FARMERS CLASSIC POSITION DESCRIPTION & TIMELINE

Transcription

1 FARMERS CLASSIC POSITION DESCRIPTION & TIMELINE Job Title: Tournament Manager Principal Duties and Responsibilities: Reports to the Tournament Director and Assistant Tournament Director. Is responsible for all event communications, printed promotional materials, office management, special activity days including Kids Day and Fashion Day. The tournament manager is a daily contact for sponsors and assists with implementing sponsor benefits before and during the tournament. The position helps organize the inventory, volunteer, credential, transportation, ball kid and player services departments, working with each corresponding coordinator during the year. Principal communications responsibilities include updating the Official Tournament Website, editing content and maintaining the database lists for the Tournament blasts, working with the USTA graphics and Tournament design team to ensure that the poster, ticket brochure, countercard and all promotional materials have the correct logo usage and messaging. The Tournament Manager is integral in executing the advertising campaign, working closely with the Assistant Tournament Director, graphics teams and media outlets to ensure ad requirements and deadlines are met. The Tournament Manager is an integral part of the sponsor services function working directly with sponsors to schedule and organize their benefits including, program ads, signage, tickets, hospitality and logo inclusion. Following the tournament, the Tournament Manager will compile the Sponsor Report and post-event recap materials for each sponsor, ATP and USTA. This role will also serve as a contact for all partner organizations including the USTA and ATP and will work with the ATP representative on site to coordinate the ATP Player STARS activities during the tournament. In addition to serving as the Office Manager, responsibilities include assist with billing and invoicing as needed, ordering supplies, checking the general voic , and distributing messages accordingly. In general this position serves as a liaison for all tournament departments, sponsors and partner organizations. Bachelors degree, 2-years equivalent experience required. Strong organization skills, ability to multitask and successfully communicate are necessary. Salary: Based on experience and qualifications. Benefits include health, dental, 401K.

2 TOURNAMENT MANGER RESPONSIBILITIES (examples, not all-inclusive)) FARMERS CLASSIC PLANNING TIMELINE JANUARY Web site updates, new players/new sponsors. New Year blast Work with Khim on sponsor handbook design updates. FEBRUARY Work with Julie Watts to send out Kids Day Group invite letter Start initial conversations with Evan and Team for 1 st Run Ticket Brochure Monthly blast MARCH Indian Wells / BNP Paribas Open- provide Tiffany Geller with materials for the SCTA booth. Begin to circulate personalized sponsor handbooks as contracts are completed. Work with Randy Trost and SportsSystems to update online Volunteer Application. Work with Randy Trost to update paper application and volunteer mailing Continue website updates Monthly Blast Work with USTA graphics team on ticket brochure design send to ATP for approval Work with Henry and Tiffany (SCTA) to confirm USTA member offer and work with Paulette Strauss (USTA) on the blast content for USTA member offer. APRIL Send out blast to volunteers with online information coordinate with Randy Coordinate with Roy E. on ball kid's flyers, tryout dates. Continue distribution of Sponsor Handbooks; Print Ad Schedule > Khim Coordinate with USTA design team for Ad needs, schedule and sizes. Send ATP for approval of all ads Continue web site updates specifically with volunteer and ball kid updates. Complete 1 st ticket brochure design and order as needed. Solidify special events schedule and concept, Kids Day, Fashion day, Senior Day etc. Start bi-monthly e-blasts Work with Bob and Khim to assess needs for a receptionist and intern.

3 MAY Mail out ball kid applications to previous ball kids and those who have inquired. Check with SCTA for ticket coupon order work with Rob and Emily on designing the coupons and then order as needed. when coupons are received, hold 10 of each coupon for records give 5 of each to Evan for the CTO. Check in with Barbara and Dean for sign inventory and new needs, start to order sponsor signs as contracts are finalized, stadium, suites and booths. Work with Mike Davis on plans for additional / new signs and which old ones to repair. Reach out to current sponsors for scheduling benefits including suites and program deadlines Sponsor Ticket Order Forms to UCLA Central Ticket Office (CTO) look through the old book to double check orders that aren t contracted sponsors but still get tickets Including Kids Day grounds passes, special events and Racket and Book days. Ticket Brochure mailing coordinate with Boldt Mailing and Evan Bi-Monthly e-blasts Continue website updates including players and special events. Edit ticket brochure for second run, create countercard and poster. Order materials as soon as final and approved by the ATP. Work with tennis community coordinators, SCTA Staff and Tennis Service Representatives for materials distribution. JUNE Monitor receipt of all program ads with Paul ad Daily News (Due June ) Order 2 nd Run ticket r Continue Scheduling of sponsor benefits (pa announcements, message board, other on-site benefits) Coordinate Sunset Canyon Court schedule (player practice, clinics; Ignacio and Rich Mylin) Update phones with ticket and special event information Mail volunteer applications received to randy once a week. Continue following up w/ additional sponsor ticket orders. Best to order Suites and Boxes at the same time. Continue Player field and Sponsor updates on the website Ball kid tryouts send out confirmations and refusals. Coordinate with Roy Submit initial STARS requests to ATP Coordinate with Pete Holtermann - All press releases to web site Give caterer the suite schedule and sponsor contacts, continue to provide updates as suites are booked. sponsors for their credential lists. Work with Julie Watt to help collect the lists she needs. Confirm with Sponsors who have the right to a booth if they are activating. Work with Khim for the booth layout. Work with Rob and Emily on Meal Voucher and Player box ticket orders. Keep 15 of each for records give 10 of each to the Caterers on site for examples. Continue e-blasts

4 Confirm with sponsors any James West Center room needs, specifically Minolta and Henry at SCTA. Work with Burke Anderson at UCLA to book the rooms as needed. Coordinate catering. JULY Week Before Tournament Adjust phone system for schedule and results Collect and print all initial transportation requests until Terri arrives Finalize sponsor program ads with Daily News Finalize stadium and arena layout with C and C Barbara and Dean Finalize Scheduling of sponsor benefits: clinics, on-court promotions, contests, entrance give-a-ways; Coordinate between match activities w/ staff Kids Day Ice Cream Coupons Gather all PA announcements (to day and night announcer) and Message Board announcements (copies to John Coleman when he arrives); Finalize Sycamore Court schedule (player s desk), create player s practice court schedules; Finalize all banner/signage needs per Mike Davis Finalize STARS request with ATP Continue website updates players sponsors, special events etc. Begin e-blasts frequently as needed. Ensure receipt and location of all promotional prizes Give schedules of everything to operations, inventory, and make sure Randy knows the entrance giveaway schedule. Coordinate with photographer Cynthia Lum for schedules - clinics, giveaways etc. Order practice sheets from Next Print. Order additional arrowhead water check with Brett on quantities needed Coordinate all food orders, CPK Pizza, Ralphs, Stan's Donuts, and Noah's Bagels. Give Terri in transportation the clinic schedule and confirm with sponsors the number of participants. Give Barbara Estes at the SCTA the clinic schedule and special events schedule. Confirm with Sponsors who have a booth what day they will be setting up. Coordinate with Inventory for any storage needs. WEEK OF TOURNAMENT / JULY PA Announcements- to Pete / day and night announcers Clinics/pro-Ams- confirm numbers/transportation/atp player On-court promotions- prizes/participants/pa announcer Entrance giveaway-brett s guys/products received Celebrity Signature- pa announce./prize/signed programs to sell STARS (ATP & Legends Players appearances) Daily Blasts Update phones with schedule and results daily Update photographer Cynthia Lum on autograph sessions and other activities.

5 AUGUST Gather materials for Final Report (PR, TV, photos, etc.) Phones back to non-tournament time menu Prepare labels and lists for gift bags Update all databases Invoice sponsors for additional costs if needed. SEPTEMBER/OCTOBER Distribution of Sponsor Final Report and Sponsor CD s Sponsor Gift distribution Create and distribute Tournament Survey Update sponsor pitch pages Work with adidas rep on 2012 uniform orders and ATP approval. NOVEMBER Web site updates: delete old sponsor logos, update new logos, add any new press releases, update info/dates, new player pictures on website Holiday s out to sponsors, box holders, Fashion/Senior Day, top 150 players, friends, vendors, volunteers Notify Randy of any volunteer address changes or new contacts who write in requesting an application DECEMBER Send out gifts to sponsors in padded envelopes Holiday Open House Holiday staff luncheon Assess stationary needs Emily