Sunday Side Event Management –
SE Manager (During the Event, pt3)
CIAO to everybody,
Our special guest and processes and organization expert, Ivan Petkovic, continues his series about how to manage *Side events at Grand Prix*.
Today’s article is about Side Event Manager’s responsibilities during the GP.
Happy reading!
Hi, everyone!
Welcome to the part three of “How to – Side Event Management”. So far we have had an overview of all different roles involved with SE. We had a more detailed look at activities SE Manager needs to do before the event. Lastly, we took a look at what SE Manager needs to do during the day (part 1 and part 2). What remains is finishing the day. So, let’s start.
End of the Day – Dismissing judges from their shifts
Judges judge hard, but at some point, they need to be dismissed from their shift. When doing that, please keep following in mind:
- Did judges work their planned shift (in Europe, approximately 10.5 hours)
- Are there any other events which are currently struggling with not having enough judges
- Did judges have all their breaks (final check) and what is the situation with breaks in their team (e.g. dismissing early shift)
In case the judge is no longer needed, thank him for his / her effort and dismiss him from the shift. Don’t forget to note who has been dismissed. Some SE Managers like to dismiss entire shifts. This is easier done for the early and mid shift, but for especially the late shift, gradual dismissal, as events are finishing, might be more appropriate. Don’t have judges on the floor longer than planned, unless something exceptional happens. And if it does, check with the TO and/or judge manager before communicating anything to the judges. Usually, the TO will communicate to the individuals who are needed a bit longer.
Useful tools for SE Managers
- God Book (if TO uses it) – since SE Manager is often at the SE stage, players will be coming and ask you information about their events (and absolutely anything), you want to have access to the information about their events. All relevant information is compiled in a document called the God book. In case some information is missing, Stage Manager is the first point of contact. If the TO is not using such document (this could be checked by asking the TO before the start of the GP), one can be created. The easiest way of creating the God Book is to go to the TOs website and downloading all the information about the scheduled events in a spreadsheet or a word document.
- TO’s estimations about the size of events – TO usually estimates the size of their scheduled events and this is a document that SE manager should ask for in order to help create the schedule and for the Floor manager to plan the space.
- Shared Google doc spreadsheet with SKs – if applicable and agreed with the TO, a way to quickly spread the info to SKs without too much interfering with their work is having a shared document where, for example, information that is relevant to them is being shared. This is what Guillaume prepared for GP Lille:
That is all I have to say about Side Event Manager. As I have previously mentioned, there is probably more. But this should be enough to get you started. If you know or learn something that should be shared with others, let me know and I will add it to these articles.
But this is not the end. 😉
In next article, we’ll take a look at “Breaks Manager” role.
Stay well, stay tuned!
I hope you enjoyed this article, and I’m looking forward to reading your comments.
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