Delivering a good sporting event isn’t easy, and it’s easy to overlook vital aspects. Click here to learn how to plan and run the best event possible.
How to plan and run your own sporting event
Sporting events are a great way to bring the community together for a lighthearted, fun and competitive sporting occasion. It doesn’t matter if you’re planning a football league, a fun run or even a small one-off badminton gala – it’s sure to be a huge success if you take the time to plan the event properly and take all eventualities into account.
Because – believe us – there are go be it eventualities, things you haven’t considered and threaten to derail the whole occasion. As an event organizer, you need to do everything in your power to defuse these eventualities and ensure your event isn’t the talk of the town for the wrong reasons.
Before we begin, however, we must admit that if it is mass participation sporting events that you are interested in, you must find a strong and reliable event planner. That’s not an indication of your own abilities – far from it – but if you’ve never organized an event before, it’s always best to get help from people who do this for a living and know how to do it well.
If it’s a little less than that and you’re adamant about going it alone, here are ten steps to take to give you a good chance of success:
Select the appropriate dates
The first thing you need to do is take a look at your local area’s calendar and make sure there aren’t any other events that conflict with yours. Dates are also important if it is an outside sporting event. You can organize a big event, but it won’t go down very well if everyone is wet and shivering in the middle of winter!
Discover what the sport will resonate with
When it comes to the sport itself, you should also take a look at your preferred participants and the feel of the local area. You may be the biggest rugby fan in the world, but the city where the event is taking place may never have seen a game. Ask around and choose the sport that best fits the community.
Choose an appropriate location
Your venue needs to suit the sport, the dates and the ability of your participants. In addition, it is necessary to host the event in an easily accessible location with adequate parking for the number of people who will attend.
Stop! Before we go any further, we have to mention the “I” word. Insurance is crucial for sporting event organizers as it will help you pay for any damages, costs and expenses should they occur. It’s about being prepared for any eventuality, remember, and finding the right kind of event insurance is the best way to do this.
Pay attention to safety and security
Speaking of insurance, it’s best to do everything you can to ensure that all of your employees, participants and contractors are working within the proper health and safety regulations. Do your research and make sure you understand everything before you even think about organizing the event.
Gather Sufficient Supplies
One thing that tends to go wrong during big events is the number of supplies. Think about how many people will attend your event. You’ll need to cater to all of these people – including a crowd – and make sure you have more than enough supplies for all of them.
form a good team
A sporting event is only as good as the team that puts it on. You need to make sure you’re not a one-man band and that you have a good circle of people around you who are able to point out things you missed or ignored. Think about the scope of what you are trying to achieve, ask people you know and trust, and give everyone equal power to ensure teamwork is prioritized.
Promote the event everywhere
Once you’ve accomplished all that, you’ll want people to actually show up! Be sure to promote the event as much as you can, including through local newspapers or radio stations. Also, be sure to train how to promote events on social media and utilize all these platforms to spread the word as much as you can.
Talk to your participants
Another aspect neglected by some organizers is communication with the people who are going to attend. By contacting people directly, you can inform them of specific rules and regulations, as well as the dates and schedule for the day itself. You don’t want confusion, so get there early and communicate.
review, review, review
Lastly, make sure you proofread everything. Seriously, there’s a lot to think about and consider, so you must have missed something the first time around. Review absolutely everything you’ve done and make sure you leave no stone unturned.