The 1st Annual Raleigh Rescue Mission Charitable

Turkey Shoot Lacrosse Tournament

Administered by: Benjamin Hefner, Andrew Sheridan, Madison Sweezy, Kyle Tom, and

Dayna Tomayko, September 23, 2014

PRT 366-001

2

Table of Contents Content Page Number

BRIEF DESCRIPTION ............................................................................................ 3

MISSION STATEMENT ......................................................................................... 4

GOALS AND OBJECTIVES ................................................................................... 5

DESCRIPTION OF PARTICIPANTS ..................................................................... 9

PERSONNEL/STAFF DESCRIPTION ................................................................. 10

RECOGNITION OF PARTICIPANTS .................................................................. 11

REGISTRATION PROCEDURES/ELIGIBILITY ................................................ 12

INVITATION/ENTRY FORM .............................................................................. 13

RULES AND REGULATIONS ............................................................................. 14

RISK MANAGEMENT .......................................................................................... 15

MARKETING PLAN ............................................................................................. 18

BUDGET PLAN ..................................................................................................... 21

EVALUATION PLAN ........................................................................................... 25

APPENDICES ........................................................................................................ 27

APPENDIX A ......................................................................................... 31

APPENDIX B .......................................................................................... 33

APPENDIX C .......................................................................................... 38

3

Brief Description The Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament will be held from Saturday November 22 to Sunday November 23, 2014 at the WRAL Soccer Center in Raleigh North Carolina. Eight grass fields will be used on the first day of the tournament and two turf fields will be used on the second day of the tournament. All fields will be rented out from the Capital Area Soccer League the eight grass fields will cost $85 per 2 hours, per field and the 2 turf fields will cost $200 per 2 hours, per field. The tournament will be available to 32 lacrosse teams within the South East region of the United States including: North Carolina, South Carolina, Georgia, Florida, Virginia and Tennessee. Sixty invitations will be sent out 8 months before the tournament. There will be 2 age divisions (8-9, 10-11) with 16 teams in each. The first registration deadline will be 6 months prior to the tournament and those teams will receive the early-bird special, which is $900 to register your team. The second and final registration deadline will be 3 months before the tournament and it will cost $1,000 per team. The inactive participants will be required to pay a $5 fee each day to watch the games. The format of the tournament will include 4 pools within each age group that consists of 4 teams. The team who with the best record in each pool will advance to the semi final round on the second day of the tournament. All 8 fields will have two officials. Officials will be paid $35 per game. The winner of the tournament will receive a championship trophy and medals and the runner up will receive second place medals. All participants will receive a participation medal. Proceeds will benefit the Raleigh Rescue Mission and the goal of the tournament is to raise over $3,000 and donate canned foods to provide a thanksgiving dinner for those who are less fortunate. In order to draw a large crowd of spectators we have created marketing strategies aimed towards local residents and students. The North Carolina State University club lacrosse team will make an appearance. Advertising will be implemented in local newspapers, flyers and Raleigh’s Park and Recreation website.

4

Mission Statement To provide Youth Lacrosse teams and members of the community the opportunity to participate in a lacrosse tournament in a safe, fun, and competitive environment

while creating awareness and raising money for the Raleigh Rescue Mission.

5

Goals and Objectives Organization Goals

1. Hold a successful tournament to raise money and canned food for the local Thanksgiving food drive and raising awareness for the less fortunate by Sunday November 23, 2014.

• Promote the cause of the tournament with appropriate marketing strategies • Have all safety, financial, and ethical procedures in place • Have qualified personnel and informed volunteers

2. To provide youth lacrosse players with a positive, fun and competitive tournament on November 22 and 23, 2014.

• Provide awards to winning teams and participation medals to all players at the completion of the tournament

• Have the NC State club lacrosse team involved in the tournament to give players insight into the sport

• Alter the rules to equal the playing field between the age groups 3. To provide a family environment during the Thanksgiving Holiday for all

participants and spectators to enjoy. • Provide a family movie night at the end of each day to participants and families • Provide hotel recommendations to ensure that participants and their families will

be in close proximity • Ensure that the staff and volunteers provide a friendly caring environment

Participant Goals (Staff, Volunteers, Participants, and Spectators)

1. Have 32 teams (16 teams in each age group) sing up by the deadline on September 10, 2014, which is 2 months before the tournament.

• Send out tournament invitations beginning 8 months before the tournament takes place

• Lower registration fee for signing up for the tournament within first month • Advertise the cause and incentives of the tournament to attract teams who wish to

have a positive impact 2. Popularize the sport of lacrosse in all age groups by increasing spectator attendance

during the tournament on November 22 and 23, 2014. • Post flyers throughout the NC State campus to attract students to attend the

tournament as spectators and or volunteers • E-mail recruiters and local high school athletic departments by November 1, 2014 • Contact local news companies and Raleigh Parks and Recreation department who

will post information on their websites by November 1, 2014 3. Ensure that referees are qualified to ensure fairness and conflict resolution during

the tournament on November 22 and 23, 2014 • Do necessary research on qualified referees to ensure the best are hired • Inform the referees of the tournaments altered rules within age groups

6

• Inform the referees on way to dispute conflict if it arises during the tournament.

Risk Management Goals 1. Ensure spectator, staff and volunteers safety by taking proper precautions prior to

the start of the tournament. • Provide accommodations for any staff, spectator or volunteer with a disability • Have the fields inspected and accurately follow the safety guidelines regarding

spectator, staff and volunteer safety prior to the start of the tournament • Have the parking lot inspected and ensure the safety guidelines are followed

2. Ensure player safety by having qualified athletic trainers and officials to inspect facilities and gear by November 21, 2014, prior to the start of the tournament.

• Have the facility inspected prior to signing the rental agreement • Have the fields inspected and accurately follow the safety guidelines regarding

player safety prior to the start of the tournament • Have qualified athletic trainers and EMTS on location during the tournament

3. Ensure rules of the game are altered to fit the different age groups by September 10, 2014.

• Research different rules between age groups • Inform referees of the rules changes by September 10, 2014 to ensure they are

aware of the differences • Inform registered teams of the altered rules once they have registered for the

tournament

Budget Goals

1. Raise enough funds to put on a successful tournament and at least break-even at $40,000 by November 23, 2014.

• Properly market and advertise the tournament and cause to ensure donations will be made

• Manage money responsibly to ensure we do not go over the budget • Properly charge for admission, concessions, registration, and t-shirt sells to

ensure we break-even 2. Make enough money to pay the necessary staff and facilities for their time and

services ($13,000) by November 23, 2014. • Take $13,000 out of the budget before distributing the rest of the money to

ensure the staff and facilities are paid • Charge participating teams $900-$1,000 as a registration fee to cover the cost of

the facilities and staff • Ensure the amount we pay for the facilities and staff is within the budget

3. Raise enough money to pay all necessary staff and facilities and donate at least $3,000 to a local homeless shelter by November 23, 2014.

• Properly market and advertise the tournament and the cause to receive donations and spectator attendance

7

• Design and sell t-shirts in order to raise more money for the local homeless shelter

• Ensure a fun, competitive and friendly tournament to participating teams in hopes that more players families will attend

Marketing Goals 1. Promote the tournament throughout the South East Region of the United States to

ensure 32 teams sign up for the tournament by September 10, 2014. • Send out 60 invitations to well-known lacrosse teams in the South East Region of

the United States • Advertise the tournament throughout the lacrosse community by having fellow

lacrosse clubs inform teams about the tournament • Provide incentives for early registration to the tournament

2. Promote to participating teams about the canned food drive and raising money for the Raleigh Rescue Mission up until the tournament is completed on November 23, 2014.

• Within the invitations sent out, the cause of the tournament will be the focal point of the invitations

• Establish a website for the tournament promoting awareness for the Raleigh Rescue Mission Charity

• Encourage participants and spectators to donate canned goods to receive a free t-shirt at the tournament

3. Promote the tournament throughout the Raleigh area to gain spectator attendance between September 20, 2014 and November 23, 2014.

• Place advertisements in the Raleigh News & Observer to increase spectator’s attendance and awareness of the cause

• Distribute flyers throughout North Carolina State University’s campus to encourage students and faculty to attend the tournament or even volunteer

• Establish a website for the tournament that gives possible spectators information about the tournament and reasons to attend

Evaluation Goals 1. Ensure the players and spectators had a positive experience and what they feel can

be improved after the completion of the tournament on November 23, 2014. • Participating teams will be given a questionnaire in order to receive feedback on

the positives and negatives of the tournament • Spectators will also have the option to fill out a questionnaire to receive feedback

from a spectator point of view • Participating teams questionnaires must be turned in before they can receive their

participation medals 2. Have a positive impact the local homeless shelters with the money raised and canned

foods donated at the completion of the tournament on November 23, 2014.

8

• Within a month of donating to the local homeless shelter, we will meet with supervisors at the shelter to go over the impact the money and canned foods made

• Interview people at the local homeless shelter to have their opinion on how successful or unsuccessful the donations were

• Feedback from supervisors and those at the local homeless shelter will give us entail as to what more we can do in tournaments to follow

3. Ensure the staff and volunteers had a positive experience and what they feel can be improved after the completion of the tournament on November 23, 2014.

• Staff and volunteers are to fill out a questionnaire at the completion of their tournament in order to receive feedback

• Provide staff and volunteers to make suggestions on ways the tournament can be improved in the future

• In order to receive their second pay check the questionnaire must be returned to ensure we receive all feedback

9

Description of participants The active participants for the tournament will be youth lacrosse teams. The participants will either be between the ages of 8 and 9 years old or 10 and 11 years old and the gender of the participants will be male. It is estimated that there will be 520 participants at the tournament. The participants will be from the South East Region of the United States including, North Carolina, South Carolina, Georgia, Florida, Virginia and Tennessee.

10

Personnel/Staff description Paid Personnel

• Referees o 18 referees will be hired for the tournament. The referees will be paid $35 per

game. Responsibilities include checking the player’s equipment, officiated fairly and properly and handling confrontation between players in a proper way.

• Athletic Trainers o 6 athletic trainers will be hired for the tournament. The athletic trainers will be

paid $300 per day. Athletic trainers responsibilities include scanning the fields for any signs of injury, provide players with ice, wrist/ankle tapings etc., and alerting on site EMT’s for serious injuries.

Volunteers

• Volunteers will be families and players from the local Youth Lacrosse club team. The parents and staff will help administer the tournament by running the check-in table, working concession stands and helping to set up for the tournament as well as cleaning up. The expected number of volunteers will range from 30 to 40 parents and players.

• Volunteers will also include students and faculty from North Carolina State University. The students and faculty will help by assisting the families and players from the local Youth Lacrosse club team with any areas that may need extra assistance.

11

Recognition of Participants

• The first place winner will receive the Turkey Shoot Lacrosse championship trophy and medals for each player as well as the opportunity to participate in a free clinic hosted by the North Carolina State club lacrosse team.

• The runner up winner will receive the second place championship trophy as well as medals for all the players on the team. All participants will receive participation medals and all the teams who participated will receive a letter thanking them for their participation in the tournament and helping to raise awareness for the Raleigh Rescue Mission. They will also receive an automatic invite to next year’s tournament. The follow up letter will read as follows (subject to change after completion of event):

Dear Participant, Thank you for your participation and donation during the Turkey Shoot Lacrosse Raleigh Rescue Mission Charitable Lacrosse Tournament. We hope you enjoyed yourself in the friendly and fun environment of Raleigh North Carolina. We would also like to thank you for taking time to fill out our evaluation questionnaire at the end of your participation With your teams participation we were able to raise $***.*** for the Raleigh Rescue Mission who will use this donation to help those who are less fortunate in the Raleigh area. This is an amazing accomplishment and we could not have done it without you! We hope you will consider participating again next year in our 2nd Annual Charitable Lacrosse Tournament. Please feel free to email us with any comments, concerns, or feedback you have that you did not express on your questionnaire. Sincerely, The Raleigh Rescue Mission Charitable Turkey Shoot Lacrosse Tournament Administrators

12

Registration Procedures Teams will register through an Internet website designed for the tournament no later than three months before the tournament takes place. Information that is need for registration includes team name, coach’s names, player’s names and ages, team age group and where the team is located. Checks for the registration cost should be mailed to the tournament administrators within a week of registering for the tournament. On tournament day, check-in will begin at 6:30am and will close at 8:00am. This will allow players an hour to prepare for their game and to ensure they know the rules and instructions before the tournament begins. At the check-in table coaches must present their valid drivers license and copies of all players birth certificates and signed waivers by the players and their parents and/or guardian. Teams who do not check in by 8:00am will be disqualified from the tournament. If a player’s birth certificate or waiver is not turned in or filled out, that player will not be allowed to play until doing so.

Eligibility Active participants much be enrolled in school at the time. Players in the 8 to 9 age division should have been born between October 1, 2004 and September 1, 2006. Players in the 10 to 11 age division should have been born between October 1, 2002 and September 1, 2004. Any spectators will be allowed to watch games after paying a $5 fee. Administrators have the right to reject active participants in the event or dismiss spectators at any time for any reason.

13

Invitation/Entry Form The entry form will be filled out via Internet and must be submitted no later that August 23, 2014. A follow up email will be sent to the email address provided on the entry form statin as follows: Dear Participant, Thank you for your registration in the First Annual Turkey Shoot Lacrosse Raleigh Rescue Mission Charitable Lacrosse Tournament! Your participation and contribution will directly benefit the Raleigh Rescue Missions goal of helping the homeless in the Raleigh area. The tournament will begin on Saturday November 22, 2014 at 9:00am at the WRAL Soccer Complex (7700 Perry Creek Road Raleigh, NC 27616). Check-in will begin at 6:30am and ends at 8:00am. Please be sure to check-in by 8:00am to ensure your spot in the tournament. No equipment will be provided besides the fields and nets. Please be sure to come prepared with all your teams’ equipment. Referees will check the players equipment prior to each game to ensure it is up to par. Referees will be regulating each game in the tournament. Pools will be created thirty minutes before the tournament begins depending on disqualifications or no-shows. Please review rules and regulations of at http://www.uslacrosse.org/rules/boys-rules.aspx We are so excited to have you participate in the fun and competitive tournament. We ask that you please bring and donate canned foods in order to give the less fortunate a Thanksgiving dinner. We hope you will help spread the word about raising awareness for the homeless. Please feel free to invite any family and friends that would like to join and watch this tournament as the North Carolina State University Club Lacrosse Team will be in attendance. We look forward to seeing you on November 22nd! Good luck! Sincerely, The Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament Administrators

14

Rules and Regulations Spectators and participants must abide by event rules as followed:

• Drugs and/or alcohol are absolutely prohibited on the grounds of the WRAL Soccer Complex

• Administers of the tournament have the right to disqualify and/or dismiss any person from the WRAL Soccer Complex at any time during the tournament for any reason

• Violence between players, coaches or spectators at the tournament is prohibited and will not be tolerated

• All rules and laws stated by the WRAL Soccer Complex will be in effect during the tournament

All participants and referees will abide by the US Lacrosse Youth Boys Lacrosse rules and regulations during all games. Each team and referees will be briefed on any changes or modifications made to the rules. Modifications

• The 8 to 9 year old age division will play four 10-minute running time quarters with a 5 minute break between each quarter

• The 10 to 11 year old age division will play four 8-minutes stop-time quarters with a 10 minute break between the second and third quarter

Main rules for participants include: • Equipment should conform to NFHS requirements • 10 players on each team which include 1 goalie, 3 defensemen, 3 midfielders and 3 attack

men • Each team must keep at least 4 players, including the goalie, in its defensive half of the

field and 3 in its offensive half • The game begins with a faceoff where the ball is placed between the sticks of two

squatting players at the center of the field and one player competes to take control of the ball

• Field players must use their sticks to pass, catch and run with the ball • Players may dislodge the ball from an opponent’s stick by the controlled poking and

slapping of the stick of the ball carrier • A stick may be stick checked if it is within 3 yards of a loose ball or ball in the air • If the ball or ball carrier goes out of bounds, the other team is awarded possession of the

ball • If a shot is unsuccessful, the player closest to the ball when it goes out of bounds will

receive possession • Each team is aloud 2 time outs per game • Body contact is permitted however unnecessary and over aggressive body contact will

not be tolerated • Body-checks will be penalized with a two or three minute non-releasable foul

15

Risk Management

Policy Name: Risk Management Policy Date of Issue: August 2014 Policy Coverage: Lacrosse Tournament benefiting Raleigh Rescue Missions Date of Review: October 2014 Controlling Body: Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament-directors

Policy Statement Risk Management

Raleigh Rescue Mission Charity Lacrosse Tournament

STATEMENT OF COMMITMENT The Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament is committed to providing a safe and stable sporting and work environment, where risks are minimized through proactive management. The Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament accepts risk management as of its prime responsibilities. It is our responsibility to provide a safe environment for all our participants. DEFINITION Risk is the chance of something happening that will have an impact on the objectives of the Jimmy V Foundation. Action taken to treat, eliminate, transfer or reduce the risk therefore needs to address the likelihood of an event occurring, the consequences if it does occur, or both. Risk Management is the culture, processes and structures that are directed towards the effective management of potential opportunities and adverse effects. POLICY APPLICATION This policy applies to the Raleigh Rescue Mission Charity Lacrosse Tournament and is undertaken by the directors and volunteers. POLICY COVERAGE All activities throughout the Lacrosse tournament are incorporated in this policy. RISK MANAGEMENT PRINCIPLES Raleigh Rescue Mission Charity Lacrosse Tournament has a few key principles. Adhering to these principles will ensure a safe playing environment for all participants involved. These principles include:

• Anticipate all risk • Respond quickly to any occurrence of risk throughout the tournament • Educate volunteers on all safety measures • Take it upon yourself to prevent risk from occurring

ROLES AND RESPONSIBLITIES Ø Directors

• Oversee everything that goes on during the tournament

16

• Answer any questions, if needed • Assist anybody that needs help • Contact authorities if additional help is needed • Anticipate potential risk

Ø Volunteers • Assist the directors if needed • Anticipate potential risk

Ø Referees • Oversee players during games • Score fairly • Contact trainers and directors when an injury occurs • Anticipate potential risk

Ø Athletic Trainers • Oversee players during games • Assist players with injuries • Contact directors if additional help is needed • Anticipate potential risks

Ø Participants • Have fun • Be Honest • Be Smart

SUPPORT RESOURCES AND DOCUMENTATION To ensure risk management is an important part of the Raleigh Rescue Mission Charity Lacrosse Tournament, the following resources and documentation will be added to our risk management plan • Risk Management Policy Statement To communicate the important aspects of the Raleigh Rescue Charity Lacrosse Tournament’s risk management policy to directors, volunteers, referees, athletic trainers and participants. • Risk Management Plan (See Appendix A) Outlining the process that will be implemented in regards to managing, identifying, analyzing, evaluating, treating, monitoring and reviewing risks within the club. The plan will also specify who will be responsible for the actions identified, to ensure integration with other management activities and processes. • Risk Register (See Appendix A) A list of identified risks across all management and operational areas. • Risk Data Form (See Appendix A) A formal method for reporting risk. This sheet can be utilized by any Director, staff, volunteer or member.

17

REVIEW & IMPLEMENTATION Regular monitoring and review of risks plays an important and integral part of the Raleigh Rescue Charity Lacrosse tournament. Risk Management will be a standard agenda item for the directors to review, along with a major review being held before the tournament each year. This process will ensure action plans are implemented and new risks are detected and managed effectively. In addition, the manager will regularly review the Risk Register and meet with those responsible for managing specific risks. LIABILITY Theeventhelper.com will provide insurance for the entire Lacrosse Tournament. This insurance will cover bodily injury and property damage. To see the full sixteen-page Commercial General Liability Cover Form see http://theeventhelper.com/images/GeneralLiabilityCoverageForm.pdf

18

Marketing Plan

I. Executive Summary: The Raleigh Rescue Mission Charitable Turkey Shoot Lacrosse Tournament is a non-profit program that gives lacrosse teams within the South East region of the United States to participate in a lacrosse tournament, while also supporting a great cause in the Raleigh Rescue Mission Charity. This tournament will attract local lacrosse fans and players. Below we identify our goals and objectives for the marketing section of our tournament followed by the organization analysis, potential collaborators and the selected marketing strategies.

II. Marketing Goals & Objectives

1. Promote the tournament throughout the South East Region of the United States to ensure 32 teams sign up for the tournament by September 10, 2014.

• Send out 60 invitations to well-known lacrosse teams in the South East Region of the United States

• Advertise the tournament throughout the lacrosse community by having fellow lacrosse clubs inform teams about the tournament

• Provide incentives for early registration to the tournament 2. Promote to participating teams about the canned food drive and raising money

for the Raleigh Rescue Mission up until the tournament is completed on November 23, 2014.

• Within the invitations sent out, the cause of the tournament will be the focal point of the invitations

• Establish a website for the tournament promoting awareness for the Raleigh Rescue Mission Charity

• Encourage participants and spectators to donate canned goods to receive a free t-shirt at the tournament

3. Promote the tournament throughout the Raleigh area to gain spectator attendance between September 20, 2014 and November 23, 2014.

• Place advertisements in the Raleigh News & Observer to increase spectator’s attendance and awareness of the cause

• Distribute flyers throughout North Carolina State University’s campus to encourage students and faculty to attend the tournament or even volunteer

• Establish a website for the tournament that gives possible spectators information about the tournament and reasons to attend

III. Organization Analysis

Goals – The main goal of the lacrosse tournament is to provide a fun spirited atmosphere for the lacrosse teams while raising money and awareness for the Raleigh Rescue Mission Charity. Focus – Our focus for this tournament is to make sure everyone has an exciting time and to make them more aware of homeless families within the community. Culture – The tournament will provide a great opportunity for players and spectators to come together as one for a good cause while enjoying the game of lacrosse.

19

Strengths – This tournament is very unique as it brings the lacrosse community together to compete in a tournament, while raising awareness and money for those who are less fortunate and the Raleigh Rescue Mission Charity. Weaknesses – The main weakness of this tournament is that is it new and in its first year. We are preparing for all possible situations, but we do not have anything to go off of, so we are not exactly sure what to expect. We hope that with promoting the event, having the N.C. State Club lacrosse team make an appearance and donating the profits from the tournament to the Raleigh Rescue Mission, we will be able to have a successful tournament. Market Share – As this is the first year of this charity tournament, we don’t have a market share. If the tournament is successful this year and for years to come, then eventually we may start to gain a bit of a market share

IV. Collaborators

Potential collaborators for the Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament could be small businesses around the university area as well as NC State students. The businesses could continue to help us and many other in helping raise money for the Raleigh Rescue Mission Charity, while also helping us generate interest from potential participants and spectators. With the positive influence from the local area businesses, it can only help create and even more positive image and brand awareness for our charity tournament. Local lacrosse apparel stores have expressed interest as well as the North Carolina State University Club Lacrosse team.

V. Selected Marketing Strategies

We chose these three marketing strategies because we thought these strategies would be the most effective in allowing us to reach our target markets. Our website/social media, flyer campaign and advertisements in local newspapers and news stations will help spread the word about our charity lacrosse tournament and will hopefully bring 32 teams from the southeast region of the united states to participate and bring local spectators to our event.

Website (See Appendix B)

Our website/social media marketing campaign will most likely be the most important marketing promotion for our tournament. Once invitations have been sent out to 60 teams within the southeast region of the United States our website will provide information on all the tournament details. Our website will be the easiest and most effective way to get the word out about our tournament to spectators as well.

The website will include information for teams and spectators. Information will include, schedules, rules, deadlines, contact information, directions, accommodations, sponsors names, and volunteer opportunities. The website will include background information on the Raleigh Rescue Mission Program and what the goal of our tournament is. A link to donate to the Raleigh Rescue Mission will also be included on the website.

The only cost for the website would be the domain name. The domain name would cost around $10.00 a month, which comes to be around $120.00 per year. The

20

website is available to anyone who has access to the Internet and is more than welcome to browse the site.

News & Observer (See Appendix B) The second marketing strategy for our lacrosse tournament we will use is advertising the tournament in the Raleigh News & Observer Newspaper. The News & Observer is North Carolinas second largest newspaper and covers the Durham, Cary and Chapel Hill areas. We will run an advertisement in the paper starting September 20, 2014 up until the day before the tournament begins on November 22, 2014. The advertisement will include the location and time of the tournament as well as the goal of the tournament to raise awareness for the less fortunate in the Raleigh area. It will include our website link where they will be able to find out more information on the tournament. The typical cost of an advertisement in the News & Observer runs around $800 a week for a quarter page. The total cost of advertising in the News & Observer will be around $3,200.00 for the month. This marketing strategy will be aimed at bringing in more spectators to the tournament. Those who do not necessarily use the Internet will be aware of the tournament because of the ad in the newspaper.

Flyer Campaign (See Appendix B)

Our final marketing strategy for the lacrosse tournament is posting flyers around North Carolina State University’s campus to raise awareness for the cause and attract spectators and possibly student volunteers. The flyers will have graphics including a lacrosse symbol and the Raleigh Rescue Mission logo. The flyers will provide information about the tournament and the goal of the tournament. A link to the website will be provided on the flyers as well as a statement regarding volunteer opportunities for students. The cost of 500 flyers will be $143.00. Flyers will be distributed beginning two weeks before the tournament by the local lacrosse teams.

VI. Program/Tournament Schedule (See Appendix B)

21

Program Budget Proposal Form PROGRAM NAME: 1st Annual Raleigh Rescue Mission Charitable Turkey Shoot

Lacrosse Tournament

Group Member: Madison Sweezy Email: mlsweezy@ncsu.edu

Phone: 704-677-4290

Group Member: Benjamin Hefner Email: bhhefner@ncsu.edu

Phone: 704-657-7393

Group Member: Andrew Sheridan Email: atsherid@ncsu.edu

Phone: 704-657-3996 Group Member: Kyle Tom Email: krtom@ncsu.edu

Phone: 919-491-9911 Group Member: Dayna Tomayko Email: dtomayk@ncsu.edu

Phone: Number of participants: Active: 520 Inactive: 680 Note: A waiver must be completed for each active member before funds can be used. Budget prepared by: Madison Sweezy, Ben Hefner, Andrew Sheridan, Kyle Tom & Dayna Tomayko On: November 5, 2014 EXPENSE SUMMARY: League Dues and Entry Fees: -$900 to $1,000 per active team

-$5 per inactive

Travel Expenses: $0

Officiating Costs: $3,780

Cost of Equipment/Supplies: $2,330

Insurance Expenses (Liability & Event): $430.74

Marketing $943.00

22

Recognition $1,196

Other $11,178.69

Total Expenses: $19,858.43 EXPENSE BREAKDOWN: Remember, detailed justification of your program’s expenses will help the Budget Approval Committee understand your budget needs, and enable the Committee to distribute funds in a fair and equitable manner. Please list expenses in order of priority within each section. The Committee may require additional information if the budget is not complete, which could delay the allocation of funds to all clubs. League Dues and Entry Fees: $900-1,000 per active team

$5 per active Additional Information: $900 to $1,000 per team for the entry fee = $28,000 to $32,000

income coming in. There is also a $5 fee for inactive participants resulting in an additional

$3,280 in revenue.

Travel Expenses: $ 0

Officiating Costs: $3,780

Number of games where officiating costs must be covered: 50

Number of officials present per match: 2

Cost per official (please note if there are differences in pay for different officials): $35.00 for

each game an official referees

Cost of Equipment/Supplies: $3,780 Please fill out the Equipment and Supplies Wish List on the following page. Also, please complete the Equipment and Supplies Inventory attached. Why is this equipment needed? In order to successfully run the lacrosse tournament, we will

need 16 goals and at least 60 lacrosse balls.

For major equipment (one time purchases or items over $250) please provide two or three price quotes from vendors for major equipment needs. If possible, attach a copy of the vendor estimate or catalog.

23

Insurance Expenses: $430.74

Insurance Provider: www.Theeventhelper.com

Items Being Insured: Bodily injury and property damage Coaching Expenses: None REVENUE: Is your program/event involved in any fund raising ventures? Our Lacrosse Tournament is

benefiting the Raleigh Recue Mission. What is received in donations, in addition to $3,000, will

be given to the charity in order to provide a Thanksgiving meal.

Please list all sources of anticipated revenue including dues, sponsorship, gifts, and fundraising activities. How much money do you anticipate receiving from each source? Please add additional sheets if needed. Note that this information will not harm your program in the budget allocation/approval process. This is simply to let the finance committee (me) know what kind of responsibility you are taking for funding those expenses not covered by the budgeting process.

1. Source _Team Entry Fee___________________ Amount: $28,800-$32,000 2. Source _Inactive Fees_____________ ________ Amount: $3,280 3. Source _Concessions______________________ Amount: $2,500 4. Source _T-Shirts_________________________ Amount: $4,500

TOTAL ANTICIPATED REVENUE: $39,080-$42,280 A Program Travel Worksheet is not included because this event does not have any travel expenses.

24

EQUIPMENT AND SUPPLIES WISH LIST

Type of Equipment: Lacrosse Goals Quantity: 16

Unit Price: $140

Expected Life Span: Whole Tournament

Total Price: $2,240

One Time: $2,240

Recurring: $0

Type of Equipment: Lacrosse Balls Quantity: 60

Unit Price: $1.49

Expected Life Span: Whole Tournament

Total Price: $89.95

One Time: $89.95

Recurring: $0

25

Evaluation Plan

Overview A questionnaire will be distributed to each of the teams, volunteers, and referees. The questionnaire will be divided into sections based on the topic of the question including Facility/Equipment, Event, Staff, Overall, and Volunteers/Referees. The findings from this evaluation will be used to improve the tournament for following years to come. Purpose The purpose of the evaluation for the Raleigh Rescue Mission Charitable Turkey Shoot Lacrosse Tournament is to ensure that the event is administered in the best possible way to achieve the goals and objectives of the program. By getting feedback from the participants, staff, and spectators of the tournament, the program can continue to grow and improve for the years to come. The best way to find out if the goals and objectives of the tournament are being met is to provide a questionnaire for the participating teams, staff and spectators to fill out. After reviewing the findings of the opinions of the tournament, the administrators will collectively decide what improvements need to be made. If it is found that the facility and equipment are a concern for the participants, then we will look to other providers of equipment and locations for the tournament for the next year. We will continue this process of modifying the different areas based on the evaluations. In addition to the questionnaires we will meet with supervisors and residents at the local homeless shelter to determine if the donations that were made had a positive impact on the shelter and what else we can do in future tournaments to have an even bigger impact. Program Tournament Goals and Objectives

1. Hold a successful tournament to raise money and canned food for the local Thanksgiving food drive and raising awareness for the less fortunate by Sunday November 23, 2014.

• Promote the cause of the tournament with appropriate marketing strategies • Have all safety, financial, and ethical procedures in place • Have qualified personnel and informed volunteers

2. To provide youth lacrosse players with a positive, fun and competitive tournament on November 22 and 23, 2014.

• Provide awards to winning teams and participation medals to all players at the completion of the tournament

• Have the NC State club lacrosse team involved in the tournament to give players insight into the sport

• Alter the rules to equal the playing field between the age groups 3. To provide a family environment during the Thanksgiving Holiday for all

participants and spectators to enjoy on November 22 and 23, 2014. • Provide a family movie night at the end of each day to participants and families • Provide hotel recommendations to ensure that participants and their families will

be in close proximity • Ensure that the staff and volunteers provide a friendly caring environment

26

Performance Measures We will know if we are successful if the questionnaire returns positive feedback by the dates listed in the goals and objectives. We will be satisfied if we receive 4s and 5s (Somewhat Agree, Completely Agree) on the questionnaire for the different topics. However, if certain areas receive 1s and 2s (Somewhat Disagree, Completely Disagree) on the questionnaire then we will know that these areas need to be reviewed for improvement in the following year’s tournaments. Description of Evaluation Process

All participating teams, referees and volunteers will be given a questionnaire to fill out. At check in on the first day, the printed questionnaire will be given to each participating team. Referees will receive the questionnaire after they complete their duties of refereeing and no longer have any more games to call. The distribution of the questionnaire to volunteers will occur once the tournament has come to a complete end.

In order to collect all questionnaires, participating teams will be responsible for turning in their completed questionnaires in order to receive the teams participation medals. Once the participating teams, volunteers, and referees have completed and turned in their completed questionnaires, we will begin the analysis process. Analysis will include inputting data into an excel data spreadsheet. After all data is entered, appropriate tests will be administered in order to find tendencies in the different sections of the questionnaire. The comments and suggestions portion of the questionnaire will be looked over by all administrates to see tendencies in the responses. Based on the conclusions retrieved from the date, appropriate measures will be taken to ensure that tournaments in the future have resolved any issues.

In regards to measuring how effective the marketing for the tournament was we have put additional questions at the bottom of the questionnaire to gather information on how the spectator and participants heard about the tournament. From this we can gather which marketing strategy was the most effective and what adjustments need to be made for future tournaments. We will also have a counter on the tournament website which will keep record of how many visits the website received.

Within the month after donating to the local homeless shelter we will meet with the supervisor and review the impact the donations had on the shelter. We will also interview people who are regularly at the homeless shelter in order to receive their input on whether the donations had a positive impact. From the information we find we will then begin to find ways that we can further increase the impact on the homeless shelter with future tournaments.

The limitations we might face by providing a questionnaire could be the bias received from participating teams because of the impersonality from a ranking question. This can however be partially eliminated by the comments and suggestions box located at the end of the questionnaire. In addition, some criticize that questionnaires do not capture the full event. We tried to eliminate this issue by providing many questions from the different areas of the tournament. Survey Instruments (See Appendix C)

27

Appendix A

Risk Register/Assessment Activity/ Task Hazards

Pers

ons

Aff

ecte

d

Prob

abili

ty

Seve

rity

Ris

k Fa

ctor

Controls in Place/Actions to be taken

Additional Requirements

Health/Safety Illness/ Accident

Illness/ Accident

All 2 2 2 Procedures in place for reporting accidents/ill health

Qualified First Aider present

Ill health arising from participation in group activities

Illness/ Accident

All 1 2 3 Medical information forms will gather the information (if there is a significant risk then an independent risk assessment will be carried out) Sport/activity code of conduct, rules and regulations followed Accident /incident forms will be completed

Those potentially at risk should be clearly identified to all group leaders before activity takes place. All group leaders should be aware of remedial treatment required Group leaders to monitor individual health of all participants and implement changes based on needs of individuals

Crime/ Security Victim of Crime

All 1 2/3 3 Safe storage to be available for valuables Emergency services/police to be contacted immediately when crime has taken place

Participants to be discouraged from bringing valuables House managers at SU to be contacted as soon as possible after crime committed Incident form to be completed and full information gathered

Walking between venues

People walking/ running in road- possible

Attendees

1 3 2 Committee members will try to keep everyone in a group when moving between venues and

28

cause of a road traffic accident

check that they keep off the roads wherever possible. -If an accident does occur, committee members will contact an ambulance which will be there within 10 minutes.

Eating food prepared by directors or outside caterers

Food poisoning

All attendees

1 2 1 Committee members will ensure that outside caterers have passed health and safety requirements. If committee members are providing food they will ensure that it is stored under conditions stated by manufacturers, and that if home-made it is prepared in sterile conditions.

Jewelry Risk of ripped skin/ bruising

All 1 2 2 All jewelry to be removed (or taped up) before games.

Referees are to check jewelry beforehand.

Stick/Body Checks

Serious/Minor Injury

Participants

1 2 2 Referees are to put an end to any illegal moves and penalize those who continue to do so.

Appropriate body protection is to be worn – helmets, gloves etc.

Slips, trips, falls etc.

Serious/ minor injury

Participants

3 1 3 If playing in grass all attendees must be wearing the correct footwear and to make sure that all pitches are clear of any obstructions. Members are advised that when

Pitch inspections must be done before each game.

29

they first start they should be aware of their surroundings on the pitch. Also, to make sure that grass on the pitch is of a reasonable length.

Ball to body contact

Serious/ minor injury

Participants

2 1 2 Helmets must be worn as well mouth guards and all protective gear.

Spectators Risk of contact spectators and the ball or players. Ranging from no injury to bruising.

The spectators and players

1 1 1 Spectators are informed of the risks of the sidelines and are told to keep an eye on the game. No spectator is allowed to stand behind the goals, they must keep to side lines

Poor lighting In the event of poor lighting, players may not be able to see the ball which could result in body to ball contact. Possibly resulting in bruising

Participants

2 1 2 In bad lighting, play must be stopped until the problem can be resolved; it is the captain’s responsibility to ask the venue to turn on the floodlights. If this is not available then the captain must cancel the match or training

Equipment Equipment not maintained properly could cause injuries such as cuts.

Participants

1 2 2 Players are taught by their respective captains to look after their own equipment during training, and the Equipment Sec must check that all the club kit is safe before members of the club can use it.

30

Lightning In the event of bad weather injuries could occur.

All 2 2 4 If lightning is seen all games must be stopped immediately and can resume only after 45 minutes have passed without any lightning.

Rain In the event of serious amounts of rain injuries could occur on the fields

Participants

2 2 1 If the fields are flooded and unsafe to play on, all games must be called off and rescheduled.

KEY

PROBABILITY SEVERITY RISK FACTOR Probable 3 Critical 3 4 – 9 High Risk Possible 2 Serious 2 4 Medium Risk Unlikely 1 Minor 1 1 – 3 Low Risk

31

Appendix A

Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament RISK DATA FORM

NAME: ____________________________________ DATE: _______________________ ASSOCIATION TO TOURNAMENT: ____________________________________________ POTENTIAL RISK: _________________________________________________________________ _____________________________________________________________________________________ PEOPLE WHO WOULD BE AFFECTED: ________________________________________ ACTION YOU WOULD RECOMMEND TO BE TAKEN: ___________________________ ______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ CONTROLS THAT SHOULD BE PUT IN PLACE: ________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________ OTHER SUGGESTIONS/COMMENTS: __________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

32

Appendix A

Raleigh Rescue Mission Charitable Turkey Shoot Lacrosse Tournament

RISK MANAGEMENT POLICY STATEMENT

COMMITMENT Raleigh Rescue Mission Lacrosse Tournament aims to use the world’s best practice in risk management to support and enhance all activities within our entire tournament. We will ensure risk management is an integral part of all our decision-making processes. Raleigh Rescue Mission Lacrosse Tournament will use a structured risk management program to ensure reasonably foreseeable disruptions to operations, harm to people and damage to the environment and property. Opportunities will be identified and taken advantage of, as well as minimizing adverse effects. Raleigh Rescue Mission Lacrosse Tournament will train all personnel to implement risk management effectively and we will strive to continually improve our risk management practices. RESPONSIBILITIES The tournament Director is accountable for the implementation of the risk management process and is ultimately responsible for the management of risks in the business. All personnel including: volunteers, referees, athletics trainers and participants will be responsible for managing risks in their areas, while everyone involved in the sport has responsibility for risk management. PROCESS A risk management systematic process has been established for US Lacrosse. Everyone involved with the application of risk management should use this process for guidance. http://www.uslacrosse.org/portals/1/documents/pdf/about-the-sport/risk-management-manual.pdf MONTIORING AND REVIEW The tournament Director will monitor and review the implementation of the Raleigh Rescue Mission Lacrosse Tournaments risk management program and will facilitate the development of a common risk management approach across areas of our tournament by:

• Implementing  the  risk  management  program  • Sharing  information  across  all  areas  • Reporting  on  the  progress  of  implementing  the  risk  management  program.    

FURTHER INFORMATION For further information on this policy and the risk management procedures, contact the Raleigh Rescue Mission Charitable Turkey Shoot Lacrosse Tournament Director:

Madison Sweezy: mlsweezy@ncsu.edu

33

Appendix B: Website This is just an example of what our website would look like. Information is not

accurate!

34

Appendix B: Newspaper Ad

Come watch 32 lacrosse teams compete for the title of Turkey Shoot Lacrosse Champions

When: November 22nd & 23rd at 9:00am Where: WRAL Soccer Complex (7700 Perry Creek Road

Raleigh, NC) Please bring canned goods or a small donation to help with the

Raleigh Rescue Mission. (Help with local homeless shelters in the Raleigh area)

Visit WWW.Turkeyshoot.com for more information

35

Appendix B: Flyer

36

Appendix B Game Schedules: Age Group 8-9

Round 1 A1-A2 9:00am A3-A4 10:30am B1-B2 9:00am B3-B4 10:30am C1-C2 9:00am C3-C4 10:30am D1-D2 9:00am D3-D4 10:30am

Round 2 A2-A3 12:00pm A1-A4 1:30pm B2-B3 12:00pm B1-B4 1:30pm C2-C3 12:00pm C1-C4 1:30pm D2-D3 12:00pm D1-D4 1:30pm

Round 3 A2-A4 3:00pm A1-A3 4:30pm B2-B4 3:00pm B1-B3 4:30pm C2-C4 3:00pm C1-C3 4:30pm D2-D4 3:00pm D1-D3 4:30pm

Round 4 (Semi Finals) Winner of Pool A & Pool D 1:30pm Winner of Pool B & Pool C 1:30pm Round 5 (Finals) Winner of semi final games 4:00pm

POOL A Team 1 Team 2 Team 3 Team 4

POOL B Team 1 Team 2 Team 3 Team 4

POOL C Team 1 Team 2 Team 3 Team 4

POOL D Team 1 Team 2 Team 3 Team 4

37

Appendix B Game Schedules: Age Groups 10-11

Round 1 E1-E2 9:00am E3-E4 10:30am F1-F2 9:00am F3-F4 10:30am G1-G2 9:00am G3-G4 10:30am H1-H2 9:00am H3-H4 10:30am

Round 2 E2-E3 12:00pm E1-E4 1:30pm F2-F3 12:00pm F1-F4 1:30pm G2-G3 12:00pm G1-G4 1:30pm H2-H3 12:00pm H1-H4 1:30pm

Round 3 E2-E4 3:00pm E1-E3 4:30pm F2-F4 3:00pm F1-F3 4:30pm G2-G4 3:00pm G1-G3 4:30pm H2-H4 3:00pm H1-H3 4:30pm

Round 4 (Semi Finals) Winner of Pool E & Pool H 9:00am Winner of Pool F & Pool G 9:00am Round 5 (Finals) Winner of semi final games 12:00pm

POOL E Team 1 Team 2 Team 3 Team 4

POOL F Team 1 Team 2 Team 3 Team 4

POOL G Team 1 Team 2 Team 3 Team 4

POOL H Team 1 Team 2 Team 3 Team 4

38

Appendix C: Evaluation Questionnaire for Participants & Spectators

1 (C

ompl

etel

y D

isag

ree)

2 (S

omew

hat

Dis

agre

e)

3 (N

eith

er

Agr

ee n

or

Dis

agre

e)

4 (S

omew

hat

Agr

ee)

5(C

ompl

etel

y A

gree

)

Facility/Equipment

The facility and area was clean and well maintained 1 2 3 4 5

The equipment was of good quality and useful 1 2 3 4 5

The atmosphere was friendly but competitive 1 2 3 4 5

The facility was easy to get to and easily accessible 1 2 3 4 5

EVENT

The event information was understandable 1 2 3 4 5

The event information was easily accessible 1 2 3 4 5

The transitions in-between games were smooth 1 2 3 4 5

The instructions be referees and staff were understandable 1 2 3 4 5

The check-in process was simple and smooth 1 2 3 4 5

The rules were clearly explained prior to the start of each game 1 2 3 4 5

The event was held in a safe manner throughout the entirety of the event 1 2 3 4 5

STAFF

The staff was friendly and receptive 1 2 3 4 5

The staff was knowledgeable about the event 1 2 3 4 5

The staff addressed any questions or concerns you had 1 2 3 4 5

The referee’s were knowledgeable about the game 1 2 3 4 5

39

There was enough staff available to make the event run smoothly 1 2 3 4 5

OVERALL

This event was a fun experience 1 2 3 4 5

This event was at the right competitive level for liking 1 2 3 4 5

The event was well organized and ran smoothly 1 2 3 4 5

The WRAL Soccer Center was a good facility for the tournament 1 2 3 4 5

Overall the Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament was a great experience 1 2 3 4 5

Additional Questions: 1. How did you find out about the tournament?

a. Internet  b. News  paper  c. Flyer  d. Word  of  mouth  e. Other:_____________________________________  

 

2. Did you visit our tournament website? (Please Circle One): YES NO

Additional comments about the tournament:

40

Appendix C: Evaluation Questionnaire for Referees & Staff

1 (C

ompl

etel

y D

isag

ree)

2 (S

omew

hat

Dis

agre

e)

3 (N

eith

er

Agr

ee n

or

Dis

agre

e)

4 (S

omew

hat

Agr

ee)

5(C

ompl

etel

y A

gree

)

Facility/Equipment

The facility and area was clean and well maintained 1 2 3 4 5

The equipment was of good quality and useful 1 2 3 4 5

The atmosphere was friendly but competitive 1 2 3 4 5

The facility was easy to get to and easily accessible 1 2 3 4 5

EVENT

The event information was understandable 1 2 3 4 5

The event information was easily accessible 1 2 3 4 5

The transitions in-between games were smooth 1 2 3 4 5

The instructions be referees and staff were understandable 1 2 3 4 5

The check-in process was simple and smooth 1 2 3 4 5

The rules were clearly explained prior to the start of each game 1 2 3 4 5

The event was held in a safe manner throughout the entirety of the event 1 2 3 4 5

STAFF

The staff was friendly and receptive 1 2 3 4 5

The staff was knowledgeable about the event 1 2 3 4 5

The staff addressed any questions or concerns you had 1 2 3 4 5

The referee’s were knowledgeable about the game 1 2 3 4 5

41

There was enough staff available to make the event run smoothly 1 2 3 4 5

OVERALL

This event was a fun experience 1 2 3 4 5

This event was at the right competitive level for liking 1 2 3 4 5

The event was well organized and ran smoothly 1 2 3 4 5

The WRAL Soccer Center was a good facility for the tournament 1 2 3 4 5

Overall the Raleigh Rescue Mission Turkey Shoot Lacrosse Tournament was a great experience 1 2 3 4 5

REFEREES & VOLUNTEERS ONLY

Instructions were clear on how to administer the event 1 2 3 4 5

There were enough administrators available for and questions or concerns 1 2 3 4 5

The even was a fun experience to help be apart of 1 2 3 4 5

The rules and regulations were clearly stated before the beginning of the event 1 2 3 4 5

REFEREES: The rate of pay was enough for the amount of work put in 1 2 3 4 5

Additional comments about the tournament: