SPM 224 Final Project

Quidditch For MugglesRequest for Proposal

April 16, 2016Paige Serra

I. Executive Summary

Quidditch is a fictional sport that has just recently been brought to life. The main

purpose for holding this event is to connect groups of students who would not

normally interact with each other. The event, therefore, is aimed at the student

population of Syracuse University. The event will be held on April 16, 2016 at 2pm.

The following proposal will cover all aspects of putting this event on. Firstly, for

those who don’t know, there is some background information on the fictional sport

and how the rules translate to real life. There is a comprehensive segment on event

expectations and objectives. The objectives range from obtaining a certain number

of volunteers to having enough feedback and support to possibly hold this event

again in the future. The proposal also covers media connectedness as well as the

risk management for the event. I have also lined out a budget and estimated both

the revenue and costs streams that this event will generate. The event would look to

break even, at the bare minimum. The largest cost will be the rent of the facility;

however, the event will also look to find sponsorship to cover some of the other

costs.

Having an event for students to participate in is necessary to build a thriving

campus life. This event is unique enough to attract students who don’t usually

participate, but it’s approachable enough to reach a wide array of students. Though

the event is small scale and there will be few people running it, this Quidditch match

has the potential to engage a multitude of students and create an experience that

people are going to want to have repeated.

II. Background

The sport of Quidditch is derived from the Harry Potter series and was

developed by J. K. Rowling. In the books and movies, the magical characters fly on

brooms and attempt to score points by getting a ball known as a quaffle through one

of the opponent’s three goals. The game concludes when one team’s seeker

successfully catches the snitch. The muggle, or non-magic person, rules are as

follows:

Quidditch is a co-ed contact sport with a unique mix of elements from rugby, dodgeball, and tag. A quidditch team is made up of seven athletes who play with brooms between their legs at all times. While the game can appear chaotic to the casual observer, once familiar with the basic rules, quidditch is an exciting sport to watch and even more exciting to play.

Three chasers score goals worth 10 points each with a volleyball called the quaffle. They advance the ball down the field by running with it, passing it to teammates, or kicking it. Each team has a keeper who defends the goal hoops. Two beaters use dodgeballs called bludgers to disrupt the flow of the game by “knocking out” other players. Any player hit by a bludger is out of play until they touch their own goals. Each team also has a seeker who tries to catch the snitch. The snitch is a ball attached to the waistband of the snitch runner, a neutral athlete in a yellow uniform who uses any means to avoid capture. The snitch is worth 30 points and its capture ends the game. If the score is tied after the snitch catch, the game proceeds into overtime.

During play, players are forbidden from taking certain actions, or fouls. Players who commit fouls face different consequences depending on the severity of the offense. A back to hoops foul indicates that a player must stop and return to their hoops, as though knocked out. A yellow card indicates that a player must spend one minute in the penalty box. A red card indicates that a player is barred from the rest of the game. (Rules curtsey of: US Quidditch)

Many colleges and universities across the Unites States are developing teams

and clubs. The sport is rapidly growing and is reaching people and athletes that may

not normally participate in sports. The sport of Quidditch allows a variety of people

to participate in a cultural movement. Currently, Syracuse University has a

Quidditch club team though it is not considered a club sport. A senior trying to

impress his girlfriend founded the team in 2009.

III. Event Objectives

Because the event is so new and can be off-putting to those who do not

understand it, most of the objectives will revolve around gaining exposure for the

sport and for the Harry Potter Fandom. The general idea for the event is to grow the

idea of non-traditional sports and reach an audience that may not normally

participate in an organized sport.

1. Reaching all demographics is the main objective of the event. Therefore, I

would like to have at least two people from each of Syracuse University’s colleges

participate in the event. With two people from each college, I feel like this would

help to maximize exposure for the first year of the event and get a wide range of

people involved.

2. I would also like to receive enough sponsorship donations to cover the cost of

the equipment. I feel that it is unreasonable to ask each team to bring their own

equipment. It would be more beneficial to have two complete sets and allow the two

teams competing to borrow them. However, because there is so much equipment

needed, it would be useful to have these items donated. You cannot count on or

account for in kind donations, so there will be a section of the budget dedicated to

equipment and the costs to purchase them. Nonetheless, it would be a main goal to

earn enough in sponsorships to offset the costs of the equipment.

3. I feel that having at least 10 volunteers would help to make the event run

smoothly. I would need people to help run the event, referee, assist the teams

waiting, and check people in. It is unreasonable to expect to do all of this by myself.

That being said, I would only like to have volunteers who show some enthusiasm for

the game. Because this is a new event, I feel that it will go a long way to have the

tone of the first event being very positive and very Harry Potter oriented.

4. Lastly, I would like to have at least 15 people say that they would like to see

and participate in the event again next year. This would equate to two full teams. I

would get this information by having either a volunteer ask the participants if they

would be interested in doing this again or form a small survey for people to fill out.

Either way, I would like to gather some information to determine if the event would

be able to be held again.

IV. Estimated Budget

Below is an outline of what a possible budget for this event could look like.

Rather than have specific values for each figure, there is an estimate for the

number of each item.

Revenue Costs

Participation fee-$10/person

Sponsorship Donations (monetary)

Sponsorship Donations (VIK)This would like to be seen in the form of equipment donated.

EquipmentSeveral tennis balls, six volleyballs, 20 sticks to use as brooms, ten dodge balls, and PVC piping. 40 athletic cones, prizes for the winning team, uniform for the Snitch.

Volunteer T-shirtsAt least 10 for the goal number of volunteers

Rent/Facility Use$165/hour for the full field

Water/RefreshmentsSeveral cases of water for the volunteers as well as those competing

Marketing/PromotionsEnough to cover the cost of flyers. Additionally, any costs with the press release.

V. Location Selection

There needs to be consideration for the target demographic that will be

participating in the event. Because I would like the participants to be college

students here at Syracuse University, the location has to accessible to them. I would

like to be able to have the event on South Campus on the soccer field. The space

would be adequate to not only set up the field, but also to allow for spectators. And

to reiterate, it would be very easy for the participants to get to hopefully adding to

the overall number of spectators. The location is also easy to access for outside

sources. To clarify, if equipment needs to be dropped off or water for athletes, the

field is very easy to get to, making these tasks easier to complete.

VI. Event Logistics

1. Event OverviewThe on campus Quidditch game/tournament will be held at the soccer field

on South Campus on April 16, 2016. The event will begin at 2pm and the matches

will be regulated to make sure that all teams that have signed up will play. Because

the event is being held on campus during the day, there will be no need for hotels or

places for people to stay overnight. The expected participation attendance is at least

28 people. This would allow for four teams to be created and then there would be

three games being played; two first-round games and then a final game to determine

the champion team. I would expect to have about 40 spectators averaging about ten

per team. The field that I have selected would provide ample room for fans to watch

and for participants to compete. The nature of the event revolves around various

sports balls being thrown around a field and aimed at targets at either end of the

field.

2. Event Planning Timeline

May 2015- Inquire about securing facility/field for April 16, 2016. Assume that the field will be used for 2 hours for the event.

June 2015-Follow up about securing the facility/field.August 2015- Follow up again about field.

January 2016- Create the promotional poster.February 2016- Send poster around to club leaders to obtain

volunteers.February 2016 (Last week)- begin reaching out to sponsors.

Additionally, inquire about volunteer t-shirtsMarch 2016 (First week)- follow up with sponsors and solidify

donations. Inquire about VIK for equipment needsMarch 2016 (Second Week)- Obtain more volunteers. Purchase

equipment should it not be provided. Hang posters around campus. Open registration for participants. Conduct more sponsorship follow-ups and organize all donations. I will also set up and create all social media campaigns during this time.

April 2016 (First Week)- Have volunteer shirts completed and ready for pick up. Contact Health Services regarding safety protocols.

April 2, 1016- Issue press release indicating the specifics of the event.April 10, 2016- Close registration and begin scheduling teams to play. April 15, 2016- Construct goalposts and prepare equipment to be

transported. April 16, 2016- Set up for event, train volunteers, check in teams, run

the contests, award prizes to the winners, clean up event, pass out surveys or inquire about the possibility of doing the event again, write thank you notes to the sponsors. Additionally, do a post-event write up as to how the event went.

3. Facility Layout/ConsiderationThe facility in which the event will be held is the soccer field on South

Campus. There is parking right next to the field and there is a campus bus that will

be able to transport students to the field. Because the event will be held on a field,

there will be no need for road closures. There will be a fee of $165/hour for the full

filed that will need to be paid to use the field. This will have to be taken care of well

in advanced so that the date of the event does not conflict with any other events. To

set up for the event, there will need to be a check in table. This is where athletes will

check in and receive their equipment for their match. Additionally, I will have

probably 4-5 volunteers set up the field prior to the start of the first match.

Volunteers will also be needed to make sure that spectators stay on the sides of the

field when watching the event.

4. Equipment/Event NeedsThe equipment for this event is very specific and generally, people would not

have these items. That being said, all equipment will be provided for the event;

participants will not be expected to bring their own equipment. I will need several

tennis balls, six volleyballs, and 20 sticks to use as brooms, ten dodge balls, and PVC

piping to construct three goals for each end of the field. Additionally, I will need

athletic cones to mark the out of bounds lines on the field. Other team

considerations would include prizes for the winning team, t-shirts for the

volunteers, and a uniform for the snitch.

5. Staff Based on current assumptions and needs, I would like to have at least 10

people volunteer to help for the event. I would recruit volunteers by advertising the

opportunity to different groups on campus. Specifically, I would inform the Sport

Management Club and offer community service hours in return. Additionally, every

volunteer will receive an event staff t-shirt. The volunteers will be responsible for

checking in the athletes, setting up the field, help organize the teams that are not

playing, pass out equipment, act as the seeker for game play, and assist with crowd

management. The volunteers will be expected to be there before the event begins

and a brief meeting will be conducted to aid in the understanding of what is

expected during the event.

VII. Marketing

Marketing will be a key aspect of my overall plan to get people to participate in

the Quidditch match. The target market has several different facets to it. Generally

speaking, I will direct the majority of my campaigns toward college students on

campus. Additionally, I could focus my scope and work to target the various

students who are part of each individual college associated with Syracuse

University. I plan on creating a promotional poster and placing it in various

locations around campus. Additionally, I will email the poster to the people in

charge of the different student organizations, such as Sport Management Club and

Float Your Boat, in the hopes that they will distribute the information to their

respective organizations. I’m going to be looking more for on campus support rather

than overall community support due to the fact that the event is targeted at college

students. (See Appendix for SWOT Analysis)

Some sponsors for the event may include Wegman’s (to donate money or

possibly water), Sports Authority (to donate money or equipment needed for the

event), Dick’s Sporting Goods (to also donate money or equipment), stores on

Marshall Street, like Insomnia or Chipotle, (to donate gifted items for the winning

team), Syracuse University Student Association Clubs, same as mentioned above, (to

donate money or time). I would make different forms of signage so as to represent

each business sufficiently at the event. Additionally, I could also put the logo or

business information of each business on the event staff t-shirts. Overall, I’m looking

for the equipment to be donated, price of staff shirts to be covered, and costs to use

the facility to be accounted for.

VIII. Media/Public Relations

The following representations are examples of some of the different items

incorporated within my media package. The press release highlights the major

elements of the Quidditch match and includes any pertinent information regarding

the date, time, and location of the event. The flyer includes similar information and

will also provide simplified information on how to sign up for the event. The letter

will be somewhat of a form letter that will be sent out to the different student

organizations on campus. It will outline how they can either sign up to participate or

how they can help out for the event. I have elected to not use a website for this

event. I feel that the most effective way to inform the student body about this event

is through the social media campaign as well as the club letters.

The social media campaign is going to include several different sites, all of

which a frequently used by the targeted demographic. The first thing will be to

create an event on Facebook and share it with students at this school. I’m in several

different student groups on Facebook and will be able to share it with a variety of

students. The event information will contain the location, date, time, and

instructions for creating a team. I will also be using Twitter, both my account and an

account that I create for this event, to promote the event. I will also be live tweeting

during the event about the game play and how the event it going. Additionally, I plan

on using Snapchat. This is an app in which people can send pictures to each other

for various amounts of time. I will be taking pictures and posting them to my story,

something that my Snapchat friends can view, as well as the Campus Story,

something that everyone on the Syracuse Campus can view. This aspect of the

campaign will sever the purpose of creating buzz for the match in the hopes that

more people would be willing to participate the next time that the event is held. I

will achieve the same goal by posting pictures to Instagram. Overall, I want to use all

of the outlets that my target market uses and reach them in the most convenient

way possible.

IX. Risk Management

The Quidditch match that I am hosting has very minimal risks to go with it.

Because this is the first year of the event, I suspect that there will be a minimal

amount of people spectating. Fewer spectators mean that there will be a slim to no

chance of altercations occurring. The biggest risk to account for is athlete/player

injuries. Though the game is not a very high contact sport, there is still the risk of

someone getting hurt. The best course of action, in the event that someone gets hurt,

is to have ice and first aid materials on hand. Additionally, if the injury seems severe,

it will be beneficial to be in contact with the University Health Services. There will

be no physical insurance, however, each participant will be expected to sign a

waiver indicating that neither the University nor I is responsible for any injuries

incurred.

In the event of bad weather, there is currently no indoor facility secured. I

would be prepared to delay the event for rain. However, if the weather gets too bad,

I would cancel the event and give each participant his or her entrance fees back.

Because the participants will be Syracuse University students, there are very few, if

any, traffic concerns or logistics of that nature to plan for. Most people will be

walking or taking the bus. It is up to the students to understand the bus schedule

and be able to get to the event location on their own.

X. Conclusion

The main purpose for holding a Quidditch match is to not only to bring fictional

elements to life, but also to bring students from a variety of backgrounds together.

The event will be held on April 16, 2016 at 2pm at the soccer field on South Campus

at Syracuse University. The targeted group of people for participation is the student

body of Syracuse University. The event also warrants volunteer support, which

would come from other students or student groups looking to get involved. The

minimal costs associated with the event will be covered from either sponsorship

donations or from out of pocket. However, the main source of revenue will be the

$10 pay to play fee that each participant will contribute. The event will be formally

announced and will have day of coverage. There will be a multitude of sources

through which people can find information about the event. Lastly, there will be a

follow up with some of the participants to determine if they would want to

participate in the event again. If everything works out accordingly, the event could

become and annual one.

XI. Appendix

1. Additional Quidditch Rules

2. Map of Syracuse University Campus

(The event will be held on the soccer field near Manley Fieldhouse)

3. Layout of the Quidditch Pitch

This is how a genuine Quidditch Pitch is set up. Most teams will play on a field of this size.

4. SWOT Analysis for Quidditch

Strengths Weaknesses

Bring exposure to the idea of new age sports.

Intriguing event that could bring a lot of people.

Bringing fictional ideas to real life.

Not many people have played or heard of this sport before.

Trying to reach and expect things from students is rather difficult.

Opportunities Threats

Bring a new event to the University Campus.

Allows all groups of students to interact together.

Community Service for those who would like to volunteer.

Other events could be held on the same day.

The location could fall through due to a University event.

Securing the facility could cause issues.

5. Sample Media Relations Pieces

In order, the following media pieces are: Press Release, Sample letter to send out to student organizations, and a Flyer for the event.

Contact: Paige Serra

Email: [email protected]

Phone: (248) 880-1935

Date: April 2, 2016

For Immediate Release

SYRACUSE UNIVERSITY- On April 16, for the first time outside of the regulated club team, university students will play Quidditch. The event looks to incorporate more students into the sport side of events and involved demographics that represent the entire student body. Muggles, or non-magic folk, look to dive into the Wizarding world in any way that they can. Through the revised version of the magical sport, students are able to bring the fandom and fantasies of Harry Potter to life. Students will be able to form their own teams and compete on a muggle constructed Quidditch Pitch. The matches will take place on Syracuse University’s South Campus soccer practice fields and will begin at 2pm.

The sport is fast-paced and incorporates elements from many other sports. Some of these being volleyball, dodgeball, and the simple game of chasing or tag. Players are divided into different positions, chasers, beaters, keepers, and seekers. Each position has its own tasks and responsibilities. Chasers are responsible for throwing one of the volleyballs through the other team’s hoops or goals. Beaters throw dodgeballs at opponents to temporarily remove them from play. Keepers block the volleyballs from going through the goals. Lastly, the seekers, one on either team, chase the “snitch” around the field. The first seeker to catch the snitch wins the game for their respective team.

The event will be open to the public to come and watch. Being that it is on South Campus at Syracuse University, the majority of the people there will be students. Additionally, registration is geared more towards the students. The event will also need volunteers. These people would help set up the event, check in participants, and work on crowd control. Depending on how the event runs and the interest that is expressed, the staff would be more than willing to put the event on again.

Quidditch for Muggles

Dear (leader of student organization),

Are you looking for a new way to get your organization involved around campus? For the first time ever, outside of regulated play, there will be a Quidditch tournament held at Syracuse University. All students are welcome to form teams and participate. The event will be held on April 16, 2016 at 2pm on the South Campus soccer fields. The fee to participate is $10/person.

For those who don’t know, Quidditch is the magical sport played in the Harry Potter series. Each team needs at least seven members, as this is the number of people in play at a time. The goal is to score as many points as possible, or have your team’s seeker catch the snitch first. The sport is co-ed and is not as violent as many others. Not only would the game promote a sense of connectedness to other groups on campus, but it could be a great club bonding experience as well.

Additionally, if anyone is interested, I am looking for volunteers for the event. Some of the responsibilities would be checking in the participants, crowd control, setting up the field, refereeing the game, and acting as the snitch during gameplay. All volunteers will receive event staff t-shirts for their work. If the organization can agree upon this, volunteering will also count for service hours.

Quidditch is not one of the fastest growing sports because a piece of our childhood is coming to life, but because people actually enjoy playing. The sport has proven to be entertaining for both participants and spectators alike. Consider entering the Wizarding world and test you skills on the Quidditch pitch.

If there are any further questions, please contact me either via email or phone call. Additionally, if you would like to register for the event, send me an email.

Paige Serra

E: [email protected]: (248) 880-1935

Paige Serra

Quidditch for MugglesEnter the Wizarding World

April 16, 2016 2pmCreate a team and participate in one of the fastest growing sports. Bring the magical

world of Harry Potter to life.

Soccer Practice Fields (South Campus)

Paige Serra [email protected] (248) 880-1935

Email or call Paige Serra for further information in regards to signing up for the event or volunteering.