4Definition that may help you with today's planning and event session
5Factors to Consider When Planning a Sports Event Booking an Appropriate FacilityRules of the Sports Event and Competition StructureHealth and Safety, First Aid and Risk AssessmentsLetters (administration and invitations)RefreshmentsRoles and Responsibilities
6Booking the Facilities Facilities – One of the first things a sports leader should do is to book an appropriate facility for the event. They should think about how many people will be involved and whether the facility is big enough. Other things to consider are car parking, seating for spectators, and a sufficient number of toilets.Equipment – The sports leader also needs to book the equipment. The equipment should be safe to use and there should be enough for all participants.
7Establishing the Rules As an event organiser, you are likely to be asked about the rules and structure of the event. You should have a good knowledge of these and be able to provide the information required.Some questions about the rulesHow long are the games?How do you score points?What constitutes a foul?How many participants do I have to register?Some questions about the structureHow may games/rounds are there?How many qualify?When is my next game?
9Designing posters about the event AdministrationSport event organisers often have a number of administrative responsibilities.This may include :Designing posters about the eventLiaising with relevant governing bodies, clubs, performers and organisations about the eventSending letters of invitation or confirmation to the participants
10RefreshmentsRefreshments are an important factor to consider when leading a sports event. These may be offered or sold to the participants.Refreshments are important to consider if the event runs over a whole day. It is important that participants have an opportunity to eat and drink when participating in physical activity.
11Roles and Responsibilities The sports leader may have other people who help them run the event.These people may be in charge of:OfficiatingOrganising teams/athletesRefreshmentsCleaningThe sports leader will need to co-ordinate and manage all of these helpers.They should each know their roles and responsibilities.
13EvaluationThere are a number of factors that the sports leader should consider when planning a sports event.There are a wide range of sports events. These include swimming galas, half-marathon running events, cross-country events, tag rugby festivals, softball taster day, walk/run for life events, cycling events, girls’ football days and golf for beginners.These include the booking of facilities and equipment, establishing the rules and structure of the event, Health and Safety, administrative duties, refreshments, and the roles and responsibilities of key helpers.Next session we will look at how to review and evaluate a sports event.