BEHIND THE SCENES AT BWPL . . .

Every effort is made to ensure that British League weekends run as smoothly as possible. Their success depends so much on often-unheralded work by those volunteers who fill the absolutely vital role of - Event Manager!
 
Here, League chairman Dave Andrews offers an insight into what’s involved, based on experiences at one of our busiest events. He writes:
 
I tend to event manage the key Ponds Forge weekends, so will explain what happens. This is typical of what all our Event Managers are required to do.
 
A week before the event:

• Confirm which officials are coming and liaise with Treasurer to manage hotel bookings. Cancel/book extra as required.
• Arrange, order and pay for all poolside catering: sandwiches, teas, coffees and snacks etc.
• Liaise with lead table official and delegate group regarding appointments and create schedules.
• Print off all match sheets, expense sheets and other paperwork including blank team sheets (just in case teams forget theirs!).
• Arrange for all the kit to arrive – electronics, balls and kit bags.

 
On Saturday morning:

• I try to be at the pool for 9am to carry everything into pool, supervise the pool set-up and get the officials’ room ready – includes setting up tea and coffee making facilities.
• Ensure all kit present and correct and electronics charged.
• Set up tables with required equipment and sweets.
• Post officials rotas in officials’ room.
• Distribute BWPL coffee mugs and drinks bottles to anyone who hasn’t been allocated previously.

 
During the event:

• Ensure team sheets are delivered and match sheets completed. Usually I ask one of the ladies to do this - their writing is so much neater!
• Allocate hotel rooms to officials as they arrive
• Confirm numbers for evening meal – we have a buffet at the Jury’s Inn – arranged by the Treasurer and great value at £15 per head.
• Enter match sheets and results onto the BWPL system immediately after each match.

• Make sure officials complete the expenses form accurately.
• Make sure BWPL match balls are correctly inflated and distributed to the team benches.
• Lay out spare hats on poolside ready for immediate deployment during a match.
• Erect BWPL banners.
• Check and resolve any registration queries.
• Keep the event running to time.
• Liaise with lifeguards and fill in the Incident Logbook if an injury or accident occurs.

• Saturday after matches – tidy up and check kit and put all electronics on charge.
• Arrive first Sunday morning and at least an hour before the teams to make sure all still set up and electronics have charged up fully.

 
At the end of the weekend:

• The event manager is invariably the last to leave and makes sure the equipment is present and correct and is taken by the right person to deliver to the next event.
• Collect all match and team sheets and other weekend paperwork

 
On Monday:

• Send completed expense summary form to the Treasurer for payment. We aim for these payments to be in officials’ accounts on the Monday.
• Complete EM expense summary and send to Treasurer for payment – includes all necessary invoices etc.
• Check all sheets on website are clear and legible.
• Write report on weekend if anything out of the ordinary happens.