Below is the scanned time sheet for my mentorship. As seen in the timing, the mentorship started as a once a week shadowing and transitioned into a full-time position.
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This class has led to many great things for me and my career. As known and explained throughout this journal, I am now a fulltime employee with the California State Games. Not only was I hired on fulltime, but I was hired on as a Manager which is hard to do within the sports industry. This class has truly given me the opportunity to follow my dreams and career aspirations.
Since starting the mentorship, I have learned so much about the sports world located within San Diego. It is a small, close knit group of people that all work together to promote the sporting industry in this great city. So many elements I have used at work I have covered in my classes through Tiffin University. Much of my budgetary experience and communication understanding regarding sports has been enhanced by what I was able to learn in my classes. Sandi hill is a great role model to work for. She is truly dedicated to her company and passionate about making each year better than the last. I will always strive to have her dedication and commitment to the company. As expected, this mentorship has greatly affected my career objectives. My objectives and goals are no longer something to strive for, but are rather reality. It is a very exciting time for me. If other students are interested in this job, I would highly recommend it. The CSG takes multiple interns every semester to assist with the Summer and Winter Games. It is great experience for students and can lead, as I am whiteness to, to great possibilities.
We have received most submissions for the Winter Games Ice Hockey tournament. At this point in time we were able to assign each division to a specific rink. This allowed for the teams to book hotels near their rink assignment. We do, however, make sure all teams are aware that these hotel assignments are tentative assignments as divisions might need to be adjusted for the schedule.
The schedule is a beast in its own because it requires many different elements to be considered. Many teams fly in and require early or late games to accommodate their travel schedules. This means that we have many requests to require in order to ensure that everyone is able to participate in the event. It is also important to try and split up the teams from the same areas. For example, there are multiple teams from Colorado attending and because they play each other in league play they prefer not to play these teams again. So as explained, there are many elements to review for the schedule and it can take a good amount of time. Here is the link to the Ice Hockey page of the website which will sow the tentative rink assignments and will show the schedule once finalized: http://www.calstategames.org/w-icehockey The San Diego Tourism Marketing District, or SDTMD, helps fun nonprofit events throughout San Diego to encourage tourists and other individuals to come to San Diego. Every year the SDTMD has helped the CSG with various funding amounts to help the events’ marketing efforts. This year I assisted Sandi with creating the application for funding. This is an involved document that has to show that San Diego will benefit from our event occurring.
SDTMD has made multiple mentions throughout the year that there will a drive for new events within the area. The issue with this is that CSG is 30 years old and has been around for many years. If the SDTMD is moving away from old events towards more newer events, the CSG could be left behind with no funding. This is why the application for next year’s funding is so important. This project spanned multiple days in an attempt to insure all financials and budget projections are correct. The USAMG, though difficult in the moment, helped create many great ideas and promotions for the CSG. One of these great ideas was the Adult Ice Hockey tournament. We discovered that there are many adults that love to play hockey and enjoyed participating in the USAMG in this sport. Now that we are able to secure teams, we have decided to expand the CSG to include Adult Ice Hockey during the Summer Games.
Today we met with the directors from all the rinks in San Diego County to get their thoughts on this expansion. I created packets that included the proposed rules, a sample flyer, and possible dates for the tournament. After much debate and review, some rules were tweaked and adjusted along with the date confirmed. This way we are able to ensure there will be ice time at the various rinks for the games.
After the crazy weekend, the focus was on posting results and answering any incoming questions from participating athletes. I worked to update the websites individual sport pages along with the archive results page. You can find all the results at this webpage location: http://www.calstategames.org/s-results-archive. Also, attached on the project page is a sample of a sport result page that had to be edited, confirmed, and then posted for review. Other questions that we received in the office were for missing items and individuals that did not pick up their medals at their specific location.
As expected, we also needed to review all of our product and ensure that everything was returned to the CSG. Below are photos of the storage containers after everything was inventoried and cleaned. We have a large amount of Gatorade coolers and my college and I took about a full day to just clean them, inventory them, and properly stack them in the storage unit. No event is complete once it finishes, the wrap up is often the hardest part.
Today was the first official day of the CSG and to say it was busy would be an understatement. To start the day, I went to the first day of the Rugby tournament being held in San Marcos. This is the farthest venue North/East that the CSG was hosting an event at. At the time, I lived up in Oceanside so luckily the commute was only about 45 minutes from there. Once I got to the tournament location I checked in with the sport director, Hannah, to see how the morning was going. She was optimistic about the weekend and felt it had been a smooth start to the first day. Due to the fact that Hannah and her team were all running the tournament elements, I was able to wonder around the 6 fields and take photos for CSG marketing purposes. After being at the venue for approximately 2 hours, I left and headed to Carlsbad to assist with USAMG Swimming as well as the Dive meet. Upon arrive at the Carlsbad location there was a bit of turmoil. There were not enough volunteers to keep time for all the open swim lanes so I was able to step in and assist. Between meets, I was able to contact the volunteer coordinator who sent more volunteers to the swimming venue. USAMG ran an hour or so over due to technical difficulties at the beginning of the day. This pushed back the Dive meet which was scheduled to start right after swimming. Diving then went slightly over time due to this delay. It was the first year the CSG has ever hosted Diving in the Games so it was very exciting to be a part of. We had divers as young as 5 year old to as old as 92. It truly was an amazing meet. This day was the first of many long days for the CSG. I arrived at the USAMG Swimming location in Carlsbad at 6 am to help with set up and check in. There were only a few events going on this day with the majority occurring on Saturday and Sunday. Despite this, check in was still busy because many athletes compete in multiple swimming events so they could check in for all at the same time. It was a very interesting day and I enjoyed working with Kenny, the sport director for USAMG swimming.
At about 3 pm I headed down to Qualcomm stadium to help the team load in for the Opening Ceremonies. The load in had already begun but I was glad to get into the stadium and start assisting. I helped with various tasks such as blocking off the athlete seating, setting up the VIP reception area, coordinating the beer garden, and getting vendors to the correct booth space. When guests began to arrive I was already at my station at the beer garden. I was responsible for checking IDs and selling tickets for those that had not yet purchased them. The beer garden opened approximately two hours prior to the ceremony and closed at the start of the athletes parade. Once the beer garden was empty and the remaining alcohol was secure I went down to assist with the ceremony on the field. It was an exciting day to be involved with the CSG.
It is a week prior to the CSG event weekend and in order to ensure we have everything prepared we spent the day at the storage location. Prior to going to storage, I created a list of what will be needed for certain sports and the number of flags, buckets, Gatorade bins, etc. Storage days can be overwhelming because there is a lot of items in the location. It is important to be prepared with a list of items needed before getting tangled up in the mess. In addition to the CSG, we also had to make sure that the USAMG also had all the items they needed for their sports on the event weekend.
Once we got to the location I started assigning tasks to the six team members that had come with. It was important to separate all items based on sports so that it would be an easy pull and place while distributing the needed products. We had also received two pallets full of sport drinks from a sponsor that needed to be accounted for and stored somewhere until we were able to take items to the venues. This day was filled with a lot of manual labor and counting/recounting of the inventory. It was nice, however, to get out of the office for a little while. Listed on the projects page is the list I created as a tally system for the inventory. andThe focus in the office has started to shift to the upcoming major event weekend of July 15-16. Lisa has been training me on the production of the event program that is available for purchase. Many athletes and their families enjoy receiving this program which serves as a type of yearbook for the CSG. The program includes a list of venues, bios on the selected torch runners for that year, every sport with all athletes competing, a list of sport directors, and purchased athlete ads. Of course there is also the mention of sponsors within the program. I have truly enjoyed putting together this program as it appeals to the creative side of the brain. We do have a creative contractor that is putting all the design together but it is my responsibility to director her in our creative effort and provide her with all information needed. The most time consuming part of this task is pulling the athlete reports and ensuring the names are listed in alphabetical order along with in the proper format to import into the program. Attached in the projects portion of the site is some sample pages from the program. Below is the mock-up of the cover page and the first few pages we confirmed. The first weekend of the USAMG went as smoothly as we could manage. As with all events, a large amount of wrap up and load out needs to occur after its completion. We inventoried all items in the office and determined what needed to return to storage and what could stay here. This event weekend is unique because we will be hosting our larger event weekend in less than a month. This means that a lot of the materials will not get packed away as they normally would.
In addition to counting inventory, I focused a lot on results and getting all items posted on the website. Athletes know how they placed when they compete, but many like to look back at the standings to see how they did overall. This means we are posting a large list of the actual results for the entire meet to the webpage for every sport. Due to the fact that this was USAMG, we did have the help from their team with the results. A sample of these results, the Track & Field final outcomes, is posted on the projects page of this site. This morning I woke up at 5am to get to the UCSD Track by 6am to do final setup preparations prior to the event start time. This is the second day for the USAMG Track & Field event but it will be my first day in attendance. This is because I was running BodyBuilding the first day of the event. When I arrived at the event location I received a call from Sandi explaining to me that our local news station, KUSI, was going to be doing a few live hits from the event. She was not going to be present at the track this day so she asked me to meet them and assist with whatever they needed. I have been media trained, which is what my old company would make employees go through before they went on camera, so I was very excited for this opportunity.
I did some extra research prior to KUSI arriving about the meet and what track and field events we had going at that particular time. Keep in mind that this was my first time ever coordinating a track meet so I wanted to be sure I could answer all of their questions. When KUSI arrived onsite I met them and directed them to the best location where they could pull the media van closest to the track. We went straight into a live interview where the reporter asked me about the events that were being hosted and what was occurring at that point in time on the track and around on the fields. It was a lengthy segment that involved the discussion of specific races, javelin, pole vaulting, and long jump. Overall, I feel I did a good job for my first interview with this new company. The news team was at the event location for about three hours before heading out to a different news story. After they left I assisted with posting results and handing out medals to winning athletes. It was the final day of the meet so as the day neared the conclusion the team began tearing down tents, tables, and chairs. I helped pull down banners and count our inventory to ensure everything was transported back to storage. It was a successful day at the track and I definitely look forward to being involved with more PR initiatives moving forward with the CSG.
To start the day, the entire staff, both USA Masters Games staff and Cal State Games staff, met at the University of California Sand Diego, or UCSD, Track & Field to set up for the upcoming meet on Saturday and Sunday. The purpose of going to the track location prior to the meet is to ensure there are no foreseen issues missed or overlooked. We were able to set up tables, tents, and designate awards and checkin locations while there. There were approximately 10-12 staff working to get everything set within the designated time frame. Obviously not everything could be completed that day, but at least the majority of the set up load was removed from the morning of the event.
The main thing I did to assist this day was mark the various hurtle events for the weekend. This included working with the USAMG Track & Field sport director to ensure we had proper markings on the track. Depending on age and event type, the hurtles need to be placed at a specific distance and at a specific height. This can be difficult when there are many divisions and age groups competing. We used some simple duct tape and laid it on the track at the specific distance. We then marked on the piece of tape what event and age group the hurtle marker was for. This will increase the ease of the staff moving hurtles during the actual event day. Today I started in the office to complete emails and phone calls before heading to set up the USA Masters Games BodyBuilding competition being held in Vista, California. It is getting slightly difficult to juggle both the California State Games and the USA Masters Games. I am continuing to market and encourage participation for the CSG while also gearing up for the first weekend of the USAMG. It is definitely a busy time but this is what I enjoy and thrive on. I understood this possibility when entering the events and sports industry.
After being in the office for a few hours, I headed up to Vista which is about 45 minutes from San Diego to start load in for the BodyBuilding competition. I brought with me the USAMG giveaway bags and medals along with additional banners and feather flags. The competition is being held in a High School auditorium and is a great space for this specific event. I have already taken the time to get to know the sport director prior to the competition so we were ready to jump in and work right when I got there. It was a quick set up as the location is not extremely large or demanding. Today was another busy day in the office. It was the final prep and scramble for the first leg of the USA Masters Games events this weekend. The sports occurring on June 24-25 include Track & Field, Bodybuilding, Triathlon, and Tennis. There will also be multiple athlete events and happy hours for those that traveled a long distance to compete in the USA Masters Games. I am responsible for coordinating all BodyBuilding need and requirements along with supporting the operation of the Track & Field competition. Hill Carrow will be flying in tomorrow with a staff of two to three people as a way to support their event.
Other than last minute emails and phone calls, the office staff has been making multiple trips to and from our storage facilities. This is where we are checking to ensure we have enough items needed to produce a successful event. Some of these items include medals, t-shirts, gatorade jugs, tables, pop up tents, and much more. It is always better to triple check then be short a few key items during an event! To start today I learned how to make adjustments to the California State Games website. This include updating page information, editing photos, and adjusting backgrounds. You can review the website here: http://www.calstategames.org/index.cfm?fuseaction=home.main. I then spent some time reviewing these adjustments and what else can be done to improve the website as a whole. I reached out to various Ice Hockey teams in the area to promote the upcoming USA Masters Games. In order to gain their interest, I highlighted the beer gardens and tastings that will be included with each Masters event. The phone lines were busy today with questions regarding track registration, field hockey hotel locations, and pole vaulting schedules. I am finding that the more I answer the phones the more I am learning. Throughout the day I continued to work on my personal project of CSG event quick fact sheets. These sheets are meant to compile all important information into one document easy to access when questions arise. A copy of these sheets can be found in the projects section of the page. To end the day I took a stack of USA Masters Games Ice Hockey flyers up to an ice rink in Carlsbad. Ice Town is one of the bigger rinks in the area and have plenty of adult leagues that would be interested in the Games. Attached is a photo of the rink for reference. Another full day of learning and developing in my new role. Today I arrived at the office around 10am due scheduled afternoon/evening track meet recruitment. I received some responses from BMX Tracks that were interested in receiving information packets regarding the California State Games. I spent the morning creating postcards and compiling the needed items for these packets. At noon I then went to a lunch meeting with Lisa and Karen, the women that designs and produces our ads and programs. We went to lunch at Liberty Station which is a few miles away from the office. During this meeting we discussed the program and the new elements that have come in since the last meeting. It was also a way for me to meet Karen as I will now be her main point of contact for the Games moving forward. I then took the packets made for the BMX Tracks to the post office and returned to the office until the track meet.
The track meet was held at University City High School in San Diego and registration began at 4pm. There were various meets including 100M hurtles, 400M, 800M, long jump, pole vaulting, and many other events. The was the first meet of the San Diego Summer Track and Field Series which is held every other week at various locations around the city. It is for all ages and a great meet for those that are looking to expand their skills or just have fun. I was at the meet with Lisa to learn the ins and outs of promoting the Games to these athletes. We had fliers and postcards that we were handing out to those who were interested or who had not heard of the event yet. It was fun to be in that atmosphere and experience a sport that is new to me. I will definitely be studying up on track and field events as I felt in the dark with most of the conversation and lingo. |