Physical EDUCATION-XII
I. Tick the correct option.
1. The basic function of management is:
a. controlling
b. budgeting
c. planning
d. organising
2. In which of the following functions of sports event management
“recruitment process” take place?
a. Planning
b. Staffing
c. Controlling
d. Directing
II. Answer the following questions briefly.
1. Explain the role of planning in organizing Sports Event.
2. Why controlling function is important in sports event management.
III. Answer the following in 150-200 words
1. Elaborate the functions of sports event management.
1.2 Formation of Committees
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.
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Physical EDUCATION-XII
Hierarchy of Organising Committee to conduct Intramural Event in School/
institution
Chairperson
(Principal of School)
Convener
(Physical Education Teacher)
Members
(Teachers of School)
Head Boy/Girl
(Sports Secretary/President)
Hierarchy of Organising Committee to conduct Extramural Event in Schools/
institutions
Director of Physical Education
and Sports in State Government
(Chairperson)
Deputy Director/Assistant
Director/Supervisor Sports
(Convener)
Physical Education
Teachers of different
Schools (Members)
There is no fixed number of committees to be constituted to organise a sports event;
it depends on the number of participants, level of event, area of specialization,
dedication of volunteers etc. By and large we can formulate 4 committees under an
organising committee. Look at the following chart to study their details of work and
their responsibilities.
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Physical EDUCATION-XII
1.2.1 Technical 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.
1.2.2 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,
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Physical EDUCATION-XII
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.
1.2.3 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.
1.2.4 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
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Physical EDUCATION-XII
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.
Do You Know?
Check list to organising a sports event
1. Formation of Organising Committees
2. Establishment of Objectives
3. Theme of the event
4. Date of the event
5. Place of the event
6. Budget
7. Sponsorship
8. Marketing (Campaign)
9. Invitations to teams and guests
10. Conformation of teams
11. Logistics (Accommodations, Refreshments, Transportation, Medical Staff,
Water, table, chairs, flags, notice board)
12. Checking on the sponsors
13. Drawing Fixtures and layout of field
14. Rules and Regulations
15. Arrangement of Equipment and score sheets
16. Arrangement of Referees and Prizes
17. Direction to the stadium (Sign posts)
18. Briefing of Volunteers and staff
19. Decorations
