Challenges of running a club - event planning and execution

One of the most complex but also rewarding aspects of running a sports club is event planning and execution. It can be anything from a local tournament to a large scale competition. What they all have in common is that it requires meticulous planning, coordination and problem solving.

In the final part of our series we will have a look at some of the key challenges you can face when it comes to planning an event.

Finding the right venue

You can’t have an event without it taking place at some venue. It must meet certain requirements specific to the needs of the sport, accommodate the expected number of participants and spectators, and, most importantly, be available on the desired dates. You also have to think about ensuring compliance with local regulations and securing the necessary permits.

All of these things can be time consuming so make sure to start the process as early as possible. Smaller events like a local park run can get organized within a few weeks or months but for more complex events it’s recommended to start 6 to 12 months out.

Budget management

Creating a realistic budget is crucial. It has to include costs for renting the venue, equipment, staff, marketing, and other logistics. For some events you will also have to secure police and paramedics. It’s important to try to find the right balance and make events as cost-effecting as possible since most clubs operate on a limited budget. Whatever you plan, always keep some of the funds for contingencies since unexpected costs can always arise.

Logistics and coordination

Any event no matter the size has a lot of moving pieces and coordinating everything can be a challenge. Scheduling, transportation, accommodation for participants, equipment availability and condition and a lot more are all things you have to keep track of. Effective communication with your team is critical to the success of the event. Hold regular meetings with different stakeholders to ensure that no misunderstandings have come up and everything is running on schedule

Staffing and volunteer management

Recruiting, training, and managing staff and volunteers is another critical aspect to the success of your event. Ensure that everyone understands their role and responsibility and make sure everyone is motivated to perform well. When hiring someone outside for certain aspects of your event (e.g. police for road closures), trust their advice and help them out as much as you can.

Marketing and promotion

The more participants you have, the more attractive this and future events you organize will become. To attract a lot of participants and spectators, effective marketing and promotion is very important. Create engaging content about your event and the people around it who are in charge of organization. Social media is your best friend here. Use it as much as you can. A well-executed marketing plan can significantly impact the success of your event and can put it on the map for many more participants in the future.

Risk management and participant safety

You are organizing a competition but safety is always more important. Have medical personal on site, prepare contingency plans for different situations (e.g. weather, emergencies etc.). Double check that every aspect of your event meets certain safety standards.

If things really start falling out of place, don’t be afraid of pulling the plug on your event. The weather might turn really bad and the safety of participants can be in danger. It’s better to postpone or cancel than to get participants injured.

Post-event evaluation

After the event, gather your staff and evaluate the event and it’s success. Try identifying areas of improvement - there is always something that could have been better. If possible, gather feedback from participants and spectators. They will provide you with more insight that you can ever think of.

It will make all your future events a lot better.

Event planning and execution can be a challenge but if you approach it from a systematic angle you will realize that most of the hard work is done before the event and with a little bit of luck you will be able to just monitor and ask for status updates during the event.

Have fun, enjoy it and be proud of the work you put into it.