88 Tips for Running Smoother Sports Events

Sports event management is the organization of the many details required to conduct a successful competition or tournament. From budgeting and venue operations to volunteers, concessions, safety and competition management, a well-run event depends on clear planning and written systems.

Direct Answer: Running a smoother sports event requires written plans, clear leadership, strong volunteer coordination, detailed venue operations, safety procedures and a competition schedule that starts on time.

In previous editions of Sports Planning Guide, we have attempted to define many of those details within their respective areas of event responsibility and provide forms and lists that can be adapted to your specific needs.

Yes, this can be a lot of paperwork. I’ve been reminded of that by my team members at San Antonio Sports. But I also believe in planning for the “what if” scenario. If something happens and another person needs to pick up the organizational ball and run with it, your written plans, contacts, schedules and checklists can make that possible.

The following 88 tips are designed to inspire the planning efforts for your event. This is intended as a general checklist that should lead to detailed budgets, equipment lists and timelines. For more helpful information on event management and operations, download the free [A to Z Guide to Organizing a Sports Event].

27 Tips for Handling Administrative Duties

Administrative planning is the foundation of sports event management. These responsibilities help keep the local organizing committee, event budget, participant communication and event timeline moving in the right direction.

1. The leader of the local organizing committee (LOC) must take responsibility for the entire event and lead accordingly.
2. Put everything in writing.
3. Read all contracts thoroughly.
4. Compile a contact list for members of the local organizing committee.
5. Key LOC members should have an assistant or backup contact in the event of illness, emergency or schedule conflict.
6. Produce an information sheet that gives the pertinent details of the event, including date, place, directions, competition schedule, ticket prices and volunteer information.
7. Format a timeline for all organizational projects, then track progress regularly.
8. Format both a competition schedule and a logistics schedule of events.
9. Format a venue map that identifies all areas of responsibility.
10. Hotels can be good partners for annual events that attract out-of-town participants.
11. The local convention and visitors bureau can assist with identifying needed hotels with competitive rates and may help create a rebate program. CVBs may also provide other services that enhance the event.
12. If the LOC is providing hotel rooms, consider potential expenses for incidentals and the option of turning off room service, telephone and movies, especially for youth participants.
13. Make a realistic budget, then determine if the proposed event or tournament is feasible.
14. Because ticket revenue is an important budget item, careful planning is needed to determine prices, sellers, supervisors, complimentary tickets and cash security. Do not arbitrarily increase ticket revenue projections simply to balance the budget.
15. When discussing value-in-kind items, allow for some budget expense in case those items do not materialize.
16. Ensure that well-defined cash controls are in place.
17. Printed receipts make it easier to account for petty cash disbursements.
18. Survey all LOC members for possible fundraising sources.
19. Limit the number and speech length of “talking heads” during ceremonies, particularly for youth events.
20. Because awards ceremonies are often last on the event schedule, they can be conducted haphazardly. Give them the planning and attention they deserve.
21. Devise a good internal communications system, such as cell phones or radios, for your LOC, with accountability for the equipment.
22. Have contact information for the local phone company or installer if temporary phone and internet lines are used.
23. A small phone card or printed contact sheet ensures that all staff have important cell phone numbers.
24. With social media so prevalent, team tournaments especially should establish on-site communication methods for schedule changes and other important updates.
25. Getting newspaper coverage for a youth event is tough, but not impossible. For large tournaments, an emphasis on local teams or nationally ranked teams can get results.
26. An event that draws media coverage must be prepared to service the media on-site with a contact person, photographer guidelines and possibly workspace.
27. A transportation program that requires volunteer drivers must include background checks for driving record and insurance coverage.

Planner takeaway: Administrative work may not be visible to spectators, but it determines whether the event is financially sound, well staffed and prepared for the unexpected.

9 Tips for Working With Volunteers

Volunteers are often the difference between an event that simply happens and an event that runs smoothly. They need clear instructions, realistic assignments and a system for feedback.

Direct Answer: A strong volunteer program starts before recruiting begins. Define each role, shift time, dress code, parking instructions, check-in process and supervisor so volunteers know exactly what to expect.

1. A volunteer coordinator must be a good people-person.
2. Format all the details of a volunteer program before recruiting for an event, including dress, parking, arrival time, snacks, children, dogs, valuables and other expectations.
3. A volunteer schedule form gives a clear picture of the number of volunteers needed and when they are needed.
4. Provide volunteers with a general information sheet so they can easily answer facility and competition questions.
5. Avoid putting volunteers in challenging situations with event participants.
6. Volunteers can provide good feedback, so collect their suggestions as part of the check-out process.
7. A post-event review is critical to the success of future events, evaluating all areas and opportunities for improvement.
8. A post-event survey to participants can also be helpful when planning for future years.
9. Recurring events should build databases of participants, teams, spectators and volunteers.

Planner takeaway: Treat volunteers like part of the operations team. The more prepared they are, the fewer problems reach the event director.

29 Tips for Venue Selection and Operations

Venue operations determine the event-day experience for athletes, officials, spectators, volunteers and staff. A good facility agreement is only the starting point. The LOC also needs to understand access, safety, equipment, concessions, signage, security and cleanup.

1. Before signing a facility agreement, ensure you understand the rental rate, additional costs, weather policy, insurance requirements, security needs and critical incident policy.
2. Ensure that your contacts with venue management and janitorial staff are easily accessible.
3. Know who will unlock the facility and how to contact them.
4. Ensure that wheelchair accessibility is considered for facility access.
5. Be aware of the amount of time needed for venue lights to reach full power.
6. Ensure that locker rooms are properly secured.
7. Restrooms should be kept clean and stocked.
8. Volunteer cleanup of a venue can be uncertain, especially at the end of the event, and the LOC could end up paying for it.
9. Concession food items will vary according to event participants and may also be a good source of meals or snacks for LOC staff and volunteers.
10. When seeking outside concession vendors, propose a revenue-sharing model or request that the vendor provide complimentary food for LOC staff and volunteers.
11. The policy for outside food, beverages, coolers and similar items should be noted on entry forms and signage at parking lots and entry gates.
12. Check concession vendors and facility vending machines for potential conflicts with event sponsors.
13. Events held in warm or hot weather should plan for participant and spectator demand for ice.
14. Compile a very detailed equipment and supply list.
15. Canvas LOC members for potential value-in-kind donations of equipment.
16. Produce a logistics form that identifies the equipment and supplies needed for each area of responsibility.
17. Review equipment and supply needs with the persons in charge of each area.
18. Follow up on all incoming equipment and supplies to ensure timely delivery, and inventory all deliveries for accuracy.
19. Equipment and supplies should be ready when staff and volunteers report for work.
20. Recover and secure equipment, merchandise, concessions items, signage and other materials immediately upon completion of the event.
21. Check equipment before storing. Deflate balls to help prevent cracking, remove batteries from electrical equipment such as bullhorns, radios and flashlights, clean and dry coolers and ice chests, remove tape from signs, and check tents for damage and wetness.
22. Parking consideration should be given for people with disabilities, LOC staff, media, VIPs, volunteers, buses and emergency vehicles.
23. Sound system malfunctions are always embarrassing, so check the system daily.
24. Some venues may need designated seating areas for athletes, people with disabilities, media, photographers, spectators and VIPs, with visible signage.
25. Most facilities will have a policy regarding uniformed security, but special consideration should be given to cash areas, parking lots, game officials’ escorts, crowd control and emotional participants.
26. Semifinal and final games of any youth or amateur tournament can be highly emotional, and a visible uniformed officer is recommended.
27. Be aware of alcohol use in parking lots.
28. A secured storage area should always be provided for multi-day events.
29. Place prominent directional and informational signage around and inside the competition venue.

Planner takeaway: Venue operations are where small oversights become big event-day problems. Walk the site early, map every function and assign ownership before teams arrive.

9 Tips for Sponsorship and Event Experience

Sponsors, hospitality areas, merchandise, public address announcements and signage all shape how the event feels. These details also influence revenue, partner satisfaction and participant experience.

1. Any and all hospitality areas must have controlled access to prevent unauthorized use.
2. All-day hospitality areas need special attention to stay stocked and clean.
3. An information booth or table will be very helpful to out-of-town participants and their guests.
4. Designate and prominently sign a lost and found location.
5. An event T-shirt can be a good merchandise item with proper planning and control.
6. A good public address announcer helps make an event a success, not only with competition calls but also with sponsor acknowledgements, music, sport information and, if necessary, emergency procedures.
7. Signs and banners that feature the event logo can quickly become souvenir items if easily accessible.
8. Sagging banners and crooked signs are eyesores, so check them constantly.
9. Plan for high-demand periods at ticket windows and avoid long lines.

Planner takeaway: Sponsorship and guest-experience details should be managed with the same discipline as competition operations. They affect revenue, perception and repeat attendance.

7 Tips in Case of Emergency

Emergency planning is not optional. Even small events need basic first aid and incident reporting. Larger events may require more formal coordination with venue management, medical personnel, security and local authorities.

1. Consult venue management for the facility’s critical incident response policy.
2. LOC staff should discuss a critical incident response plan and designate an incident spokesperson.
3. Crowd control is a critical part of an emergency incident, and the public address announcer must be prepared to give proper instructions.
4. Ensure that fire exits are unlocked and clearly visible.
5. Ensure that emergency vehicles have quick and easy access to the venue.
6. Even the smallest event needs a first aid plan to cover participants and spectators. Large events and tournaments should have on-site medical personnel. Venues and sports vary in what they require for medical coverage.
7. Have a form available and write up any incident that could become an insurance or legal issue.

Direct Answer: Every sports event should have a written emergency plan that covers first aid, emergency vehicle access, crowd instructions, incident documentation and a designated spokesperson.

Planner takeaway: Emergency procedures should be reviewed before event day, not figured out during the incident.

7 Tips for Competition Considerations

Competition management is where planning meets performance. The best-run events start on time, use properly marked fields or courts, communicate results clearly and give officials the support they need.

1. An experienced competition director is a must to ensure a well-run event.
2. Starting the competition on time should be a primary objective of every LOC.
3. Ensure that competition equipment and floor or field markings comply with the sport specifications.
4. Tournaments or other large events should have a results board in a central location, separated from registration and administrative areas.
5. Game officials are crucial to an event’s success, and a former official can be a good liaison for handling associated details.
6. Paying officials with cash requires a cash payment form that they can sign.
7. An event that will be telecast requires close coordination between the LOC and the production company, and some details may affect the actual conduct of the competition.

Planner takeaway: Competition quality is the most visible measure of event success. If the schedule, officials, equipment and results process are organized, participants will feel the event is professionally run.

Use These Tips to Build Your Event Checklist

These 88 tips are a starting point for smoother sports event management. Each event will have different needs based on sport, venue, age group, budget, weather risk, spectator expectations and governing body requirements.

Before your next event, turn this list into working documents:

• A master timeline
• A venue map
• A volunteer schedule
• A budget
• A logistics and equipment list
• A communication plan
• A first aid and emergency plan
• A post-event review form

The smoother your systems are, the easier it becomes for volunteers, staff and partners to do their jobs. More importantly, your athletes, coaches and spectators will feel the difference.

FAQ 

What is sports event management?
Sports event management is the process of organizing the people, schedules, venues, equipment, communications and safety procedures needed to run a competition or tournament. It includes both behind-the-scenes planning and event-day operations.

What is the most important part of running a smooth sports event?
Clear leadership is the most important starting point. One person or committee must own final decisions, while each major area, such as volunteers, venue operations, finance and competition, needs a clearly assigned lead.

How can a small volunteer team manage a large event?
A small team can manage a large event by writing down responsibilities, creating checklists, assigning backups and training volunteers before event day. The goal is to avoid keeping critical information in only one person’s head.

What should be included in a sports event emergency plan?
A basic emergency plan should include first aid coverage, emergency vehicle access, fire exit checks, crowd communication procedures, a designated spokesperson and an incident report form. Larger events may need additional coordination with venue management and local authorities.

Why is a post-event review important?
A post-event review captures what worked, what failed and what should change next year. Recurring events should also build databases of participants, volunteers, spectators and partners to make future planning easier.

By Bill Hanson