Organizing and managing a sporting event requires extensive preparation, logistical planning, and a key understanding of the sport itself. From finding a venue and recruiting an adequate number of volunteers to facilitating preparations taking into account the weather and logistics of the day, there are many factors to consider in running a successful event.
How to start planning?
When beginning the planning process, you must first understand the core objective of the event in question and then you can break the process down into easy-to-manage steps. First of all, you must answer the following questions:
- What event will it be? Whether it is a sporting event for spectators, a marathon, or a sports tournament, the format of the event will help you define the logistical requirements so that it runs smoothly.
- Who will attend the event? What is the target audience? Are they spectators, participants, or both?
- When and where will the event take place? What type of place do you think would be most appropriate? Are there any climate aspects you should include in the planning process?
The more detailed you answer these questions, the better you will be at planning your event. Once you have done so, follow the key steps below:
1. Determine expectations for attendance and staff
No event can go well without the right amount of staff and volunteers.
One of the main problems with larger sporting events is that they take place over multiple sites or routes, and this can be problematic as large numbers of staff and volunteers need to be recruited to organize and manage each area.
Keep in mind that in addition to the participants themselves, their followers will come in abundance, so even smaller-scale events can quickly become difficult to manage.
This is where research plays a vital role. Invest time in researching past events to anticipate the participation you can expect and ensure you have a large enough team to manage your event effectively.
Once you have discerned how many employees and volunteers you will need, begin the recruiting process. Start by promoting your volunteer registration page and registration form on your website and social media channels to attract the attention of potential volunteers.
The event page will not only serve as a means for volunteers to register but will also allow anyone interested to post in the comments section or send direct messages. Many people will have questions and this way you can answer them easily and publicly.
2. Secure space
You will only be able to move forward with most of the planning until you have a definitive space, so make this a priority in your organization.
There are several practical aspects to take into account. Depending on the sport of the event, the number of venues in the area may be limited. For example, there may only be one or two gymnastics clubs available. On the other hand, if you are organizing a soccer tournament, there may be several fields to choose from.
Transportation is often one of the most difficult things to manage, so you’ll need to think about how attendees will get to and from the event, as well as mobility around the venue on the day.
Do you need to contact local authorities and obtain permission to close an area of the city? These are the kinds of issues you should anticipate in plenty of time.
3. Optimize ticketing and registration control
There is nothing more frustrating for customers than a complicated purchasing process. That is why it is essential to invest in a comfortable and simple ticketing tool that can speed it up.
The best thing is that customers can purchase tickets directly from your website and even from your social media channels.
Regarding the registration of athletes, you must make sure that it is also simple. An online registration form from your website is a great option. Do your best to communicate with participants routinely to keep them informed before the big day.
4. Have a first-aid plan
With medals, finishing times, and prizes at stake, sporting events often draw some of the most competitive athletes. Whether they’re seasoned athletes or just committed to raising money for a charity, they’re sure to go the extra mile.
Make sure adequate medical personnel are on-site and ready to treat minor injuries to players or fans. From first aid volunteers to hydration stations, keep everything in place to help participants should the need arise.
Give all relevant instructions to volunteers and event staff so that they are always available to help. Effective volunteer management software will eliminate some of the stress and ensure that everyone can communicate on a single platform.
5. Predict the weather
Wherever you host an event, weather is a key consideration, especially if it will be held outdoors.
From a rainy summer environment to unbearable heat in a hot region, the weather is anything but predictable, and this factor can present challenges when planning your event.
So, it pays to have a backup plan. Check the weather forecast regularly and be prepared for all possible outcomes. While a downpour is unlikely to ruin a marathon event, it will affect transportation and spectators. Even if the race continues, you will have to watch the attendees.
Likewise, a hotter-than-normal day can create all sorts of problems for athletes, attendees, and staff alike. Make sure there are plenty of shaded spots and plenty of water bottles for athletes to stay hydrated.
