The Efficient EventFind Savings with Excellent Event Management

Scott HairRegional Manager

Join the Conversationwww.twitter/schooldude#SavingsSummit

Cost Recovery StudyAnalysis of 1,000+ school districts, colleges

and private schools, including interviewsFocused on how educational professionals

are coping with– Demand for community use of school facilities– Financial burdens on budgets and operating

staffs due to the growing use of school facilities by the community

– Sentiment that school facilities should be used more frequently because taxpayers and other stakeholders have invested billions in these assets

RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS:

A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.

Event Scheduling is Complicated!

Is Your Process Efficient?60% of schools experience time wasted related

to event management coordination and communication problems.

– Interruptions – phone calls, emails, drop ins– Paper forms and calendars– Keeping all parties informed about event

approvals and schedule changes– Coordinating internal event resource personnel– Data entry and manually generating invoices

It is also very Costly!

What does it Cost?

Description Minutes Unit Cost # of Events Rough Cost

Check calendar for availability 5 $20/hour 3300 $5,300

Coordinating with staff to support event, approving, getting other approvals

15 $20/hour 3300 $16,500

Coordinating and creating invoices 10 $20/hour 1500 $4,800

Checking Schedule and Doing EMS Overrides per event

5 $20/hour 3000 $4,800

Custodial time - setup, breakdown, clean up, lock/unlock and other services)

60 $20/hour 2000 $40,000

Energy/Utilities $25,000-$60,000/year 2000 $25,000

Wear & Tear, reduced life of building components, capital impacts

$5,000-$35,000 3300 $10,000

IT – internet access, projectors, AV carts

??? ??? $???

Supplies – paper towels, soap ??? ??? $???

OTHER??? ??? ??? $???

Behind the scenes: a 3,000 student institution

What measures are schools taking to offset the impact of rising costs?• Implementing energy conservation measures• Restructuring transportation programs such as bus

routing or cutting back on student and staff trips• Cutting supply and textbook purchases• Hiring freezes or eliminating positions• Eliminating or modifying athletic events and offerings

Source: AASA Survey

Community Use getting press…Newspaper Publisher’s opinion:“While many are making the argument that the school district is

robbing Peter to pay Paul, we believe it is fairer to charge those actually using the facilities more than to spread the increasing cost of facility use across the community through taxation.

With teachers having to pay out-of-pocket for classroom supplies, schools not having enough money to purchase necessary books and the school district more heavily relying on the fundraising efforts, it is no longer feasible for groups not affiliated with the schools to use district facilities without paying enough.

We do encourage the school district to be sensitive to community groups' needs and just recover the costs of facility use, not make a profit.”

Good News!

Excellence In Event Management is Achievable Excellence In Event Management is Achievable

Best Practices • Identify an Advocate• Create a Policy• Start Small and Gain Buy-in • Automate Processes• Identify Potential Risks• Recover Your Costs*

*We’ll talk about more later

Source: Source: Recovering Costs for the Community Use of Our SchoolsRecovering Costs for the Community Use of Our Schools

© Copyright 2008 SchoolDude.com, Inc. All rights reserved.© Copyright 2008 SchoolDude.com, Inc. All rights reserved.

Advocate: A Lot To Think About

• Is your building policy up to date?• Is your building policy working?• Are you recovering the costs of events?• Are the correct people involved?• What is your relationship with the community?• Are events a drain on your already limited

resources?

What is Your PolicySample from: http://www.schooldude.com/resources/

• Community groups may be permitted to use School District facilities for educational, cultural, civic or athletic purposes when such use will not interfere with school programs and is not dangerous or detrimental to the public welfare. • A facility user or rental fee, approved by the Business Manager of School District, will be charged to help defray the cost of using School District facilities and to preserve the education budget. • The priority of building use is set forth below with Group A having first priority and Group D having last priority.•https://www.ocps.net/fa/admin/Pages/FacilityUseInformation.aspx

What is Your Policy

Do you restrict what spaces are being used?

Using a Joint Use Agreement?

Planning future construction around community use needs?

Start Small – Gain Buy In

• How do you get started?• Build support with Site Contacts – How do you do it? Which site do you start with?• Distribute Event Management – balance between what can be centralized and distributed• Establish Presence at event – Do you do that now? Why do it?

Automate RequestsWho can make a request? •Internal Users

– Faculty/Admins.

– Teachers/Professors

– Athletics•External Users

– Community Groups (via CommunityUse)

Automating EMS Settings

Identify Potential Risks

1. Identify an Advocate2. Start Small and Gain Buy-in 3. Automate Processes4. Identify Potential Risks5. Recover Your Costs*

*We’ll talk about more later

Source: Source: Recovering Costs for the Community Use of Our SchoolsRecovering Costs for the Community Use of Our Schools

© Copyright 2008 SchoolDude.com, Inc. All rights reserved.© Copyright 2008 SchoolDude.com, Inc. All rights reserved.

Identify Potential RisksPublic Relations

– Inconsistent practices/procedures/policies– Double booking– Failure to notify school staff of event– Canceling an event due to maintenance issue– Making it difficult to use school facilities– Failing to communicate expectations– Not knowing who is in the buildings

Identify Potential RisksPersonal Injury

– Activity not appropriate for area being used– Inadequate supervision– Equipment / area poorly maintained– Infrequent inspection of areas

Identify Potential RisksProperty Damage

– Activity not appropriate for area being used– Inadequate supervision– Equipment / area in poor condition– Infrequent inspection of areas– Knowing when the damage occurred– Inadequate insurance coverage

Recovering Your Costs

Source: Source: Recovering Costs for the Community Use of Our SchoolsRecovering Costs for the Community Use of Our Schools

© Copyright 2008 SchoolDude.com, Inc. All rights reserved.© Copyright 2008 SchoolDude.com, Inc. All rights reserved.

Develop Tiered Fee StructuresEstablish a simple fee structure:–What type of

group? (Non-profit vs. For-profit?)

–What type of area? (Gym vs. softball field?)

–What type of facility? (Elementary school vs. arts center?)

So what’s the opportunity?• Average $14.09/student – Cost Recovery

– Top 10% > $28.62– California > $21.00– Bottom 25% < $1.52

How much $$$ could you be recovering?

Cost Recovery Over Time

Size Doesn’t Matter!Fairfax County Public Schools, VA• 164,000 students• 250,000 annual events• $3.1M recovered costsTamalpais Union, CA• 3,900 students• 4,000 annual events• $240K recovered costs

The Costs?A minimum of $106,000The average 3,000 student

institution would charge less than $40,000

How would you translate this?– Equals a cost of over

$50/student– How many salaries could this

fund?– How many textbooks could this

have provided?– What programs or services

could this have saved?

• Track events – Who is using your facilities. When and where.• Improve Communication• Track events – Who is using your facilities. When and where.• Improve Communication

• Distribute responsibilities - Get school sites involved• Streamline work flow • Improve coordination between departments – Task notifications• Report on usage, costs and organizations

• Distribute responsibilities - Get school sites involved• Streamline work flow • Improve coordination between departments – Task notifications• Report on usage, costs and organizations

• Invoice! – Know your costs and recover them• Involve faculty members - Requesters• Look good in the eyes of the community• Save Energy – only authorized events get HVAC•http://www.tamdistrict.org/site/Default.aspx?PageID=96

GoodGoodGoodGood

BetterBetter

BestBest

Best Practices: A Good, Better, and Best Approach

End the debates• “Politics, politics, politics” --- the public pays taxes and believe

they have access to the buildings• Many, including some government officials, realize this approach

is doing more harm than good• Taxes are tough on the public, but budget cuts and increases in

energy costs are tough on you• Your mission is to educate our youth during the school day and

your budgets and funding reflects this --- how much of your budget and funding is dedicated toward community use?

Events: Now You Have a Plan• Build a team and get them involved• Update your policy today• It’s okay to start small and gain traction• Automate the process • Identify your risks and keep an eye out• Cost recovery is key

SchoolDude’s Solution Suites

• FSDirect • FSAutomation • CommunityUse• TripDirect

• MaintenanceDirect• MDWireless• PMDirect• InventoryDirect• PlanningDirect•CriticalAlarmAutomation

• UtilityDirect• ConserveDirect

Energy Management

Facility Management Event Management

ResourcesJoint Use Agreements:http://www.nplanonline.org/childhood-obesity/products/JU-resolution

http://citiesandschools.berkeley.edu/joint-use.html

SchoolDude’s Whitepaper: Recovering Costs for the Community Use of Our Schools

www.schooldude.com/resources

Don’t miss these webcast archives:– Roadmap to a Successful Event Management Program– More Efficiently Manage Community Facility Requests– Find Savings by Integrating BAS and Facility Event Schedules

Don’t miss these helpful tools:– Sample facility use fee structures– Sample bill rate sheets– Sample facility use agreements / applications

Cost Recovery StudyAnalysis of 1,000+ school districts, colleges

and private schools, including interviewsFocused on how educational professionals

are coping with– Demand for community use of school facilities– Financial burdens on budgets and operating

staffs due to the growing use of school facilities by the community

– Sentiment that school facilities should be used more frequently because taxpayers and other stakeholders have invested billions in these assets

RECOVERING COSTS FOR THE COMMUNITY USE OF OUR SCHOOLS:

A White Paper Examining the Successful Implementation of Cost Recovery Programs in our Schools.

Remaining Questions?

Scott HairRegional Manager

Office: 877-868-3833

Email: shair@schooldude.com

Friend us on Facebookwww.facebook.com/schooldude

Follow us on Twitterwww.twitter/schooldude#SavingsSummit

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