The success of any event relies on good planning, open communication and engagement.
Check out our top five tips for smooth event production, from getting council approval to use a public space to making sure there are enough staff members to help run things on the day.
1. Cover the legalities
If you are planning a sporting event in a public space, source council approval before you start doing anything. Without it, you could find yourself minus a venue just a few days out from the event.
Another thing we recommend in the early stages of planning is seeking legal advice to avoid liability. As every sporting event contains some degree of risk, it is in your interests not to be liable if an incident does take place.
2. Inclusivity is key
Whether guests are participating in sporting activities or watching a major sporting event, cater to different levels of ability and interests. Inclusivity is key to engagement and a successful event experience that will lead to positive feedback. Consider placing a variety of breakout activities and areas throughout the event to let everyone participate.
3. Catering is essential
Staying hydrated and energised is essential at every sporting event. This is where you might want to bring sponsorship in to cater, depending on the scale, scope and brand synergy. Alternatively outsource catering to experts – food trucks are convenient and offer a range of menu options. Shade is also important. Ensure you have plenty of covered space where everyone can take a break and refuel.
4. Choosing entertainment to engage
We recommend layers of entertainment to break downtime up. Queues are part and parcel of most sporting events, so consider placing entertainment in any place where people may be waiting.
5. Ensure adequate staffing levels
It takes a team to run any sporting event, many of whom may come from outside your organisation. Ensure these team members have everything they need to do their job properly by having a single point of contact, and keeping the lines of communication open.
Spectators and participants will also need a continual point of contact during the event, so ensure it is adequately staffed. Open communication is key in the planning stages and on the day.
These are just a few basics of event production for sporting events. Solution Entertainment is a dynamic event management company based in Melbourne and Sydney, from where we create pre-eminent event experiences Australia-wide. We would love to talk to you today – contact our team to discuss your next sporting event.