Club Maldives Futsal Tournament 2010

NARRATIVE REPORT

Club Maldives Futsal Cup has been organized for the past five years. All government offices, companies and private NGOs are invited to participate in this competition. Recognizing the social responsibility as key part of any big event, they have been inviting social/health based organizations to become their social partner in this event, in order to promote their cause. This year, it was decided that SHE would be their social partner. After discussions with the EM team of SHE, it was finalized to promote thalassaemia awareness in the Club Maldives Futsal tournament this year.

1.     Activity Details

                               I.            Initial Stages:

Club Maldives approached SHE nearly 4 weeks before the tournament started in July. Since then, a project coordinator was identified from SHE’s program section and laboratory department was assigned as a key leading department in this event.

Activities Arranged Initially:

During the initial brainstorming sessions, a lot of ideas came through which include having a blood camp, having a friendly match between thalassaemics in the opening of the competition and using awareness messages and leaflet to promote information about thalassaemia. Also, it was discussed to see whether a team from SHE could participate in the competition. The Club Maldives team gave okay for everything except the blood donation camp in the tournament. Hence, it was decided that:

  • SHE will do free blood grouping for all the people who volunteer to become blood donors.
  • Two thalassaemic teams will be playing a friendly match on the opening day. To give them certificates, gifts.
  • SHE team will not be participating in the competition since we did not have enough players.
  • Awareness materials and messages will be taken to the futsal ground to be distributed and promoted via sound systems.
  • To print a banner for that day.
  • To give a trophy for the fair play team. (this was not initially discussed with Club Maldives)
  • To print badges with a simple thalassaemia message which would be on the sleeves of all the jersies of the team players.

During the preparations:

Thalassaemia Team

Since SHE and Club Maldives both wanted to really have the thalassaemia team playing on the opening, the older thalassaeamics were approached and invited for this match. Initially, they were not alright with playing since the opening was to be aired live on TV. However, after much persuasion, they all agreed to play, with the condition that SHE provides them with shoes and jersys . Since this was not something initially discussed, there were some budget issues and Club Maldives was also approached to see if they could help. However, since they could not do anything about it, SHE decided to find sponsors for their jersies and shoes. The thalassaemic team informed that they required no coach and no refreshments while practicing, and they started their practice.

However, one week prior to the opening of the Cup, one of their team members passed away and this damped their spirit. They did not want to play in the competition and this was informed to Club Maldives. Since it was too late to find any other options, it was decided that there was not much that could be done about this issue.

Banner

It was decided not to print the banner, since a banner was already existing in SHE.

Media Exposure

No media exposure was given to the competition before it started. According to Club Maldives, they could not get a slot in between, because World Cup was aired most of the time  before the start of the competition.

Fair Play team Trophy

Finding a quotation for the fair play team’s trophy was very much delayed on the project coordinator’s part. The Club Maldives was informed about SHE wanting to give the fair play trophy on the 17th of July (second day of the competition) and they informed us that some other party had already sponsored this particular trophy and also informed that there were other options such as best team, best scorer male/female, best team male/female.  However, it was decided that since those trophies is not really what SHE had in mind, to let go of giving a trophy to any team.

Thalassaemia Badges

After getting the message from laboratory for a suitable one line message about thalassaemia, the logo was designed by SHE program staff. The logo said “Test for thalassaemia before choosing a life partner”. Quotation was also found for the logo. The lowest quotation for printing 900 badges was MRF 9000/- which was very much extravagant compared to the amount budgeted. After discussions about what could be done about this, Club Maldives was approached for help in this matter. When the logo was sent to them, they re-designed the logo and informed that they could print it at MRF 3600.

This was the highlight of the awareness part for this event as this single line message reached more than 900 people in this event.

Assigning Staff for sessions and final preparations:

This was also discussed to some extent two weeks before the competition started. The laboratory got ready for their part, while the project coordinator got ready by collecting the resource materials which would be used that day. However, since the project coordinator took sick leave the week right before the competition started, many issues arose, including staff not being assigned to their duties even when a day before the competition started, advance money not being requested, quotation for fair play trophy team not being found, and ideas for decoration was not at all discussed. All the staff were not informed about the Club Maldives Futsal tournament and also, according to the laboratory staff, they also did not know what was expected of them during the competition.

However, invitations were sent to all the EXCO members before hand.

                             II.            During the Competition:

The Opening Match:

With the above issues, when the SHE team went to the futsal ground on the first day of the match, it was not what SHE expected. There was no separate tent for SHE. SHE shared a tent with the Club Maldives team and had small two table at a corner of the tent. The decorations used such as balloons and such were bought on the spot and arranged. Even during the match, few people came to the SHE table, and the corner looked empty. The people at the sound system kept giving out thalassaemia messages. However, it did not attract much of a crowd. Though this was the case, it was a miscalculation and a failure at project coordinator’s part for not forecasting the situation and trying to come up with means of making the corner more attractive.

Staff Duty:

The staff duty was finalized on next Sunday, two days after the competition started. All staff were given copies of the duties and briefed about the competition. All staff on duty were given an allowance of MRF 25/-. However, this was increased with another MRF 40/- after much issues from staff who were spending quite an amount of money for taxi.

While it was initially decided that all staff from all sections would be involved, only 13 staff were able to go for one duty or two. A lab staff was assigned for all the duties since this was about thalassaemia. However, few such duties (at the end of the Cup) had to be filled in by program team, after many issues which came forth during the competition.

Registry of Blood Donors and Information Dissemination:

Though it was expected to reach more than 600 people (including registry of new 100 blood donors), this was not at all achieved. Only 26 blood donors registered and information was disseminated (through flyers on the final day) to approximately 100 people. Since SHE was very new in promoting awareness information in a sporting arena, there were many issues which arose which was not forecasted by SHE team prior to the competition. These include:

  • SHE team being too far away from the crowd. No notice was given to the area where SHE team was situated.
  • The teams came just for the matches and once their match finished, they all went, without a second glance to anything else.
  • No information was broadcasted through the sound system during the match- only half times, start and end of the matches were available. And also, when also when they asked SHE staff on duty to start using the sound system to give thalassaemia awareness, most of the staff on duty were too shy to do this.

All these issues caused the event to be very ineffective in reaching targets. The staff on duty felt this was a waste of time and wanted to stop going to the tournament duties. However, this was not approved since SHE had already given commitment and the competition was already coming to an end. After the event was started, much was done to improve the visibility of the SHE corner, such as printing more readable messages on colourful paper and posting it on boards, which was around placed all around the SHE table. However, this also did not contribute much to the effectiveness of the event.

Final Match

The final match was on the 8th of August and lived aired on TV. SHE also prepared in advance for this match. New balloons and decoration items were bought and many more messages for the board was printed. Also, flyers were printed, to distribute it at the event. All staff were invited to the closing and all the EXCO was invited as well. However, only 5 staff were able to present on that day. The SHE table was placed in front of the area where the match was played and the SHE banner along with more printed materials were attached and hanged above the SHE table. The area near the table was decorated using balloons and crepe paper. Though no new blood donors registered, this could be said as the most effective match, as this reached about 100 people via informative flyers.

2.     Constraints and Recommendations.

There were many constraints to this event. Due to these constraints, many issues arose which led to the ineffectiveness of the whole event. These constraints include:

  • Through the discussion stages, it was very difficult when the key department’s assigned person was on leave for quite a number of days. Though everything was discussed with the second in charge for this event, it did not go through when the person assigned came back from leave. When the event started and during the event, the key staff involved raised the issue that they were not properly thorough with what was expected from them. Hence, more meetings should be held more with the involved departments so that these errors do not arise.
  • Staff schedule not being done when the event started, also the quotation for the trophy along with many things which should have been finished before the event started not being done — except for the quotation of fair play trophy, other issues which arose contribute mainly to the project coordinator being on sick leave. Hence, it should be noted that the week or the days prior to the event is of utmost importance and the project assistant should be briefed very well and involved more so that these errors do not arise.
  • Staff resistance to participate is a major constraint as the success of such long events depends on staff participation. Most staff did not want to attend to duties as they felt it was a waste of time, and this forced program staff to take extra duties.
  • Constraints that arose because the SHE team did not forecast the scenario of a sports arena should also be considered. The effectiveness of the event was highly diminished due to this constraint.
  • The issues which arose during the event was not discussed at a director-director level. These issues were discussed between staff and staff or between director and staff. Hence, these issues were not properly addressed during EM meetings and such, to take effective decisions.
  • It is recommended to find out the cost/ratio compared to the effectiveness of the event before considering to take events which are this lengthy. While considering cost/ratio, it is also important to consider staff willingness and staff capacity of SHE.

 

FINANCIAL REPORT

No

Detail

Allocated Budget in APB 2010 (MRF)

Estimated Budget (MRF)

Actual (MRF)

Variance (MRF)

Reasons for Variance

SHE

IPPF

Other

1

Banner design and print

00.00

1000.00

00.00

00.00

00.00

1000.00

Used the banners already existing in SHE

2

Media campaign

00.00

00.00

00.00

00.00

00.00

00.00

3

Hire coach

00.00

500.00

00.00

00.00

00.00

500.00

No coach was required because no thalassaemic team played.

4

Refreshments

00.00

540.00

00.00

00.00

00.00

540.00

No refreshment was required because no thalassaemic team played.

5

Jerseys and football shoes for team members (with names and logos printed)

00.00

7270.00

00.00

00.00

00.00

7270.00

No shoes/jersies were required because no thalassaemic team played.

6

Cost of blood grouping

00.00

400.00

96.00

00.00

00.00

304.00

Only 24 blood groups were done, instead of the estimated 100.

7

Designing of certificates for thalassaemia team

00.00

190.00

00.00

00.00

00.00

190.00

No certificates were required because no thalassaemic team played.

8

Gifts

00.00

2700.00

00.00

00.00

00.00

2700.00

No gifts were required because no thalassaemic team played.

9

Transportation

00.00

1000.00

2005.00

00.00

00.00

1005.00

  • 13 staff up and down taxi money for 45 duties = MRF 1800
  • 2 staff up and down ferry money for 5 duties = MRF 50
  • 2 Pickup trips = MRF 80
  • 3 Taxi Trips = MRF 75

10

First Aid

00.00

200.00

00.00

00.00

00.00

200.00

No first aid was required.

11

Sleeve Logos

00.00

5400.00

3600.00

00.00

00.00

1800.00

Logos were printed at a rate of MRF 4, instead of MRF 6

12

Fair play trophy

00.00

500.00

00.00

00.00

00.00

500.00

Not given

13

Miscellaneous

00.00

1200.00

1447.50

00.00

00.00

247.50

  • Allowance for 14 staff = MRF 1180.00
  • Decorations and Stationery = MRF 267.50
TOTALS

 

20,900

7148.50

00.00

00.00

13751.50

 

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