Event Management

in Sports, Dance and

Games
 At the end of this course, the
students should be able to:
• Gain a comprehensive understanding of
the steps involved in planning an event,
from initial concept development to post-
event evaluation.
 At the end of this course, the
students should be able to:
• Learn how to create engaging and
coherent event concepts and themes that
align with the goals and objectives of the
event.
 At the end of this course, the
students should be able to:
• Develop the ability to create detailed plans
and timelines that outline all necessary
tasks and deadlines for event execution.
 At the end of this course, the
students should be able to:
• Understand the criteria for selecting
suitable venues and locations that match
the event’s theme, size, and logistical
requirements.
 At the end of this course, the
students should be able to:
• Learn to design event layouts and floor
plans that maximize space, enhance guest
experience, and ensure smooth flow of
activities.
Event Planning and Design in Sports,
Dance and Games
Event Planning and Design in Sports,
Dance and Games
Organizing a sports event involves
several stages, from planning to
execution.
Stages of Event Planning
Basic Steps of Sports Event Planning
Sporting events are a vital and prospering
field of the events business. Planning and
organizing a sporting event is not a one-
person task and it requires a dedicated team-
leader who takes full responsibility of
making important decisions.
Basic Steps of Sports Event Planning

During a sporting event planning and

organizing process, there are many tasks to
be done. The best solution is an organizing
team with an experienced leader.
Basic Steps of Sports Event Planning

An efficient organizing team can also involve

hard-working volunteers who can get their
tasks done well.
Basic Steps of Sports Event Planning
An experienced and talented leader will know
how to provide guidance in all areas. Divide into
three separate areas of administrative, venue and
competition and the numerous tasks associated
with that event will be better defined.
Basic Steps of Sports Event Planning

Planning and organizing a sporting event is a

complex process, but there are a few basic steps
any sports event planner should consider.
Basic Steps of Sports Event Planning

1. Create a Plan
This plan should include all the
aspects of the event:
• Venue, logistics, catering
• Speakers
• Entertainment, activities
• Advertising, promotion
Basic Steps of Sports Event Planning

1. Create a Plan
This plan should include all the
aspects of the event:
• Registration
• Sponsors, partners
• Volunteers
Basic Steps of Sports Event Planning
2. Establish Your Budget
Your budget should contain estimates for all
of the important items identified on your
event plan. Include in your budget any travel
or accommodation costs for speakers,
presenters, special guests etc.
Basic Steps of Sports Event Planning
3. Get Well-Organized
Create a good team and assemble volunteers.
Since it is not easy to organize a sports event,
you need all the help you can get.
Basic Steps of Sports Event Planning
3. Get Well-Organized
The volunteers and the organizing team need to
be well organized and committed to do all the
necessary efforts for a successful event.
Basic Steps of Sports Event Planning

4. Choose the Date of Your Event

One of the first steps in event planning is
choosing the date so you may book the venue,
send out invites and start the promotion.
Basic Steps of Sports Event Planning

4. Choose the Date of Your Event

It is important to give yourself enough time for
planning. You should have at least four months
to plan depending on the event.
Basic Steps of Sports Event Planning
5. Find Sponsors to Reduce the Costs of the
Event
Sponsoring is quite a common practice when it
comes to event planning and it can help you
cut back on expenses. Seek corporate sponsors
and establish partnerships with community
organizations.
Basic Steps of Sports Event Planning
5. Find Sponsors to Reduce the Costs of the
Event
There will be companies that will gladly
accept the opportunity to promote their brand
at your sporting event, this way they will gain
more visibility on the market.
Basic Steps of Sports Event Planning

6. Select the Venue

Select a venue that meets your requirement
and fits with your budget.
Basic Steps of Sports Event Planning
7. Advertise and Promote Your Event
Advertising and promoting your event is an
essential part of the organizing process. Set up a
website or an event page, use social media,
flyers or emails, advertise in the media:
newspapers, sports magazines, radio, TV.
Basic Steps of Sports Event Planning
7. Advertise and Promote Your Event

It is never too early to start to advertise and

promote your event. A good promotion will
significantly contribute to its success.
Basic Steps of Sports Event Planning
8. Finalize the Details
Finalize all the details and prepare everything
ahead of time. You should start working in a
timely manner on the planning, as you will most
probably have to deal with unexpected things
during the whole process.
Developing Event Concepts and Themes
Developing Event Concepts and Themes
• Venue Ideas
Depending on what your sporting event is
will define the venue and equipment
needed. If your sporting event is an annual
event, you may want to consider something
a little more special than your local venue.
Developing Event Concepts and Themes
• Entertainment Ideas
During the event the sports will be the main
entertainment, however there are extra
things to do to keep the audience
entertained between breaks.
Developing Event Concepts and Themes
• Entertainment Ideas
Music, prizes or quizzes relating to the
event can be a good way of keeping the
audience entertained while the athletes are
preparing or having a break themselves.
Developing Event Concepts and Themes
• Catering Ideas
Catering can either be themed towards the event
or a variety of foods can be provided. Food
choices will vary depending on whether the event
is indoors or outdoors and budget.
Developing Event Concepts and Themes
• Promotion Ideas
You can have a great event planned, but
you need to promote it in order to attract
attendees.
Developing Event Concepts and Themes
• Promotion Ideas
Publicizing your event through local media
and publications will help to get the word
out if your event is an open invitation; if
not, personal invitations will help to get
attendees.
Developing Event Concepts and Themes
• Promotion Ideas
Invitations could look like tickets or an
element relating to your sporting event to
attract attention and intrigue your
audience.
Developing Event Concepts and Themes

• Top Tip
Find out what’s been done in the past and how
it’s been received by your audience. For your
event, share your ideas with some potential
event attendees to get feedback on how you
can tailor your event to them.
Venue selection and layout design
Venue selection and layout design

Choosing the right venue for your sporting

event is a huge decision which will
influence the overall success of the event.
Venue selection and layout design

An inappropriate venue can cause many

problems, such as overcrowding, insufficient
access or limited visibility.
Venue selection and layout design

There is a need to visit your venue before you

book it and ensure it is the right fit for your
event.
Factors to consider in identifying
the best venue for your event:
1. Capacity
You should have an idea of the size of your
audience, whether you are organizing quite a
simple sporting event with a small audience or
a larger scale event with a large audience.
Factors to consider in identifying
the best venue for your event:
1. Capacity
To maximize ticket sales you need a large
capacity venue. Exclusive event with limited
number of people requiring a smaller capacity
to ensure the venue does not feel empty.
Factors to consider in identifying
the best venue for your event:
2. Location
The location of your event venue may be the
deciding factor for many potential attendees
as to whether they buy a ticket or not, so
choose wisely.
Factors to consider in identifying
the best venue for your event:
2. Location
If there is an area where your event will be
particularly popular due to a high density of
people who are interested in the sport your
event in hosting, try to find a venue within
that area.
Factors to consider in identifying
the best venue for your event:
2. Location
Choose a safe area where attendees will feel
comfortable with easy access and limited
travel times. Consider public transport routes;
are there bus stops, train stations or airports
nearby?
Factors to consider in identifying
the best venue for your event:
3. Parking
Parking is something which should be
considered when you are thinking about the
events capacity; if there is a capacity of 2,000
people, is there ample parking to
accommodate for this?
Factors to consider in identifying
the best venue for your event:
3. Parking
Or are you expecting attendees to travel by
public transport? Is there disabled parking
access? You will also want to ensure there is
enough parking for the event organizers and
sporting participants
on the day too.
Factors to consider in identifying
the best venue for your event:

4. Facilities
Your event will require more facilities than just
an area for the sport to take place and seating
for the audience.
Factors to consider in identifying
the best venue for your event:
4. Facilities
You need to contemplate the needs and wants
of your audience. The first and most obvious
facility to look out for is toilets. Are there
enough toilets for the size of your audience?
Are they appropriately
placed throughout
the venue?
Factors to consider in identifying
the best venue for your event:
4. Facilities
You also need to discover whether the venue
has facilities for food and drinking water, as
well as shaded areas and Wi-Fi access which
may be essential for any presentations or social
media campaigns you
may be running.
Factors to consider in identifying
the best venue for your event:

5. Layout & Design

Your venue should go beyond just being a
practical place to host your event, it should be
aesthetically pleasing too.
Factors to consider in identifying
the best venue for your event:
5. Layout & Design
When looking at the design of your venue,
consider whether it is well suited to your
audience or not. A modern style may go down
well with a young audience and a vintage style
may sit better with an
older audience.
Factors to consider in identifying
the best venue for your event:

5. Layout & Design

The layout is just as important as you need to
consider the events of the day and how easy it
will be to get your attendees from one area of
the venue to another.
Factors to consider in identifying
the best venue for your event:
6. Accessibility
Accessing the venue may be difficult for some
of your attendees, whether they be elderly or
disabled. This is why you need to ensure there
are appropriate ways and means for them to
access the building.
Factors to consider in identifying
the best venue for your event:
6. Accessibility
This will include checking that there is
disabled parking near the entrance of the
venue, ramps for wheelchair access, lifts for
accessing other floors in the building, disabled
toilets and possibly even
disabled seating areas.
Factors to consider in identifying
the best venue for your event:
7. Acoustics
Some sporting events, such as tennis, can be
more enjoyable for the audience if they can
hear what is happening, such as the umpire
shouting ‘OUT!’ That is why it is important
to check the acoustics of
the venue.
Factors to consider in identifying
the best venue for your event:
7. Acoustics
Can the people on the back row hear what
is happening? Is there an irritating echo
throughout the venue? Getting the
acoustics right will add to the overall
success of the event.
Factors to consider in identifying
the best venue for your event:
8. Insurance
An important factor which many event
organizers overlook is whether or not their
venue has its own insurance and whether that
insurance will apply to their event.
Factors to consider in identifying
the best venue for your event:
8. Insurance
Insurance is particularly important at
sporting events due to the potentially high
risk nature of the events themselves,
therefore added insurance may be required
in order to keep yourself
fully covered.
Factors to consider in identifying
the best venue for your event:
Top Tip
Always keep convenience in mind when
selecting a venue. People are more likely to
attend if the venue is in a good location,
easily accessible and has all the facilities
they need.
END