If you are a coordinator or a random someone who is willing to arrange a sporting event in the community in order to get others closer together and challenge each other off in a friendly event then you are in the right place. For planners and organizers, working for the coordination and preparation of a sporting event can be a little overwhelming and most of them don’t know any great tips and tricks to make their day. But there are professional sports event planners that can offer you some great advice when it comes to managing a sporting event and making it a successful hit.
Following are some of the best tips that you can try for the sake of running a successful sporting event;
- Determine the purpose of the event
This must be your ultimate thing to start with, let everything else slide away, and first determine the purpose for conducting the sport based event as only then you can begin with the rest of the preparations. Are you conducting a little league event or a sporting event such as golf that is intended for the charity use? If the latter is the case then you need to roll up with some extra preparations and things such as arranging celebrities and booking the time with them, in most cases it can take a heavy toll on the organizer as they might have to convince those celebrities about the importance of the charity events and why they must attend yours too. Plus you will have to work with a functional charity to actually pull it all off.
- Listing all the moving parts
Arranging a sporting event is a lot of work and obviously, there would be a lot of things and details to attend to such as printing special T-shirts for the teams, arranging food and proper sitting arrangement for the event, and also taking care of other such small things over the course. The basic thing is that if you have a list of all these little but important moving parts then you can easily wrap your head around them and go through them in a successive manner. You would have to arrange referees, shirts or uniforms or even security, sound system, and the photographers to begin with.
- Prioritize and effectively manage your budget
Prioritizing the most important and key elements out of your to-do list is the most elegant way of getting more things done while staying within your dedicated budget. Take inventory of what needs to be done and what do you have, it will provide you with a clear idea about how you need to move the engine and work out which pistons while leaving the rest.
Use the sheet that you have created for yourself earlier and make sure that you make a spreadsheet to allot priority to the tasks embedded into the sheet of yours. Assign a portion of your budget that you are willing to allocate to each and then set on the priority number in a dedicated manner.
- Booking your venue
The next thing that needs to be done is to book yourself a keen venue, to begin with, but you will have to decide that based on the game that you are willing to develop the whole event around. If it is something indoor then, of course, you can rent out a big complex, for the time being, have your event conducted in there and then getting out ASAP but on the other hand, if it is an outdoor game such as golf then you would have to book the whole ground or a golf park for that, that is why make sure that you have a clear idea of what kind of game would be played for the event and thus are willing to make careful analyzation for the event’s venue way ahead of time.
Don’t try or make-believe that you would have enough budget to transform a place of your choice into a complex or sporting arena because no matter how much budget do you have it won’t ever turn out to be the same required to turn the fate of a deserted place around, be realistic and fast about choosing a venue for your sports event.
- Food trucks are paramount
Make sure that the place that you choose for your sporting event has easy access to the food trucks because of course people are going to get hungry for sure. But if the place doesn’t have any dedicated food trucks of its own then you would have to arrange for such food trucks of your own. If you think that it is going to be a problem then be well reassured that the local food trucks will be springing at the chance of catering at your event, you can even cut out a pretty deal with them such as at the end of the day they will have to pay you a fee for allowing them to cater at your event.
But make sure that you do have some food trucks down there or otherwise it is going to be a crazy city in there. Another thing you need to focus on is the marketing of the event and for that purpose, you can take the advantage of newspapers, flyers, or even social media platforms.