Management Of Sporting Events

And Planning In Sports

Planning In Sports can be understood as the process of making a sequence of
work for a future line of action. It can also be termed as instruction or guidelines
for future courses of action.

Table of Contents
 Management Of Sporting Events And Planning In Sports
 Introduction Of Planning
 Objectives of Planning
 How To Manage And Organize Sporting Events
 Various Committees and their Responsibilities
 Tournaments
 Importance of Tournament
 Types of Tournament
 Intramural and Extramural Tournaments
 Community Sports Program

Introduction Of Planning
Planning comprises the process of setting goals developing and schedules to
accomplish the goals.

In simple words, planning is deciding in advance as to what, where, how, and by

whom it is to be performed.

Mitchell: ” Planning is usually interpreted as a process to develop a strategy to

achieve desired objectives, to solve problems and to facilitate actions”

Evelyn: “ A plan is a trap laid to capture the futures”

Objectives of Planning
Reduce Pressure– With proper planning tasks can be performed effectively. It
also will reduce unnecessary pressure.

Proper Coordinator– Planning facilitates coordination among various members

of committees

Reduce mistakes– Complete reduction of mistakes is not possible, with proper

planning this can be minimized.
Increase efficiency of officials– Planning helps officials to do their assigned
work more efficiently and effectively.

Enhance creativity- It enhances creativity, many new ideas are brought when
they make plans together.

Enhance performance– Planning always enhances the performance of officials,

sportsmen, etc. who are engaged in tournaments or any kind of activity

Good control over activities– Through proper planning every work is done in a
controlled manner.

Enhance Quality- Planning in sports increases the quality of work.

How To Manage And Organize

Sporting Events
1. Organized planning

First, write down all the requirements of the event in detail.

 Make various committees for different purposes.

 Write down the purpose of the event.
 Write down all practical elements you need
 Decide what space you will require
 Write down the budget for the event
Having everything written from the very start will give you a clear direction on
how to proceed.

2. Finalize the Dates

Finalize the correct date. Make sure that date doesn’t clash with other schools,
colleges, or local events nearby to your area.

3. Sufficient time:

You must have enough time during the event to pull your resources together to
make the event a success.

4. Finalize the venue

Your venue must have enough capacity to accommodate teams and spectators or
attendees. Also, Finalize whether it will be indoor or outdoor.

A venue must have enough space for parking and traffic.

5. Prior Permission

It is also very important to take necessary permissions from local authorities to

hold an event.

6. Determine sports event type

Now Decide the type of tournament or event you organize. Whether it will be
knock-out or league. How many teams or individuals do you need for the event.

Plan a layout for your final days and how you can make that happen.

7. Plan required supplies

Make a list of supplies that will be required for your event. For instance,
equipment, scorecards, certificates, posters, whistles, medals, stopwatches,
awards, etc.

Note: The earlier you get suppliers the better choice and better price you can get.

8. Get proper insurance

It is always advisable to get valid public liability insurance for your event. That will
cover sports event organizers, paying damages, accidental bodily injury, or
accidental damage to a third party or their property.

Note- If you fail to get the appropriate insurance in time then you might have to
pay out a hefty sum if an accident occurs!

9. Health and Safety

You will be responsible for the health and safety of your workers and all event
attendees.

10. Briefing staff & volunteers

All staff and volunteers should be briefed in advance on exactly what the event is
aiming to achieve. Make them understand to remain professional while having
fun, and be able to answer any questions on the day of the event.
11. Event promotion

Start advertising your tournament. The best way is to promote on social media to
raise awareness and promote your event by using free and paid methods or
advertising in a local newspaper. You can start selling tickets if any.

12. Reserve officials / referees

Make sure to reserve the sports officials in advance for the tournament at least a
couple of months before. You can approach local referee organizations.

13. Invite attendees and participants

Finalize the teams participating in the tournament and send them invitations
mentioning all the details of your event including the rules and regulations, a
timetable, accurate date, time, and location of the event.

14. Arrange accommodation

If teams are attending from a different region, make sure to arrange nearby
accommodations for them.

15. Invite local press

Consider inviting the local press to cover day-to-day events in local and national
newspapers and television.

If you really follow these steps carefully then chances will be very less of failure.
The more time you devote to planning and preparing beforehand, the smoother
the event.

Various Committees and their

Responsibilities
Responsibilities

Director or Chairman (Head of the institution)

Pre Work– To plan for tournament and arrange the finance

During Work– Look after overall arrangements, welcoming guests.

Post Work – To summaries the success of the tournament.

Organising Secretary (PET / HOD sports)

⛹ Pre Work: To do all planning and get approval and make all arrangements.

During Work: To co-ordinate with different committee members and to check the
authenticity of players.

Post Work: To make the final report and to give a vote of thanks.
Publicity Committee: (Marketing staff)
☎ To announce dates, venues, and events and provide information to various
institutions.
Transportation Committee
Pre Work: To plan for pick up and dropping of arriving teams.

During Work: To provide transportation for all outstation teams.

Post Work: To drop outstation teams to station, airport

Boarding & Lodging Committee: (Warden/Bursar)
Pre Work: To get details of outstation teams, and arrange rooms and bedding.

During Work: To arrange meals and comfortable stay for teams without
disturbing their match schedule.

Post Work: To collect and return borrowed items.

Reception Committee: (Office Staff)
Pre Work: To check team details and arrange all required items.

During Work: To receive teams, check all proformas and provide important
information about team stay and tournament schedule.

Post Work: To check and refund security amounts and hand over certificates.
Decorations & Ceremony Committee: (Art & Craft Teacher)
Pre Work: Arrange requirements and decorates for opening and closing
ceremonies.

During Work: To manage guests, and officials during opening and closing
ceremonies, give ceremonial welcome speeches and finalize prize distribution
sequences.

Post Work: Return everything to various departments

Ground & Equipment Committee: (Coordinator/Bursar)
⚽ Pre Work: To arrange playfields and technical requirements like equipment,
score sheets, and official tables.

During Work: To provide equipment and manage needful facilities

Post Work: To collect all equipment and return

Refreshment & Entertainment Committee:
Pre Work: Arrange food and entertainment program

During Work: Supply refreshments to guests, officials, and team members and
organize entertainment programs during opening and closing ceremonies.
Announcement Committee
Pre Work: To prepare script, arrange and check the public address system

During Work: To make important announcements and do running commentary

of every match.
First Aid Committee: ( Doctor & nurses)
Pre Work: To arrange medical equipment, medicines, and tool

During Work: To provide first aid and medical aid to injured and sick players.
Finance Committee: (Accountant)
Pre Work: To get details of expenses from various committees and get sanctions
from higher authorities

During Work: To provide funds for various activities and committee

Post Work: Makes financial reports of the tournament.

Press & Media Committee: (Language Teachers)
Pre Work: To inform the media about the tournament

During Work: To make daily reports for press notes and coordinate with media
persons.

Post Work: To highlight the main features of tournaments.

Certificate Committee:
Pre Work: To collect blank certificates from the organizing secretary and get
important instructions for filling.

During Work: To write participation certificates for all teams, write merit
certificates for winning teams and maintain records.

Post Work: To return unused certificates.

Tournaments
The tournament is a healthy competition to decide the winners and top-ranked
teams. A tournament provides an excellent platform to showcase the talents of
different skills, techniques, tactics, and strategies.

It also provides evaluation and comparison of different teams.

The tournament is an inspiration and encouragement for players.

Importance of Tournament
  Development of sports skills
 Publicity of sports
 Helpful in Talent identification
 Development of Social Qualities
 Development of National and International integration
 Good source of recreation for teams
 Provides good feedback
Types of Tournament
The type of Tournament depends upon various factors like funds available, time
periods, infrastructure, staff, facilities, level of teams, etc.

There are mainly three types of major Tournament happens

 The knockout or single elimination tournament

 League or Round Robin Tournament
 Combination Tournament
 Knock out cum League
 Knockout cum knockout
 League cum knockout
 League cum League or double league

Knock Out Tournament

In a knock-out tournament only winning teams continue to play further and teams
once get defeated, automatically get eliminated.

Advantages of Knockout
 Less expensive
 Requires less time
 A strong team emerges winner
 Less tiredness of players
 Spectator interest is high
Disadvantages of Knockout
 A good team may get eliminated
 A good selection of players is very tough
 High stress on players
Things to remember
The number of matches (Number of teams-1). Suppose the number of teams is 8,
so the total number of matches is 8-1 = 7

Halves:

Two equal halves, in case; a number of teams are in even numbers, like 6, 8,10,
etc. For example, 8 teams are divided into two halves of 4 each.

In case of odd number teams, then apply formula

Upper Halve = N+1/2 = 9+1/2 = 5

Lower Halve = N-1/2 = 9-1/2 = 4

Example: 10 teams; 5+5 two equal halves, 13 teams; 7 in upper halve and 6 in
lower halve.

Bye: [ 4,8,16,32,64 …]

It is an opportunity to play matches in the higher rounds directly without playing

in the first round.

If the number of participating teams are in “power of 2” like 2² = 2×2 = 4, 2³ =

2x2x2 = 8, 2⁴ = 2x2x2x2 = 16, 2x2x2x2x2 = 32 etc. Then there is no need to
give Bye.

In case the number of teams is not in “power of 2″ then subtract from the nearest
” power of 2″, like 4,8,16,32,64, etc. For instance, if the number of teams is 10
then subtract 10 from 16 (16-10) = 6 byes will be given to six different teams.

More examples:

For 13 teams; 16-13=3 byes,

For 5 teams; 8-5=3 byes,

For 17 teams; 32-17=15 byes,

For 27 teams; 32-27=5 byes

For 33 teams; 64-33=31 byes

It is best to divide the number of Byes to both upper and lower halves equally. But
in case of odd numbers, the lower half will have one more Bye than the upper
halves.

Example: For 9 teams, the Number of Byes is (16-9) = 7. Upper halves will get
one extra Bye, which means out of 7 Byes 4 byes will be given to upper halves
and 3 byes will be given to Lower halves.

The formula for distributing Byes

Example For 9 teams ( No of Byes; 16-9= 7)

Upper Halve = No. of Byes – (1/2) = 7-(1/2) = 3 Byes

Lower Halve = No. of Byes + (1/2) = 7+(1/2) = 4 Byes

Number of Rounds:

Find the number of rounds from the nearest number of “power of 2”. Example; For
14 teams, no. of rounds will be 4, as the nearest number of power of 2 is 2⁴
(2x2x2x2)

Seeding Knockout Tournament

Seeding means placing the good teams (Previous position holders) directly to
higher rounds may be to quarter-final or semifinals. Teams need to place on top
and lower position of each half.
 League or Round Robin Tournament

In this type of tournament, every team plays with every other team in their pool,
irrespective of win, loss, or draw. It provides the maximum number of
opportunities to show the best performance.

Advantages of League Tournament

 The team gets ample opportunities
 True winner emerges
 The team can improve their performance in the next match
 Skilled selection is possible
 Players’ interests remain intact
Disadvantages of League Tournament
 Time-consuming
 It needs large arrangements
 Very expensive
 Less interest from spectators
 Demoralized weak team due to repeated loss
League Fixtures

Cyclic Method

In this method, fixtures are made using the Cyclic Method. One team is fixed on
the top right-hand side and teams move in ascending order consecutively
downward and then move upward on the left side.

In the case of odd numbers, a bye is fixed in place of one, Other numbers will
move in ascending order.

Staircase Method

In this method, fixtures are made like a staircase. This method is considered the
easiest method.

A team that gets the maximum points in a tournament, is declared the winner.
The winner of the match gets 2 points. The loser gets 0 and for a draw, 1 point is
awarded to both teams.

Combination Tournament

This type of Tournament is usually conducted when the number of teams is more.
Teams are divided into various halves depending upon the number of teams.
Either two halves, four halves, six halves, etc.

The team belonging to the concerned group play among themselves in either a
knockout or league basis and decides the winner of the group.

Thereafter the group winners play among themselves and decide the champion.
Types of Combination Tournaments:

 Knock out – League

 Knock out – knock out
 League – league (Double league)
 League – knock out
Knockout Cum League fixture

A total number of teams are divided into four pools. Every team in their respective
pools will play on a knockout basis. The winner of each pool will again play
together on a league basis

League Cum Knockout

The total number of teams is divided into four pools. Every team, in their
respective pools, will play with each other on a league basis. The winner of each
pool will again play together on a knockout basis

Intramural and Extramural

Tournaments
Meaning, Objectives and Significance

Both intramural and extramural tournaments play vital roles in promoting physical
activity, skill development, and community building.

While intramurals focus on providing inclusive and fun opportunities within the
institution, extramurals offer a chance for higher-level competition, exposure, and
inter-institutional camaraderie.

Both types of tournaments contribute to a vibrant sports culture and overall

personal growth.

Intramural Tournaments

Meaning: Intramural tournaments are competitions held within a specific

institution or organization, usually involving students, employees, or members
from different departments or groups.

Objectives

 Promote physical activity and sports participation among members.

 Foster a sense of community and camaraderie within the institution.
  Provide opportunities for individuals to showcase their skills and talents in a
friendly environment.
 Encourage teamwork, leadership, and sportsmanship among participants.
Significance

 Inclusive Environment: Intramural tournaments welcome individuals of all

skill levels, making sports accessible to everyone and promoting a healthier
lifestyle.
 Stress Relief: Participating in these tournaments can serve as a stress
reliever, allowing participants to unwind and have fun.
 Building Relationships: Playing alongside peers from different
departments or groups can help build new friendships and strengthen
existing ones.
 Skill Development: Intramural tournaments offer a chance to improve
athletic abilities and learn from more experienced players.
Extramural Tournaments

Meaning: Extramural tournaments involve teams or individuals from different

institutions competing against each other in sports and games.

Objectives

 Foster healthy competition and promote excellence in sports.

 Provide a platform for talented individuals to showcase their skills on a
larger scale.
 Create opportunities for networking and interaction between participants
from different institutions.
 Encourage institutional pride and spirit among participants and supporters.
Significance

High-level Competition: Extramural tournaments offer a chance for top athletes

to test their skills against other talented individuals, pushing them to excel
further.

Exposure: Participants get exposure to a wider audience, including scouts and

recruiters, which can lead to scholarships or professional opportunities.

Inter-Institutional Collaboration: These tournaments encourage collaboration

between institutions and help build stronger ties within the sporting community.

Pride and Motivation: Representing one’s institution can instil a sense of pride
and motivation among participants, inspiring them to give their best performance.

Community Sports Program

Community sports programs like Sports Day, Health Run, Run for Fun, Run for
Specific Cause and Run for Unity play a crucial role in promoting physical fitness,
well-being, and community engagement.

These events encourage people of all ages and backgrounds to come together,
celebrate the joy of sports, and support various meaningful causes. By
participating in these activities, individuals not only enhance their physical health
but also contribute to building a stronger, more connected community.

Sports Day

 Purpose: A day dedicated to sports and physical activities for the

community.
 Activities: Organize various sports events, games, and competitions suitable
for all ages.
 Benefits: Promotes fitness, teamwork, and community bonding through
sportsmanship.
Health Run

 Purpose: An event to raise awareness about the importance of health and

fitness.
 Activities: Participants engage in a non-competitive run or walk to promote
an active lifestyle.
 Benefits: Encourages healthy habits, inspires people to be physically active,
and supports overall well-being.
Run for Fun

 Purpose: A lighthearted and enjoyable run aimed at fostering a joy for

running.
 Activities: Participants run or walk together in a friendly, non-competitive
atmosphere.
 Benefits: Focuses on the enjoyment of physical activity and builds a sense of
community spirit.

Run for Specific Cause

 Purpose: A run organized to support and raise funds for a particular cause or
charity.
 Activities: Participants run or walk to show solidarity and raise awareness for
the cause.
 Benefits: Raises funds for charitable organizations, creates awareness, and
promotes social responsibility.

Run for Unity

 Purpose: A run to celebrate unity and diversity within the community.
 Activities: Participants from different backgrounds run together, showcasing
solidarity.
 Benefits: Strengthens community ties, fosters inclusivity, and promotes
harmony among diverse groups.