09-09-25 City Council Workshop Packet

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Phase I | PRE-OPENING SERVICES Operational and Organizational Set-Up Pre-Opening Development Services includes a variety of projects and tasks that are coordinated with the pre- opening budget and timing for each of 10 major areas. During this phase SFC will report weekly and monthly on progress in each area as needed. Throughout this cycle, SFC representatives will meet with your team and other key stakeholder representatives through a schedule of weekly and monthly meetings. This phase of service includes: 1. Organizational Development: Sourcing, hiring, and placement of a full-time leadership team with clear job responsibilities and training so personnel focuses on the highest priorities impacting the operation. These positions generally include a General Manager, Marketing Director, and other staff according to the hire and placement dates outlined in the operating/financial plan. 2. Operations Systems and Software Selection and Set-Up: The set-up of accounting systems complete with checks and balances complying with audit requirements. Facility management software, specific HR administrative set-up specific to sport & event centers, proper insurance and risk management coverage, standard operating procedures, operating manuals, food & beverage SOP’s for quality/storing/security/safety, and other operational protocol. 3. Regional and National Marketing and Business Development Action Plan for Events: SFC will provide a detailed business development action plan and will then execute on this plan. This includes deployment of proven digital, social media, direct sales, and other marketing systems. SFC will also innovate and develop new systems specific to your project. This effort will include regional and national press releases, tradeshow/conference presence, proper budgeting for bid fees (minimal when necessary), and hosting of visits in partnership with your facility, and others. 4. Local Marketing and Business Development Action Plan: SFC will create a local marketing plan to include digital and social media, public relations, hard hat tours, key stakeholder meetings, and parks and recreation driven efforts. This step is highly collaborative with local parks and recreation and local partners. 5. Local and Tournament and Events Program Development: The creation, set-up, and implementation of local programming for residents. Creating the “ground rules” for scheduling so that the local community and parks and recreation receive first-class service while balancing the state, regional, and national event needs. This requires proper communication and upfront planning. The set- up for local programs include current programs offered in the community and the introduction of new offerings successful in other SFC venues to include corporate outings, group events, and other child development offerings. 6. Business Development and Events Booking: SFC will lead business development and events booking efforts to secure events and agreements for use prior to opening. This process must begin no less than 1 year prior to opening to secure events at a pace that can perform or out-perform forecasts. Local programming and local registrations will also be managed during this process and will begin as the facility development enters the final 6 months of construction. 7. Grand Opening Events Planning: The schedule of grand opening events requires advanced planning. Events are planned for local officials, key stakeholders, community partners, and the community at large.