with other Bobcat student-athletes. 3. Increase Football season ticket sales.
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Objectives 1. Employ Marketing and Media Relations divisions to “table” and distribute information regarding the upcoming season. 2. Host a “Bobcat Family Fest” themed carnival in TailGreat Park to allow family, friends, and fans to have fun, learn about the program, and get excited for the upcoming football scrimmage and equipment sale. a. Allow the community and student body to meet other Bobcat student-athletes such as baseball, men’s and women’s basketball, men’s and women’s cross country, field hockey, men’s and women’s golf, soccer, softball, swimming and diving, track and field, volleyball, and wrestling at interactive stations where guests can talk and learn key skills to their respective sports. 3. Have Ticket Sales representatives on site to discuss opportunities for individual and season ticket packages a. Have Ohio Bobcat Club representatives on site. Use the event as a platform to attract new ticket holders obtained since the past season. b. Fundraising station - 50/50 raffle and silent auction with gifts from donors coordinated by OBC. Tactics 1. Distribute 200 Ohio Football schedule flipcards to passerbys 2. Carnival rides/carnival food • Inflatables (owned by Ohio Athletics Marketing), Ferris Wheel, Kid rides • Cotton Candy, Popcorn, Funnel Cake • Alcoholic beverage area a. In addition to the carnival rides, the community is welcome to interact with other Bobcat student-athletes to learn more about their respective sports. Stations will be set up where kids and adults alike can meet with representatives from each sport to learn basic sport skills and create a connection with Bobcat student-athletes. 3. Invite Ohio Bobcat Club to have ticket promotions and purchasing opportunities in “Bobcat Family Fest” Headquarters Tent in TailGreat Park. They will provide information for new potential season ticket holders and have renewal stations for current season ticket holders. 4. Fundraising opportunities that excite the attendees include silent auctions with prizes donated by local businesses and other special donors and other raffle prizes such as 50/50 and door ticket raffles. Measures 1. Measured by number of attendees at Peden Stadium for the Spring Game A. Turnstyles owned and operated by Ohio University Facilities and Events will be placed at Gate 1: the only operational Gate for Spring Game attendees entrance. 2. Measuring Bobcat Family Fest attendance via entry multicolored wristbands A. Fans will be directed to tables aligning with their activity interests for the day to receive wristbands that will keep track of attendance. B. Children will need to get waivers signed by their parents and receive a green wristband to have access to the inflatable area.
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C. Adults who wish to purchase alcohol will need to get their ID checked and then receive a black wristband allowing them to purchase alcohol during the Fest. Attendees that are not 21 will receive red wristbands to show they cannot drink alcohol. D. We are aware this will not measure everyone in attendance, but will give an accurate estimate. 3. Number of tickets/packages/donations made at event A. Ohio University Marketing & Ticket Sales will keep track of how many upcoming season ticket packages are sold throughout Bobcat Family Fest. B. Ohio Bobcat Club will also keep track of how much money is raised from the 50/50 raffle, door ticket raffles, and the silent auction sales.
Event Location Bobcat Family Fest will be held in TailGreat Park across the street from Peden Stadium along the Hocking River. Facility Availability To reserve TailGreat Park the Ohio Athletics Marketing Department would have to be notified. Since football is not in season and the sports that are in season - softball, baseball, and track & field - do not use the space, we should have no problem obtaining it. Rope stanchions will encircle the area to ensure attendees enter and receive a wristband (for attendance count purposes - event itself is free). Competing Events The schedule for the baseball and softball programs are not released yet, so that can not be answered at this time. However attendance and cross-promotion will be used for all games. There may be a theatre event happening on campus, but that is not yet determined. If the event is the first weekend of April that would be Mom’s weekend. Event sanction(s) No event sanction is needed. The event is within the realm of Ohio Athletics so would not need a sanction. Permits Yes; permits for all of the listed carnival rides will be obtained.
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Transportation All regular means of transportation are open for people to take advantage of (cars, busses, taxis). Peden Stadium lot (Lot 132) will be open for those with proper credentials. This lot will also be accessible for ADA needs and OBC members as it normally is on regular season football games. Spectators will have access to all other lots on campus besides Lot 132. All other campus lots including lots 133, 134, 128, 127, 129, and the TailGreat lot will be open and free to park in. The Cat Cab shuttle will also be available to assist those with ADA needs or special circumstances if parked farther from the event.
Media The Ohio University Media Relations department can hire game day photographers to take pictures of Bobcat Family Fest to display community involvement. All interested local news outlets are welcome and encouraged.
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Potential Sponsors The event will not partner with new sponsors. In light of the event being used as a platform to showcase Ohio Athletics and its current sponsors and partnerships, current sponsors will be given the opportunity to set up booths at Bobcat Family Fest. OhioHealth or Holzer Health Systems may become the presenting sponsor of the event, but this will be determined after talks with the Corporation and IMG Sports Marketing. Security Bobcat Family Fest security needs will not need to be contracted out. Whelan Security, the Ohio University Police Department, and Athens Police Department will already be hired and in this area as part of their normal event responsibilities. Staffing Bobcat Family Fest will be staffed by various sections of the Ohio Athletic Department. All tent set ups - Ohio University Bobcat Club, Media Relations, and Marketing & Ticketing Department will be manned by each organization's respective staff members on site. The Food & Beverage area will consist of The Hungry Cat Food Truck, a section of Ohio University Culinary Services. Representatives from the Athletics Marketing Department will be on site to execute promotions and distribute content. Student-athletes will staff carnival rides and food and beverage areas as indicated. This allows the event to not compile any additional staff-fees, but in turn give the public access to socializing with Ohio’s other athletic programs. Expense Categories Expenses: Rent expenses of carnival rides, and carnival food trucks. 1. Other food trucks such as The Hungry Cat Food Truck and the Ohio University Culinary Services will be welcomed to come and sell food and keep their profits.
Revenue Categories Revenue: Profits will be collected from the fundraising tent from the silent auction and 50/50 raffle. Profits will also be collected from the concession stands/beer sales during the game.
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Basic Provisions and General Terms and Conditions This letter confirms the terms of the agreement in connection with Bobcat Family Fest between Ohio University Department of Intercollegiate Athletics (“Complex”) authorized to do business in the state of Ohio, whose mailing address is Department of Intercollegiate Athletics, 1 Ohio University, Athens, OH 45701 and Ohio University Football Program (“Licensee”) whose mailing address is Ohio University Marketing Department, 1 Ohio University, Department of Intercollegiate Athletics, Athens, OH 45701. The terms of our agreement, consisting of the BASIC PROVISIONS and GENERAL TERMS AND CONDITIONS, are as follows: I. II. III.
IV.
V. VI. VII. VIII. IX.
X.
XI.
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EVENT a. Bobcat Family Fest, spring 2018 EVENT VENUE a. TailGreat Park, Ohio University, Athens, Ohio EVENT SCHEDULE a. Load in will begin 24 hours prior to event start time. Bobcat Family Fest will begin two and a half hours prior to football kickoff and last for four hours total. Load out will be completed by Ohio University Facilities Staff at a mutually determined time before end of day. TERM a. Subject to paragraph 20 in the General Terms and Conditions, the term of this agreement will be for a period of 1 year, commencing as of the date of this Agreement and terminating on the last day of the Event in 2018, or such later date as required in order for both parties to comply with the obligations of this Agreement. LICENSE RESPONSIBILITIES a. Licensee shall provide, at its sole expense, the following: All Bobcat Family Fest staff and equipment necessary to conduct the Bobcat Family Fest, except as otherwise set forth in this Agreement Promotion of the Bobcat Family Fest through newsletters, mailings, email, and the Internet to possible event participants COMPLEX RESPONSIBILITIES a. N/a LICENSEE’S CURRENT CONTRACTUAL EVENT SPONSORS a. The Bobcat Family Fest will not partner with new sponsors. In light of the event being used as a platform to showcase Ohio Athletics and its current sponsors and partnerships, current sponsors will be given the opportunity to set up booths at Bobcat Family Fest. LICENSEE CONTACT a. Ohio University Marketing Department b. Ohio University c. Department of Intercollegiate Athletics d. Athens, OH 45701 COMPLEX CONTACT a. Ohio University b. Department of Intercollegiate Athletics c. Athens, OH 45701
Waiver of Liability This agreement releases the Ohio University Athletic Department from all liability relating to injuries that may occur during the Bobcat Family Fest at Ohio University on ____________________. By signing this agreement, I agree to hold the Ohio University Athletic Department entirely free from any liability, including financial responsibility for injuries incurred, regardless of whether injuries are caused by negligence. I also acknowledge the risks involved in outdoor inflatables and activities. I swear that I am participating voluntarily, and that all risks have been made clear to me. Additionally, I do not have any conditions that will increase my likelihood of experiencing injuries while engaging in this activity. By signing below I forfeit all right to bring a suit against the Ohio University Athletic Department for any reason. In return, I am free to take part in all outdoor activities at the Bobcat Family Fest. I will also make every effort to obey safety precautions as listed in writing and as explained to me verbally. I will ask for clarification when needed. I, ___________________________, fully understand and agree to the above terms. ___________________________________________ Participant Name
_______________________ Date
____________________________________________ Participant’s Parent and/or Guardian
________________________ Date
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Event Budget
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Outline of Expenses
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Football Technology Part of what funds raised through the Ohio Bobcat Club goes towards is new equipment, technology, and the betterment of existing facility’s as a whole. However, donors typically are not offered a chance to be exposed to said equipment their dollars go towards funding. Allowing the fans to interact with and get used to the new technology the football team has been using including new sports medicine and strength and conditioning equipment. Waivers on iPads At Bobcat Family Fest, attendees who wish to participate in carnival rides will have to sign waivers. These waivers will be available for attendees to sign electronically via iPads. Having these forms digitally not only reduce paper waste, but ensures every waiver is in our system, cannot be misplaced - as is easy to do with paper forms - and can be pulled up swiftly and easily in the case of an emergency. How Do You Measure Up? Throughout their time in the program, every Ohio University student-athlete tests their physical abilities through strength and conditioning evaluations. A leaderboard in the Carin Center Weight Room proudly displays each respective team’s records. This leaderboard will be digitized and brought out to TailGreat Park. Attendees who have signed waivers will have the opportunity to find out how they measure up against the OHIO student-athletes in the following, low-risk categories: vertical jump, push-ups, sit-ups, shuttle run. A station in the game area of the event will be set up for the “competition.” Stations will be monitored by current studentathletes.
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Sustainability Provide Attendees with Recycling, Trash, and Compost Options With this event our goal is to adhere to all Ohio University standards - i.e. the university’s sustainability plan - and ensure that Bobcat Family Fest aims to recycle 80% of all waste generated. Recycling and trash bins will be located strategically throughout the event grounds, providing attendees easy access to properly disposing of their items. One compost bin will be available within the Food & Beverage area. No Straw Please - The Plastic Pollution Coalition 500,000,000 plastic straws are used each day in the United States alone. Plastic straws - and lids - on beverages result in an extreme amount of waste generated for minimal consumer convenience. With the help of The Plastic Pollution Coalition - a global nonprofit dedicated to working towards a world free of plastic pollution - Ohio will partner with all Food & Beverage vendors in attendance to venture to lessen our eco footprint. Therefore, straws and lids will not be given out upon the purchase of a beverage at Bobcat Family Fest. This should not be a problem for the aforementioned vendors because it poses no additional cost to them, they appear environmentally-conscious, and save their inventory for other events. As part of The Plastic Pollution Coalition’s goal of integrating themselves into more college campuses, they - as well as Ohio Athletics - will post social media coverage of the (free) partnership and of Ohio Athletics’ dedication to no straws and no lids. Additionally, we do not want to negatively affect an attendee's experience. For the sake of creating an inclusive event and not knowing the psychological or physical needs of all attendees, vendors will be asked to have a limited supply of lids and straws available behind the counter upon request.
Accessibility
Transportation The Campus Area Transportation Cutting Across Boundaries (CATCAB) is a shuttle service provided by OHIO Transportation for individuals with mobility limitations. CATCAB will be available to assist those with ADA needs, special circumstances - such as, but not limited to, crutches, wheelchairs, and walking devices - and overall health problems. This service is provided in order to prevent walking long distances for those aforementioned individuals who parked farther from the event. CATCAB requires proper documentation in order to use its services, and can be contacted via (740) 593-1702.
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Field Maneuvering & Restrooms We recognize that the event is being held in a grassy, field area that is not conducive to all individual’s levels of mobility. Unfortunately, this is a hurdle that will take tremendous maneuvering to get around, as it is not feasible to laden the entire field area with alternative flooring. However, we will ensure that the area has been freshly mowed to a low grass height to enable as smooth of a rolling surface as possible. Additionally, at least one ADA portable restroom will be available for attendees in the Fest area. Food & Beverage Tent Layout The ADA suggests that 32” is the appropriate measurement for a wheelchair to maneuver within. Within the layout of the Food & Beverage tent, there will be a 40” pathway lane between all stationary objects -i.e. all chairs and tables. This 8” increase accounts for chairs that have potentially been pulled out by guests that have sat down. This will ensure all attendees that require wheelchair access will be able to maneuver comfortably through the area. While each table is able to fit eight chairs, there will only be seven chairs put at each table to ensure a wheelchair-friendly spot at each respective table. ADA-Friendly Carnival Game Options We recognize that not all attendees will be able to participate in the more physically demanding carnival rides such as the ferris wheel and dunk tank. In light of this we have aimed to provide games that can be enjoyed by all attendees regardless of age, ability, or physical limitation. Corn hole is a game that can be participated in from both the sitting or standing positions. The boards can also be moved closer or farther apart based on the needs of the participant.
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Bobcat Family Fest and Equipment Sale Marketing Strategy An event would not be complete without a marketing strategy, but getting into the weeds is beyond the scope of this course. Students should provide an overall marketing strategy formatted similarly to an executive summary. Then, choose ONE marketing channel to provide more specific detail about as well as integrating the associated costs back into the budget. There should not be differences between new events and consultants. Goals 1. Get the local community, students, and families of Ohio football excited and informed about the current off-season and the upcoming football season. 2. Market the event in advance to inform potential attendees about the event and increase attendance from past spring games/scrimmages. 3. Provide a safe, fun, and interactive environment for the community where families can also meet and interact with other Bobcat student-athletes. Objectives 1. Employ Marketing and Media Relations divisions to “table” and distribute information regarding the current off-season and the upcoming fall season. 2. Invite the local community, students, and families of the Ohio Bobcats to “Bobcat Family Fest”, a themed carnival in TailGreat Park to allow everyone to have fun, learn about the program, and get excited for the upcoming football scrimmage and equipment sale. 3. Allow the community and student body to meet other Bobcat student-athletes such as baseball, men’s and women’s basketball, men’s and women’s cross country, field hockey, men’s and women’s golf, soccer, softball, swimming and diving, track and field, volleyball, and wrestling at interactive stations where guests can talk and learn key skills to their respective sports. How to achieve those goals • Use all Ohio Bobcats Social Media platforms including OhioBobcats.com, Facebook, Instagram, and Twitter •
Signage and flyers around campus promoting event
Key Promotions • “Bobcat Family Fest” themed carnival rides • 2018 Bobcat Equipment Sale • 50/50 Raffles and Silent Auction with gifts from donors • Meet and greet with Bobcat student-athletes
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Ohio Bobcat Twitter and Facebook Post Examples
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Planning Timeline The date for the OHIO Football Spring Game 2018 has not yet been determined. Therefore, the Due Date section will not be designated. The column has been included so that if put into fruition, individuals will be able to insert the appropriate dates.
Days Out
Due Date
Task
Functional Area
Task Owner
-150
---
Initial walk-through of TailGreat
Events
OU Athletic Department
-120
---
First draft of creative design for signage
Creative
OU Athletic Marketing Dept.
-90
---
Final selection for creative design of signage
Creative
OU Athletic Marketing Dept.
-60
---
Marketing plan put into action
Creative
OU Athletic Marketing Dept.
-3
---
Rental tents arrive
Events
Bedrock Rentals
-1
---
Delivery of large carnival rides: ferris wheel and dunk tank
Events
Y.E.S. Event Rentals
0
---
Day of event timeline begins
Events
OU Athletic Department
5
---
Recap report sent out to staff involved
Overall
Event Supervisor
10
---
Recap report due back
Overall
Event Supervisor
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Date Completed
Day of Event Timeline Start Time End Time Task 7:00 AM
Staff and volunteers arrive
7:15 AM
8:00 AM
Tables and chairs set-up
8:00 AM
9:00 AM
Inflatables and activities set-up
8:30 AM
10:00 AM
Vendors load-in
10:30 AM
3:00 PM
Volunteers at their stations
11:00 AM
3:00 PM
“Gates” open to the public
11:00 AM
3:00 PM
Equipment Sale
1:00 PM
2:00 PM
Volunteers cycled out to get lunch
2:00 PM
5:00 PM
Football scrimmage begins
2:30 PM
Raffle winner is announced at Peden Stadium
3:00 PM
Official Bobcat Family Fest “gates” closed
3:30 PM
Clean-up crew begins
3:30 PM
Vendors load-up and leave
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Fast Facts Fast Facts
Wristbands
First Aid
Bobcat Family Fest 2018
Carnival Ride Entry: To participate in any of the carnival rides or games, all attendees under the age of 18 will be required to have a parent or guardian fill out a waiver on their behalf before obtaining a wristband.
Attendees in need of first aid treatment will be brought into Peden Stadium where the. The tent is located in the South West corner of the stadium and labeled with appropriate signage. If the attendee is physically unable to make it to the stadium for treatment, the Whelan Security staff on site will be notified and take the appropriate actions to communicate the medical assistance need.
OHIO Spring Football Game Date TBD
Food & Beverage: To purchase any alcohol beverage, attendees must display a wristband indicating that they are over the age of 21. ID checks and wristband distribution will occur at the front of the designated F&B area. Tickets
Volunteers & Vendors
Lost and Found
Admission: Admission to the event is free; no tickets will be sold.
The volunteer and vendor check-in area will be located in Lot 128 under the archway leading into the Convocation Center.
Found items can be turned in to any Ohio University staff or Whelan Security member on site. Items will be brought to the. Items will be brought to the volunteer and vendor check-in area located in Lot 128 under the archway leading into the Convocation Center.
Food & Beverage: Alcoholic beverage tickets will be available for purchase in the front of the designated F&B area.
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Detailed List of Equipment Chairs
Tables
Corn hole boards
Containers: trash, recycle, compost
Zip ties
Various Inflatables: Obstacle Course Slide Bounce House
Portable restrooms (ADA and regular)
Cotton candy machine
Alcoholic beverage tickets
Wristbands (both alcohol beverage and ride waiver)
Tabletop popcorn machine
Mat for “How Do You Measure Up?�
iPads
Sno cone machine
Lunches
Pens
Dunk tank
All signage
Tents
Ferris wheel
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Event Checklist (by Functional Area) Rides and Entertainment Confirm arrival of dunk tank and ferris wheel Confirm setup of corn hole boards Confirm placement and inflation of all inflatables Provide 50/50 raffle supplies to volunteers in charge Volunteers and Vendors Confirm arrival and proper positioning of all volunteers Distribute lunches to all volunteers at 1:00PM Confirm arrival of all independent vendors Confirm placement and setup of all student-athlete run food machines Equipment Confirm setup of Ohio Athletics equipment sale Confirm delivery and placement of all portable restrooms - including ADA compliant one Confirm setup of Marketing & Ticketing and OBC area
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Risk Matrix Very Frequent
Frequent
Very High Loss
Moderate
Infrequent
1. ADA accessibility lawsuit
2. Terrorist Attack
High Loss
3. Delivery of Rentals delayed/ no show
4. Major injuries
5. Severe weather 6. Lost child
Moderate Loss
7. “Kitchen� fire
8. Lack of staff
9. Food poisoning 10. Unsteady/ Loose Equip. 15. Civil protests
Low Loss
11. Minor injuries to participants
12. Underage drinking 13. Minor physical assault/ verbal assault
14. Minor car accidents
Very Low Loss
16. Stolen/ Lost Items
17. Illegal substances
18. Not enough concessions prepared
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Very Infrequent
How to Mitigate Risk 1. Being located in a grassy, field area, Bobcat Family Fest has a high likelihood of not being conducive to all levels of attendee mobility. 2. To mitigate the risk, we will shift the responsibility by purchasing insurance to reduce the athletic department’s liability from accidents and deaths. On a less financial note, police and security will be present as they are at all football games. Bomb sniffing dogs will also be utilized as the officers see fit. If threat of a terrorist attack is imminent, the risk is too great to hold the event and the event will be canceled. 3. Since this risk would not only cause chaos for setup and the execution of the day it would be a good idea to put a clause in the rental contracts that would bring financial penalty if the rentals aren’t delivered on time or at all. 4. By having all children and/or parental guardians participating in the inflatables and games sign waivers we will minimize the risk of being liable for injuries related to those activities. To also lower the risk of major injuries, volunteers will be stationed around all activities to supervise and insure proper procedures for use will be in place. Other staff and volunteers will be stationed throughout TailGreat Park to troubleshoot and fix any potential risks that could cause harm. 5. As the athletic department does for other outdoor events, there will be a set plan for possible severe weather and facilities personnel will monitor weather and dictate when the environment becomes unsafe. 6. To mitigate the risk of lost children, parents will be encouraged to keep their children with them at all times. Since this is a public event there would be no legal consequences for the athletic department, but to lessen the chances of a lost child staff will be on the lookout for unaccompanied children. If a child is missing the will be reported to the police and any child without their parent will be taken to the front entrance of TailGreat and accompanied by police until a parent is found. 7. With food trucks providing the food there could be a chance of a “kitchen” fire. The responsibility will shift to the food truck owner, who should have their own fire extinguisher and protocol for a fire. 8. This will be addressed by having extra athletic department staff on site and ready to step in if the pre-determined (and confirmed) number of staff does not show up. This will also allow for staff to serve as floaters and monitor the event for other possible risks. Staff members assigned as managers will also be ready to step in as needed to ensure everything runs as planned. 9. To help mitigate the risk of food poisoning all concession supervisors would need to have their food safety training up to date. They would also need a plan for how to store and prepare their food. Most food will be prepared by vendors to minimize the athletic department's risk, besides the 3 machines volunteers will run: cotton candy, sno cones, and popcorn. To mitigate risk for these, volunteers will follow rental instructions and wear latex gloves when preparing these treats. (A sign will be made visible stating that latex comes in contact with food to ensure no one is allergic). 10. To make sure their is no unsafe equipment, all equipment will be installed by trained employees and checked for any unsafe elements. To shift the risk of lawsuit, the participant waivers for the inflatable activities will be signed by participants since the risk is higher in that area. 11. The same actions described in the second point will be used to mitigate this risk.
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12. To mitigate this risk, there will be a table outside of the roped-off alcohol zone where individuals will be carded and receive wristbands to show they are of legal drinking age. Police will be present to deter individuals from trying to purchase alcohol underage. 13. Police and security will be present around TailGreat to deter people from committing any form of assault. If there is an incident the person will be held responsible and detained by police or security until the police are present. 14. As previously stated police and security will be present. They will be there to direct traffic and assist in congested areas. Police will also be controlling traffic lights and pedestrian traffic. 15. With accordance to a new policy put in place by Ohio University in September 2017, outdoor protests have to meet certain guidelines, which will be enforced at Tailgreat. University officials and/or officers may break up protests if passersby are verbally harassed, involuntarily stopped, or deterred. They will also have the right to “preserve order and ensure the physical safety of all participants�. With this the risk of protests having an impact on our event lowers. 16. There will be no area to store personal items, which means fans will be responsible for the security of their personal items. Protocol has been put into place, and all volunteers, staff, and vendors have been notified that lost items should be brought to the Volunteer & Vendor sign-in area located in Lot 128. 17. As previously stated Police are on the premises and will be monitoring to ensure laws are not broken and all individuals entering TailGreat can be arrested if they are found to be carrying an illegal substance. 18. To ensure enough food is ready for attendees, each vendor will have a set number of expected items prepared and determined by the event organizers to help estimate the necessary consumption during the event.
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