SPORTSFACILITYGUIDE
12 to 18 Months Pre-Event:
Contact Visit Fort Wayne to inves�gate how we can help you host a great mee�ng, tournament or event in Fort Wayne.
Work with Visit Fort Wayne on poten�al host venues and host hotels. Find one that fits all your event needs and budget. Schedule ini�al site visit of Fort Wayne to see host venue and host hotel op�ons.
Establish goals for the event.
Establish a budget.
Develop communica�on strategy for hos�ng the event in Fort Wayne.
Develop planning commitee and host first planning commitee mee�ng.
Pre-promote upcoming event in Fort Wayne at current year’s event. Contact Visit Fort Wayne to secure materials for use.
6 to 12 Months Pre-Event:
Begin working with Visit Fort Wayne to produce e-newsleters promo�ng your event and driving traffic to your website.
Hold first planning commitee, where sub commitees may be assigned for the event such as Registra�ons, Event Opera�ons, Volunteers, Hospitality.
Plan layout of registra�on process.
Determine transporta�on needs for special trips or airport shutles.
Re-evaluate hotel room block needs, watching for any atri�on and where to assign complimentary rooms, if we have them.
3 to 6 Months Pre-Event:
Contact Visit Fort Wayne to schedule planning visit for the planning commitee.
During planning visit review logis�cs of the event with the host venue.
Start event registra�on.
Organize all transporta�on needs.
Organize schedule for volunteers and work with Visit Fort Wayne to get volunteer needs posted throughout the community. Plan any educa�on or gi�s needed for volunteers.
Work with Visit Fort Wayne to promote Fort Wayne as the des�na�on for your event, providing micro-site if needed, links to Visit Fort Wayne website and any other materials needed.
Contact any on-site vendors you may need for your event.
1 to 3 Months Pre-Event:
Finalize schedule of the event.
Finalize volunteer schedule.
Finalize on-site vendors.
Order awards for event.
Work with Visit Fort Wayne to promote leisure op�ons within the event for families.
Final mee�ngs with planning commitee to understand the plan and du�es for the event.
Organize day of registra�on process.
Organize training of volunteers.
Print programs.
Evaluate room blocks prior to 30 day cutoff.
Assign complimentary rooms.
Establish chain of command for on-site ac�vi�es for transport, registra�on, event opera�ons, emergencies.
Communicate final schedule to all atendees.
Day of Event:
Planning commitee arrives early to the host venue to do a walk thru of the event space.
Check registra�on area and ensure it is ready to open.
Volunteers to arrive 30 minutes early.
Visit Fort Wayne to staff event informa�on table.
Verify all is in place to kick off the event.
Rely on the experience of the staff of Visit Fort Wayne and your venue to assist you with any last minute needs.
Start Your EVENT!
