Efficient Tennis Event Management
Event Commences: 25/01/2019
Event Detail

Efficient Event Management

A challenge for the modern tennis club is the continual refinement of their programs and offerings that are run each year. No longer is it OK to assume that the events run last year are the right ones to run this year. The nature of work is changing and traditional opportunities for team sports are reducing. More people are choosing to participate in sports activities that are not strictly structured. The demographics of a club’s catchment area can also change rapidly, and what was once a Australian working class suburb can become a multicultural one professional one.

Unless a tennis club keeps pace with changing player needs and expectations it will fail.

The above suggests that greater attention should be paid to thinking through the portfolio of programs and events that a club will run over the year, well ahead of those events being run. Modern Event Management systems can assist this. These systems work best when they have been “pre-loaded” with the year/term’s events. The Event Management system can open/close events for on-line registrations, change website content, post event status notifications and manage court bookings all with a minimum of human intervention.

  1. Plan/Review events/offerings
    • Evaluate the success of existing offerings
    • Identify new types of offerings (Instacomps?)
    • Develop the annual and term event schedules
  2. Create event categories and offerings in the Event Manager
    • Determine dates (start, last registration, discount expiry)
    • Establish event parameters (size, frequency, duration, pricing, discounts, waitlisting)
    • Create system records
    • Schedule court bookings
  3. Activate the current term
    • Select the term for activation
    • Website content pages will be automatically updated to reflect the events for the term
    • Website homepage event calendar will automatically display
    • Discount ending and Event closing notices posted
    • Offerings for the term will be available for on-line registration
  4. Collect event Registrations
    • Customers register and pay on-line
    • Phone and counter registrations are entered by centre staff
    • Invoices sent for outstanding payments
    • Classes are populated and waitlists created
  5. Run the events
    • Events/class attendance is tracked
    • Instant messaging service is available to notify participants of issues such as weather
    • New players can be added while events are in progress
    • Enable access to courts
    • Validate member access to facilities
  6. Re-register participants
    • Replicate current offering for next term
    • Inform players of re-registration details via email.
    • Re-register players for the next term
    • Send invoice for payment collection
    • Transfer players between events/offerings

In an ideal operation the role of the club administration can be focused on handling the day-to-day exceptions, rather than the mechanics of coordinating and managing the event schedule.

Finally, having attendance and participation information for the annual/term period can be extremely useful input to the planning for the next year/term’s events.