CHAPTER 01 :- MANAGEMENT OF SPORTING EVENTS
Sport event managers deal with a wide range of problems associated with planning, organizing,
staffing, directing & controlling and executing sporting events. It is important to manage the
functions of sports in a proper way.
FUNCTIONS OF SPORTS EVENT MANAGEMENT
1) Planning
2) Organising
3) Directing
4) Staffing
5) Controlling
PLANNING :- In sports and sports events, planning plays important role to make the event run
smoothly, effectively and remain free from conflict. The Effective planning must clearly define aims,
goals and objectives of the event. It should also explain the procedure or method to achieve target
in simple and easy to understand language.
ORGANIZING :- Organizing is a next step after planning. It is a process of execution of the plan. This
includes distributing resources and Organizing personnel in order to achieve the goals established in
the planning stage. Organizing stage determines the type of jobs and responsibility to achieve
planning objectives. Preparation of organisation chart with various positions and reporting should be
illustrated in this stage.
STAFFING :- This refers to identifying key staff positions and ensuring that proper talent is serving
that specific job duty in order to achieve the aims and objectives of an organisation.In sports events,
recruitment of staff as per organization's needs should be done. Example, The apex post may be for
Director of the event, in second line Deputy Director and then Assistant Director of Sports event may
be created
DIRECTING :- Directing personnel is a leadership quality and includes letting staff know what needs
to be done, by whom and also by when. It includes supervision of personnel while simultaneously
motivating them. Without directing, planning or Organizing has no meaning. It is a function of
guiding, inspiring and instructing people to accomplish organizational goals.
CONTROLLING :- Controlling refers to all the processes that leaders create to monitor success. It
involves establishing performance standards, measuring actual performance and comparing them
for irregularities. To organize any sports event, instructions given to members of the Organizing
committee towards achieving common goal i.e., Organizing a sports event in this case, must be
carried out sincerely for an event to be successful.
Event Management Flow Chart
Director or Chairman
⬇
Organizing Secretary
⬇
Committees
⬇Left Side Right Side
Publicity Committee Refreshment & Entertainment Committee
Transportation Committee Announcement Committee
Boarding & Lodging Committee First Aid Committee
,Reception Committee Finance Committee
Decorations & Ceremony Committee Press & Media Committee
Ground & Equipment Committee Certificate Committee
PRE TOURNAMENT RESPONSIBILITIES
The pre-tournament responsibilities/duties of the various committee officials are performed before
the commencement of the tournament or sports event. The main pre-game responsibilities are as
follows: To prepare the budget of the tournament/sports event with the authority because without
sufficient budget it may be difficult to organize the tournament in a splendid and systematic way. To
prepare the schedule or programme of the sports tournament i.e., the dates and venue of the
tournament. To prepare sports grounds/courts/track, sports equipment which are essential for
Organizing a sports tournament. To form the various committees for Organizing sports tournament.
To send the information to the various teams about dates and venues of the tournament. To make
necessary arrangement regarding boarding and lodging of sportspersons and officials. To arrange
prizes and certificates for winners.
DURING TOURNAMENT RESPONSIBILITIES
For Organizing a sports tournament/event smoothly, the following responsibilities or duties during
the game or tournament are essential to be followed by the officials of the various committees: To
ensure proper arrangement during inauguration of sports tournament. To check that the sports
ground/field/court and related sports equipment are in order. To ensure that the sports
events/tournament is being organized as per schedule. To check the arrangement of refreshments
to players and officials. To make necessary announcements regarding the progress of the
tournament. To impart first aid to the injured athletes/sportspersons. To prepare score sheet for
record. To maintain proper discipline.
POST TOURNAMENT RESPONSIBILITIES
The following responsibilities are performed by the officials after tournament: To give away the
prizes and certificates to the winners , To provide detailed results and other necessary information
to the media. To provide security refunds to the departing teams. To collect all the records/files
related to the sports tournament. To make the payments to the officials and other concerned
persons. To prepare reports related to the expenditure of the tournament. To present mementos
of the chief guest or guest of honor, etc.
FORMATION OF COMMITTIES :-To organise any sports event, various committees are
formed for its systematic and smooth conduct. As we have discussed earlier, to conduct sports
events lots of professional planning and preparation is required. Formation of committees should be
based on three levels of management -(top, middle and lower levels. Depending upon the level or
area of the sports event, suitable people are chosen for staffing various committees. Example, for an
intramural event, members of the governing body or the Principal will remain the top level of
management, whereas in an extramural event, the Director/Deputy Director/Supervisor of the
state)/zone)may be at the top level of management. They prepare polices or_aims and objectives of
the sports event. Middle level of Management consists of department heads, physical education
teachers etc, to execute policies and achieve aims and objectives. The Lower level of management
consists of teachers, administrators, finance officers etc. They implement the orders and directives
of the top level.
HIERARCHY OF ORGANIZING COMMITTEE TO CONDUCT INTRAMURAL EVENT
IN SCHOOL / COLLEGE
convener head boy / girl
Chairperson members
(physical (sports
, convener head boy / girl
Chairperson members
(physical (sports
(principal of (teachers of
education secretary /
school ) school )
teacher) president )
HI
ERARCHY OF ORGANISING COMMITTEE TO CONDUCT
EXTRAMURAL EVENTS IN SCHOOLS / INSTITUTIONS
1. director of physical education and sports in state
government [chairperson]
2. deputy director / assistent director / supervisor sports
[ convener]
3. physical education teachers of different schools
[members]
organizing
committee
technical
committee
financial marketing logistics
committee committee committee
TECHNIAL COMMITTEE :- This committee covers the technical aspect of the events like
requisitions to procure sports equipment, conducting matches on time through selected officials
(referees, umpires, judges, timekeepers etc.) for their respective games/sports.Pre-sports event/
tournament: Before the event, it is the job of the Technical Committee to put forward a requisition
to purchase equipment, invitation and confirmation from officials to conduct sports event, cleaning
and layout of the fields, arrangement of equipment and stationery, preparation of fixtures,
rules_and regulation of the sports event. During sports event/ tournament: While the tournament is
in progress, the Technical Committee is responsible for conducting matches, presence of the jury,
cleaning and layout of the fields, collection of score sheets and other related papers from officials,
preparation of merit list, etc. Post sports event/ tournament: After the event is over, the Technical
Committee arranges for the cleaning and layout of the fields, maintenance of the field, and placing
of all equipment back to store.
LOGISTICS COMMITTEE :- This committee has a wider scope of work ranging from
transportation, boarding and lodging to refreshment, decoration and conducting ceremonies that
form a part of the event. This committee may have various sub-committees as per requirement. The
, Logistics Committee looks after the Opening Ceremony, hires photographer/ videographer, makes
arrangements for the Victory Ceremony and the Closing Ceremony including arrangement of
refreshment, decoration, reception, entertainment, light and sound, medical aspect etc. Pre sports
event/ tournament: It is the duty of the Logistics Committee to look after
Placement/Arrangement/Requisition of purchase of stationery, chairs, tables, souvenirs, light and
sound equipment, bouquets, sending invitations to stakeholders including other schools/ institutions
and VIP guests, requisition of purchase of medals and certificates, arrangement of refreshments,
arrangement of boarding and lodging, selection of volunteers, preparation of first aid kit and
arrangement of medical facilities.During sports event/ tournament: While the event is in progress,
the Logistics Committee is responsible for the conduct of the Opening and Closing Ceremonies,
checking registration, distribution of refreshment, management of spectators, handing over of
medals and certificates, transportation of players / participants from place of stay to the field and
back.Post sports event/ tournament: After the event, the Logistics Committee supervises cleaning of
the venue, and placing of the items back in their appointed places.
FINANCE COMMITTEE :- The role of the Finance Committee is primarily to provide financial
oversight for the event. It is involved in all aspects related to the finances of the sports event like
planning, accounting, decision-making etc. Finalization of sponsorship, keeping an eye on_inflow and
outflow of finances, purchase of equipment and other items required for conducting the event,
settling payments of officials are key areas of focus of the committee. It is the backbone of the sports
tournament. It pitches to different companies and attracts them for sponsorships for the event.Pre
sports event/ tournament: Before the event, It is the responsibility of Finance Committee to prepare
the budget, to purchase sports equipment, stationery, medals, certificates, and other requirements
as desired by the other committees, as well as preparing and finalizing the MoU with
sponsors.During sports event/ tournament: During the course of the event, the Finance Committee
keeps a check on the outflow and inflow of finances including payment and remuneration to
officials.Post sports event/tournament: Once the event is over, the Finance Committee examines all
records related to settlement of the bills and accounts, and prepares the financial report.
MARKETING COMMITTEE :- The Marketing Committee develops plans and strategies to place
the event in the market with the purpose of generating publicity and sponsorships. Publicity can be
done through various modes like social media, print media, TV, e-mail etc. and sponsorship can be
generated in terms of cash or kind by making media partners, food partners, drink partners etc.
through calling on, meeting various companies etc. Marketing Committee also organises campaigns
related to the event.Pre sports event/ tournament: The Marketing Committee prepares a strategy
for arranging for sponsorships, publicity of the event, arranging meetings or calling on sponsors,
preparation of MoUs for sponsorships etc.During sports event/ tournament: The Marketing
Committee issues press release(s), works with media, manages methods of communication, fulfils
the requirements of sponsors as per MoUs, arrangement for telecast of event etc.Post sports event/
tournament: Once the event is over, the Committee issues a press release, and may arrange for a re-
telecast of the event.
Sport event managers deal with a wide range of problems associated with planning, organizing,
staffing, directing & controlling and executing sporting events. It is important to manage the
functions of sports in a proper way.
FUNCTIONS OF SPORTS EVENT MANAGEMENT
1) Planning
2) Organising
3) Directing
4) Staffing
5) Controlling
PLANNING :- In sports and sports events, planning plays important role to make the event run
smoothly, effectively and remain free from conflict. The Effective planning must clearly define aims,
goals and objectives of the event. It should also explain the procedure or method to achieve target
in simple and easy to understand language.
ORGANIZING :- Organizing is a next step after planning. It is a process of execution of the plan. This
includes distributing resources and Organizing personnel in order to achieve the goals established in
the planning stage. Organizing stage determines the type of jobs and responsibility to achieve
planning objectives. Preparation of organisation chart with various positions and reporting should be
illustrated in this stage.
STAFFING :- This refers to identifying key staff positions and ensuring that proper talent is serving
that specific job duty in order to achieve the aims and objectives of an organisation.In sports events,
recruitment of staff as per organization's needs should be done. Example, The apex post may be for
Director of the event, in second line Deputy Director and then Assistant Director of Sports event may
be created
DIRECTING :- Directing personnel is a leadership quality and includes letting staff know what needs
to be done, by whom and also by when. It includes supervision of personnel while simultaneously
motivating them. Without directing, planning or Organizing has no meaning. It is a function of
guiding, inspiring and instructing people to accomplish organizational goals.
CONTROLLING :- Controlling refers to all the processes that leaders create to monitor success. It
involves establishing performance standards, measuring actual performance and comparing them
for irregularities. To organize any sports event, instructions given to members of the Organizing
committee towards achieving common goal i.e., Organizing a sports event in this case, must be
carried out sincerely for an event to be successful.
Event Management Flow Chart
Director or Chairman
⬇
Organizing Secretary
⬇
Committees
⬇Left Side Right Side
Publicity Committee Refreshment & Entertainment Committee
Transportation Committee Announcement Committee
Boarding & Lodging Committee First Aid Committee
,Reception Committee Finance Committee
Decorations & Ceremony Committee Press & Media Committee
Ground & Equipment Committee Certificate Committee
PRE TOURNAMENT RESPONSIBILITIES
The pre-tournament responsibilities/duties of the various committee officials are performed before
the commencement of the tournament or sports event. The main pre-game responsibilities are as
follows: To prepare the budget of the tournament/sports event with the authority because without
sufficient budget it may be difficult to organize the tournament in a splendid and systematic way. To
prepare the schedule or programme of the sports tournament i.e., the dates and venue of the
tournament. To prepare sports grounds/courts/track, sports equipment which are essential for
Organizing a sports tournament. To form the various committees for Organizing sports tournament.
To send the information to the various teams about dates and venues of the tournament. To make
necessary arrangement regarding boarding and lodging of sportspersons and officials. To arrange
prizes and certificates for winners.
DURING TOURNAMENT RESPONSIBILITIES
For Organizing a sports tournament/event smoothly, the following responsibilities or duties during
the game or tournament are essential to be followed by the officials of the various committees: To
ensure proper arrangement during inauguration of sports tournament. To check that the sports
ground/field/court and related sports equipment are in order. To ensure that the sports
events/tournament is being organized as per schedule. To check the arrangement of refreshments
to players and officials. To make necessary announcements regarding the progress of the
tournament. To impart first aid to the injured athletes/sportspersons. To prepare score sheet for
record. To maintain proper discipline.
POST TOURNAMENT RESPONSIBILITIES
The following responsibilities are performed by the officials after tournament: To give away the
prizes and certificates to the winners , To provide detailed results and other necessary information
to the media. To provide security refunds to the departing teams. To collect all the records/files
related to the sports tournament. To make the payments to the officials and other concerned
persons. To prepare reports related to the expenditure of the tournament. To present mementos
of the chief guest or guest of honor, etc.
FORMATION OF COMMITTIES :-To organise any sports event, various committees are
formed for its systematic and smooth conduct. As we have discussed earlier, to conduct sports
events lots of professional planning and preparation is required. Formation of committees should be
based on three levels of management -(top, middle and lower levels. Depending upon the level or
area of the sports event, suitable people are chosen for staffing various committees. Example, for an
intramural event, members of the governing body or the Principal will remain the top level of
management, whereas in an extramural event, the Director/Deputy Director/Supervisor of the
state)/zone)may be at the top level of management. They prepare polices or_aims and objectives of
the sports event. Middle level of Management consists of department heads, physical education
teachers etc, to execute policies and achieve aims and objectives. The Lower level of management
consists of teachers, administrators, finance officers etc. They implement the orders and directives
of the top level.
HIERARCHY OF ORGANIZING COMMITTEE TO CONDUCT INTRAMURAL EVENT
IN SCHOOL / COLLEGE
convener head boy / girl
Chairperson members
(physical (sports
, convener head boy / girl
Chairperson members
(physical (sports
(principal of (teachers of
education secretary /
school ) school )
teacher) president )
HI
ERARCHY OF ORGANISING COMMITTEE TO CONDUCT
EXTRAMURAL EVENTS IN SCHOOLS / INSTITUTIONS
1. director of physical education and sports in state
government [chairperson]
2. deputy director / assistent director / supervisor sports
[ convener]
3. physical education teachers of different schools
[members]
organizing
committee
technical
committee
financial marketing logistics
committee committee committee
TECHNIAL COMMITTEE :- This committee covers the technical aspect of the events like
requisitions to procure sports equipment, conducting matches on time through selected officials
(referees, umpires, judges, timekeepers etc.) for their respective games/sports.Pre-sports event/
tournament: Before the event, it is the job of the Technical Committee to put forward a requisition
to purchase equipment, invitation and confirmation from officials to conduct sports event, cleaning
and layout of the fields, arrangement of equipment and stationery, preparation of fixtures,
rules_and regulation of the sports event. During sports event/ tournament: While the tournament is
in progress, the Technical Committee is responsible for conducting matches, presence of the jury,
cleaning and layout of the fields, collection of score sheets and other related papers from officials,
preparation of merit list, etc. Post sports event/ tournament: After the event is over, the Technical
Committee arranges for the cleaning and layout of the fields, maintenance of the field, and placing
of all equipment back to store.
LOGISTICS COMMITTEE :- This committee has a wider scope of work ranging from
transportation, boarding and lodging to refreshment, decoration and conducting ceremonies that
form a part of the event. This committee may have various sub-committees as per requirement. The
, Logistics Committee looks after the Opening Ceremony, hires photographer/ videographer, makes
arrangements for the Victory Ceremony and the Closing Ceremony including arrangement of
refreshment, decoration, reception, entertainment, light and sound, medical aspect etc. Pre sports
event/ tournament: It is the duty of the Logistics Committee to look after
Placement/Arrangement/Requisition of purchase of stationery, chairs, tables, souvenirs, light and
sound equipment, bouquets, sending invitations to stakeholders including other schools/ institutions
and VIP guests, requisition of purchase of medals and certificates, arrangement of refreshments,
arrangement of boarding and lodging, selection of volunteers, preparation of first aid kit and
arrangement of medical facilities.During sports event/ tournament: While the event is in progress,
the Logistics Committee is responsible for the conduct of the Opening and Closing Ceremonies,
checking registration, distribution of refreshment, management of spectators, handing over of
medals and certificates, transportation of players / participants from place of stay to the field and
back.Post sports event/ tournament: After the event, the Logistics Committee supervises cleaning of
the venue, and placing of the items back in their appointed places.
FINANCE COMMITTEE :- The role of the Finance Committee is primarily to provide financial
oversight for the event. It is involved in all aspects related to the finances of the sports event like
planning, accounting, decision-making etc. Finalization of sponsorship, keeping an eye on_inflow and
outflow of finances, purchase of equipment and other items required for conducting the event,
settling payments of officials are key areas of focus of the committee. It is the backbone of the sports
tournament. It pitches to different companies and attracts them for sponsorships for the event.Pre
sports event/ tournament: Before the event, It is the responsibility of Finance Committee to prepare
the budget, to purchase sports equipment, stationery, medals, certificates, and other requirements
as desired by the other committees, as well as preparing and finalizing the MoU with
sponsors.During sports event/ tournament: During the course of the event, the Finance Committee
keeps a check on the outflow and inflow of finances including payment and remuneration to
officials.Post sports event/tournament: Once the event is over, the Finance Committee examines all
records related to settlement of the bills and accounts, and prepares the financial report.
MARKETING COMMITTEE :- The Marketing Committee develops plans and strategies to place
the event in the market with the purpose of generating publicity and sponsorships. Publicity can be
done through various modes like social media, print media, TV, e-mail etc. and sponsorship can be
generated in terms of cash or kind by making media partners, food partners, drink partners etc.
through calling on, meeting various companies etc. Marketing Committee also organises campaigns
related to the event.Pre sports event/ tournament: The Marketing Committee prepares a strategy
for arranging for sponsorships, publicity of the event, arranging meetings or calling on sponsors,
preparation of MoUs for sponsorships etc.During sports event/ tournament: The Marketing
Committee issues press release(s), works with media, manages methods of communication, fulfils
the requirements of sponsors as per MoUs, arrangement for telecast of event etc.Post sports event/
tournament: Once the event is over, the Committee issues a press release, and may arrange for a re-
telecast of the event.
