Organizing a sporting event is an exciting but challenging task that requires careful planning and execution.
Whether it is a high-level tournament, a local competition or a charitable sporting event, every step in the organization process contributes to the success and satisfaction of both the participants in the competition and the attendees.
En esta publicación, basándonos en nuestra experiencia tras 20 años de trayectoria en el sector de los eventos, en Workout repasamos los aspectos clave que debes tener en cuenta para llevar a cabo un evento de este tipo con éxito.
What do we mean by sporting event?
There are different types of sporting events, each with its own characteristics, objectives and planning requirements. Among the most common we can find:
- Tournaments: These are events in which several teams or individuals compete in a series of elimination matches until one is the winner. Examples include tennis, basketball or soccer tournaments.
- Races: These include marathons, cycling races, car races, etc. Participants compete to complete a given distance in the shortest possible time.
- Championships and leagues: These are long-term competitions in which teams or individuals compete regularly over a period of time, accumulating points to determine the ultimate winner. Among the most common examples are soccer leagues and golf championships.
- Exhibition events: These include demonstrations of skills, extreme sports or even unique challenges that attract the audience because of their spectacular nature.
- Charity events: These are sporting events in any format, whose main purpose is to raise funds for a charitable cause.
How to organize a sporting event
Despite the particularities that the events may have depending on their format and sporting discipline, they all share key aspects in their organization. We review the most important ones below:
1 – Choosing the right date for the sporting event
Once you have defined the place and dimensions of the event, the next step is to select the date. It is essential that it does not coincide with any other similar event that may be held that day in the city, otherwise the sporting event could be affected by lack of attendance, difficulty in getting there by public transportation, congested streets, etc.
2 – Leave nothing to improvisation
Before you start planning the sporting event, you must establish its objectives. What do you want to achieve by holding it? It can be anything from increasing the visibility of a brand, promoting a team or even encouraging participation in a particular sport.
It is also necessary to create a detailed plan that covers all aspects of the event: development, seating, exact budget, supplies, logistics, personnel, etc. Every detail counts.
3 – Prioritizes safety
Previously, you must take into account the security of the event and develop an emergency and evacuation plan taking into account the access of participants and attendees to the space, the total capacity, parking areas and medical services.
Otros documentos imprescindibles son la licencia de actividad, los proyectos técnicos y visados, los planes de autoprotección, los certificados de estructuras y el estudio del impacto sonoro. Desde el área de Seguridad de Workout podemos ayudarte a gestionar toda esta documentación para que solo tengas que preocuparte por el desarrollo del evento.
Finally, if the sporting event is large, you will also need to coordinate with local authorities to ensure that all regulations are complied with and that measures are implemented that are not available to private companies (such as cutting off a street to facilitate the exit of attendees at the end of the event).
4 – Promote the sporting event
Attract a greater number of attendees by promoting the event in advance. Posters, radio or television ads, magazines, social networks… choose the media that most closely matches the target audience of your event and invest in advertising to ensure visibility.
5 – Hires personnel for events
Cualquier evento deportivo, sobre todo si es de gran envergadura, puede precisar personal de montaje, de seguridad, de limpieza, de hostelería o de atención al cliente, entre otros perfiles.
Hiring personnel trained and specialized in the tasks to be performed will guarantee maximum efficiency before, after and during the execution of the event.
En Workout Events somos personal para eventos y estamos preparados para asesorarte y dimensionar el equipo humano necesario para la cita deportiva que tengas en mente. No dudes en contactarnos para poder facilitarte un presupuesto a medida para tu evento deportivo sin compromiso.
