PE 4 – Team Sports & Organization and Management

lesson 3: How to Plan and Organize a Safe Sports Event

1. GET ORGANIZED

The first thing you need to do is write down all the details of the event.

What is the event for?

What practical elements will you need?
Which type of space will you require?
What is the budget for the event?
What is the purpose of the event?
What social distancing measures do you have to consider?

Having everything down on paper will help you consider all the event’s
requirements from the very start and give you a clear direction on how to proceed.

Right

"Love and Knowledge: To educate the mind and heart".

C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

2. SELECT DATES

Choosing the right date is vital. You want to make sure that they don’t clash with other local
events in your area. You'll also need to ensure you have enough time to pull your resources
together to make the event a success.

The more time you leave yourself to plan your sports event, the more time there is to
promote and gain traction for it.

3. CHOOSE A VENUE

Your venue should have enough capacity for your needs, should be secure and should be
convenient for your attendees to get to, whether it be indoor or outdoor.

How will the weather be? Are all participants available? Do you have enough time to get
everything in order? Are there major sports events in the neighborhood that could
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overshadow your event?

"Love and Knowledge: To educate the mind and heart".

C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

4. DETERMINING SPORT EVENT
Decide on the type of sports event you want to host.

Will it be a one-off match, a tournament, a league?

How many individuals or teams will you need?
Will you include multiple sports or a single sport?
What will the format be?

Plan a layout for what your day will look like and how you can make that happen.

5. PLAN FOR SUPPLIES

Make a list of any supplies that will be required for your

event. This should include equipment and items - so think
about things like:

Scorecards Certificates
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Posters
Medals
Whistles
Awards
"Love and Knowledge: To educate the mind and heart".
C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

-Consideration on supplies

"Suppliers are key to an event and the key for the organizer is to get in early, wherever
possible. The earlier you can get suppliers signed up the better choice and better price
you can get, the closer you get to your event the lower quality suppliers are often the
ones you are left with and they can charge higher prices.

Try and get tried and tested suppliers by using people known and trusted in the industry
and always ensure that their Health and Safety documentation, insurance is up to date
prior to arrival on site."

Right

"Love and Knowledge: To educate the mind and heart".

C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

6. HEALTH AND SAFETY

Be responsible for the health and safety of your workers, event attendees and any
contractors
you have working and all the other members of the public in attendance.

Make sure you understand and follow the required health and safety measures
announced by the government to protect everyone in attendance of your sports
event.

Make sure there are a few people who can perform basic first aid procedures. In
addition, they should be able to detect signs of illness such as a dangerous shortness
of breath. Have an ambulance and paramedics on standby. Distribute a list of
emergency numbers among attendees.

Right

"Love and Knowledge: To educate the mind and heart".

C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

7. ASSEMBLE STAFF AND VOLUNTEERS

Assembling your staff is the next step to planning a successful event. You should understand
the scope and size of what you’re hoping to achieve, which will help you to determine how
many volunteers or staff members might be appropriate.
If you’re planning a sports event for a school or team - why not ask the parents to help out
and volunteer? If you have a budget set aside for staff, try making your budget go further by
contacting your friends and offer them a small donation in return for their help.
All staff should be briefed on exactly what the event is hoping to achieve, to understand that
they are to remain professional while having fun, and able to answer any questions on the
day of the event too.
Staff must also be given clear instructions and information regarding the social distancing
measures that need to be in place.
Right

"Love and Knowledge: To educate the mind and heart".

C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

8. PROMOTION OF SPORTS EVENT

Take the next step by actively advertising your tournament. Use social media to raise
awareness and promote your event - if you have some budget you could even do some
paid advertisements to attract new customers.

Advertise the event on email, send out flyers to local schools and clubs, or you could
even advertise in a local newspaper!

9. OFFICIALS AND REFEREES

Be sure to reserve the sports officials you will need in the tournament. If you want a
legitimate event you need legitimate referees and officials.

If applicable, search for and contact local referee organizations at least a couple of months
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before your event so that they can send enough officials to cover your event.

"Love and Knowledge: To educate the mind and heart".

C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

10. REACHOUT TO ATTENDEES AND PARTICIPANTS

Now is the time to finalize the teams participating in the tournament and send them (and
attendees) the details of your event including the rules and regulations of the
tournament, a timetable of the day and an accurate date, time and location of the event.

11. REVIEW THE PLAN

Go through all the details of your sports events plan with the venue management,
organizing committee, and volunteers so that everyone understands how the tournament
will proceed and how social distancing measures will be adhered to.

Assign all tasks beforehand and ensure everyone knows their roles and what you expect
from them so that the day runs as smoothly as possible.
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"Love and Knowledge: To educate the mind and heart".

C LASS
 PE 4 – Team Sports & Organization and Management

How to Plan and Organize a Safe Sports Event

Thank You!
Credit to:

TICKET SOURCE/ https://www.ticketsource.co.uk

BILLETO/ https://billetto.co.uk/blog/how-to-plan-sports-event/

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"Love and Knowledge: To educate the mind and heart".

C LASS