human resources – the event presentation team bert hÖrhold brussels, 2010-11-14

European Athletics Event Presentation seminar

Human Resources – the Event Presentation Team

Bert HÖRHOLD

Brussels, 2010-11-14


Introduction

Bert HÖRHOLD

experiences as a member of Event Presentation Teamssince 1977 in almost 300 eventsfrom low level upto top level competitions, such as...

IAAF WC 1993 Stuttgart EA EIC 2002 Vienna EA EC 2002 Munich ISTAF Berlin 1997 – 2010 IAAF WAF 2006 – 2008 Stuttgart IAAF WAF 2009 Thessaloniki IAAF CC 2010 Split

European Athletics Event Presentation seminarHuman Resources - the Event Presentation Team

Target of Event Presentationhow to make athletic competitions more understandable more entertaining more interesting more attractive more excitingto create additional value for our customers:

the spectators, sponsors and organising city

the Event Presentation Team has to be the guide for our customersto achieve the target


infield judges

starter team

call room

host broadcaster

meeting director/technical delegatesprotocol

IT / competition management

Event Presentation

Team

cooperation /coordination

facility / logistics

The team within the organisation

safety


Finish LineTVProduction

Infield

AwardCeremony

Human Resources - the Event Presentation Team

Who are the team players...typical example for atop-/high level presentation


Team “Finish Line”


The Event Presentation Manager (EPM) is head of the Event Presentation Team has a key role in the organisation of the competition has the force to decide on the course of eventsTasks of EPM1. preparation of competition is involved in the planning of the competition script /

running order from the first draft till the final version isreleased (example: next slide)

makes suggestions on the cast of team members announces team members when decisions are taken

and is responsible for them within the organisation is responsible for the working conditions of the team:

set-up of place and position in the stadium!! attention !! ticket sale



time

event

videoscreen

announcer

music


The Event Presentation Manager (EPM)Tasks of EPM takes care of the technical equipment

- location and position of the team in the stadium- video screen(s) / scoreboard(s)- communication equipment- TV equipment- sound equipment- light equipment (indoor events)- CIS monitors

delegates detailed planning/execution to technicalpartners or other team members

is part of organisation meetings briefes the team...



The Event Presentation Manager (EPM)Tasks of EPM to achieve consistencies concerning an accurate timing

EPM communicates procedure details with the TV director (a clear signal how/when the presentation on TV starts and which competitions are introduced athlete by athlete and on which athletes’ TV will focus in a reduced presentation format like a 5000m race).

plans the budget for Event Presentation and is in charge of staying within released limits including expenses for technical partners.



The Event Presentation Manager2. during the competition has a close contact to the Competition Manager and to

the TV Director of the Host Broadcaster acts according to the principles and details of the

event presentation plan / script has the possibility to decide whether certain events or

attempts may be stopped as well as accelerated to bring the top highlights in a successive order or to help TV to catch up on the live event and to help the spectators in the stadium to follow the highlights of competition

informs the team and coordinates necessary actions to be taken (e.g. interruption of the competition due toan award ceremony)

EPM’s decisions are accepted by theorganisation (there is no time to ask !)


The Event Presentation Manager3. trouble shooting: typical problems to take into

consideration interface to the stadium scoreboard / video screen not

supported by IT partner different TV signals and standards which do not match frequencies of radio cam not officially released sound too loud in the press area people near to the press area do not understand the

announcers communication equipment not according to defined

standards clean feeds are not supported by broadcaster broadcaster has the 1st choice to the

winners interview (ask your HB !!)


The Event Presentation Manager4. Summary cross-functional task with a high accountabilitytherefore a person is needed who knows the requirements of our sport and its

presentation is a reliable person is a leader and team player as well is able to work under pressure has technical knowledge of TV broadcasting and audio-

visual presentation methodsand .... is tolerant on so-called know-it-alls who know

everything better especially after the event.


The assistant of the Event Presentation Manager supports and disburdens the EPM gets responsibility for certain elements/tasks of the

EPMespecially when a session is very long

follows the field events in particular has contact to the chief judges in the field to steer the

infield events according to requirements of dramaturgyThe secretary of the Event Presentation Manager sorts and distributes incoming papers like start lists,

results, flash interviews... checks whether the latest changes reported by the

call room are mentioned in the start lists records the real times of each action in the competition

script for future optimization


The Videoboard Manager / Video Editor supports the EPM in all belongings of video presentation

in the planning phase as well as during the competition establishes the CDC for the video equipment which is

necessary for the “Fan TV production” clarifies the interfaces between the broadcast unit of

TV production and video equipment in the stadium prepares the sponsors’ videos prepares logos / screen presentations / animations cuts / converts pre-produced video sequences as

required selects the videoboard signal from different TV feeds

provided by the host broadcaster (recommendation: leading signal for the choice of the videofeed is the announcers’ speech)


The Videoboard Manager / Video Editor selects from provided TV feeds

- integrated feed- track- field 1, 2, 3...- own mobile cam feed- time keepers’ feed- result services’ feed

selects live signals, avoids to show recordings of events /attempts which are older than 5 minutes (like TV does)Result Services Manager

usually recruted by IT partner (CIS provider) presents startlists, results, result graphics for award

ceremonies, reaction times is guided by listening to the announcers


The Announcer (Athletics expert) has a well sorted archive is well prepared for the competition guides the spectator to the major highlights less is more...

...especially in terms of a tough schedule the announcer should focus on the most important competitors andhighlight those

is familiar with the competition rules is able to explain rules in a simple way for the

spectators continues the announcements of a competition

introduced by the anchorman / host supports the EPM with his expertise and overview

during the competition


The Announcer (Athletics expert)to do a good job the following pre-requisites are a must: perfect view on the track

recommendation:the announcers should be placed in the stands tonotice the reactions of the spectators and to keep in touch with the EPM and the other announcer(s)

common communication system to hear the infield announcer / anchorman talking and the EPM’sdirections

fast and reliable competition information system


The Music Producer / DJ has well sorted sound archive (music / jingles...) and

stores music by categories plans suitable music / sounds for different situations is able to cut and mix music has a jingle machine (approved: software sampler

triggered by a midi keyboard)e.g. sound for a new result on the videoboard

music quickly accessable by different themes / genres has a common theme for all presentations to achieve

a certain recognition value for the spectators cheers the spectators to clap their hands with suitable

sounds for international championships it is necessary to have

aflexible access to national anthems


Demonstration


Team “Infield”


The Anchorman / Host / Infield Presenter is the visible presenter of the event guides through the programme introduces what’s coming up soon (highlights the next

outstanding events) is responsible for the infield presentation, mostly the

athletes’ line-up before technical events inspires the spectators to cheer, conducts crowd

competitions interviews athletes, coaches, former athletes,

individualspectators, other VIPs or people of interest

english language is a must (exception: national championships/meetings without international attendance)


The Mobile Cam (Radio Cam) provides pictures of:

- the presenter’s position (Anchorman)- interviews with athletes- athletes’ presentation of field events- award ceremonies

delivers pictures of events which are not covered by the host broadcaster so that the EPM is independent from thehost broadcaster by offering live pictures for the spectators


The Infield Manager right hand of the EPM in the competition area / infield supports the line-up of athletes to be presented troubleshooting – tries to solve unexpected problems

in the competition area (because EPM is rooted to the spot)

fetches information about specialities at the competition area (e.g. talks to judges, starters, call room staff)

supports the anchorman and the mobile cam is connected via in-ear communication system with the

anchorman, the mobile cam, the EPM


... Team “Award Ceremony”


The Award Ceremony Manager is responsible for his own team is responsible for complete attendance of

- athletes to be awarded- those honouring the athletes

is responsible for his team supplying medals / flowers / presents

is in charge of the flagpole operators hissing the correct flags

makes sure that the announcer(s) know who awards the athletes

signals the EPM when everything is ready for the award ceremony


Development of new ideasThe team should consist of very ambitious people keen on

continuous improvement by self reflecting / self criticising and creating / producing new ideas.

Some examples of our ”think tank” a system able to predict probable times when it’s the

following athletes’ turns in a running competition – based on live data from CIS (possible collisions can be noticed and avoided)“computer aided anticipating”

further development of the music tool (playing songs from the running order as well as video clips)

more graphic contents to present facts and figures use of videoboard for continous result service (rolling stripe

at the bottom of the picture with top 3 results in the runningfield events)


NR

Q


Points


Shot Put: 1. Cantwell (USA) 20.18 2. Hoffa (USA)


THANKSfor listening

human resources – the event presentation team bert hÖrhold brussels, 2010-11-14

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