by Hosting an event can be stressful, but few events will feature as much action as a sports event.
So we’ve put together a guide on how to host a sports event, so you don’t get caught out on the day.
Read on to discover…
- What do double check on the day
- How to brief your team
- What to prepare for the attendees and athletes
- How to promote the event with images
- What to do once it’s all over
1. Check the weather forecast
If your sports event is being held outside, it’s essential that you check the weather forecast on the day of the event.
You may have checked it in advance, but—as we all know—the weather can change at the drop of a dime.
This is particularly true if you live in a city like London, where you can experience all four seasons in a single day.
Tip: You can use the Met Office website to check the weather forecast for the UK, but cross-reference with other sources such as BBC Weather and Accuweather.
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2. Brief your sports event team
It’s crucial that you brief your events team before the attendees and the athletes arrive.
You can print out a schedule for the event and hand it out to all the team members and volunteers, so everyone is on the same page—literally.
Make sure that the first aid volunteer has everything they need in case of an accident or player injury.
Your volunteers should have all the tools required to do their job. They should also know who the contact person is in case of any issues during the event.
The point of the team briefing is to ensure that you minimise the amount of micromanaging you have to do once everything kicks off.
Tip: Read our guide on how to evaluate an event team’s performance so you know which specifics to cover during the briefing.
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3. Do a health and safety round
When you’re hosting a sports event, it’s a good idea to do a health and safety check on the day of the game itself.
As a good event planner, you will have done all the health and safety planning beforehand. But it’s always a good idea to double check in case anything has changed.
Tip: Check out our guide to health and safety for events to learn everything you need to know.
4. Check any technical equipment
If you’re hosting a larger sports event, then you might need microphones, sound systems, and even a stage to communicate with the attendees.
Make sure that all the technical equipment is working as it should. That way, you know there won’t be any technical hiccups when you need to make announcements.
You also want to avoid problems with the sound if you need to alert anyone in case any athletes get injured during the game.
Tip: Read this guide on how to conduct a stress-free sound check so you’re prepared.
5. Prepare the sports equipment
Are you supplying the equipment for the athletes? Then make sure that it’s all ready and prepared for when they arrive. If the athletes are bringing their own equipment, then you should also provide a space for them to be able to store it in.
Tip: You can find good deals on sports equipment online, or find decent second-hand sports equipment on eBay.
6. Get out the refreshments
No matter what kind of sports event you put on, it’s important for the athletes (and the attendees) to stay hydrated.
If the tickets for your sports event include refreshments, make sure that you line up welcome drinks for when the guests arrive.
You should also stock up on plenty of bottled water for the athletes. They will likely appreciate some snacks as well, like fruit and protein bars.
Tip: Use this guide to summery drinks for sporting events for inspiration.
7. Line up the prizes
If the athletes are competing for prizes, prepare them to make sure the trophies are polished and neatly lined up for everyone to see.
If you are giving away any particularly valuable prizes, make sure that you have adequate security in order.
Tip: Still haven’t ordered the trophies? Check out this award and medal supplier.
8. Register and brief the attendees
In case of a big sports event, it’s vital that you prepare the registration table so you can keep tabs on everyone that arrives. It’ll also make it easier to follow up with no-shows.
It’s also a good idea to have some event programmes at hand that you can use to brief the attendees. Include a map if there’s more than one game on at a time.
Tip: You can use a website like Canva to quickly and easily design an event programme.
9. Take photos and record video
It’s incredibly important to prepare video cameras and have a dedicated photographer onsite to document the sports event.
Sports fans love to relive events after they happened. The images and video footage will also be invaluable for your event follow-up and social media promotion.
Tip: Read our guide on how to find and qualify an events photographer.
10. Encourage social media sharing
You’re not the only one who might be interested in sharing what’s going on during the sports event.
You should encourage attendees, athletes, and volunteers to share event updates on social media.
Create an event hashtag for social media platforms like Instagram and Twitter. That way, it will be easy for everyone on social media to follow what’s happening.
Tip: Read this guide to learn the why’s and how’s of creating an event hashtag.
11. Award the prizes
Once the athletes have pulled off a spectacular performance, it’s time to hand out the prizes.
The award ceremony is your chance to shine as the event host. If you are not comfortable with public speaking, arrange for a member of your team to do it.
12. Pack up and say goodbye
When it’s all said and done, it’s time to say goodbye to all the attendees. Thank the athletes for their excellent performance and pack up all the gear.
If you’ve hosted the event outside, you want to take great care to ensure that no litter is left behind. Not only will it be harmful to the environment, but it might also incur fines.
Exhausted yet?
Don’t be.
Wipe your forehead, stock up on electrolytes, and prepare yourself for the final round: the follow-up.