Athletic Event Coordination

Inside the Mind of a Tournament Organizer 🧠⚽ 🔎 Have you ever wondered how tournament organizers decide which teams to invite, where to host, and what services to provide? Organizing a top-level football tournament is much more than just scheduling matches—it’s a complex puzzle that requires strategic decisions, financial planning, and long-term vision. Here’s an inside look at what really happens behind the scenes: 🔹 1. Selecting the Right Teams Tournament organizers aim to create a competitive yet balanced event. They consider: ✅ Team level & reputation – Well-known clubs attract attention and sponsors. ✅ Geographic diversity – A mix of teams from different countries makes the event more appealing. ✅ Previous experiences – Teams that were well-organized and respectful in past editions are often prioritized. 🔹 2. Choosing the Perfect Venue 🏟️ The location of the tournament is key to its success. Organizers evaluate: 📍 Accessibility – Proximity to airports, transport options, and visa requirements. 📍 Facilities – Quality of pitches, locker rooms, hotels, and medical services. 📍 Weather conditions – No one wants a tournament ruined by extreme heat or rain. 🔹 3. Balancing Sports & Business 💰 Every tournament needs funding. Organizers have to: 💲 Find sponsors & partners – Brands help cover costs in exchange for visibility. 🎟 Set participation fees – Keeping it affordable while covering logistics. 📊 Ensure a strong media presence – Streaming, photography, and marketing add value to the event. 🔹 4. Managing Logistics & Operations ⚙️ The unseen part of a tournament is often the most challenging: 🚌 Team transportation – Ensuring smooth transfers from hotels to stadiums. 🥗 Catering & nutrition – Providing balanced meals for young athletes. 🕰 Scheduling & refereeing – Avoiding unfair advantages due to rest time differences. 🔹 5. Creating a Memorable Experience 🌟 At the end of the day, tournaments are not just about results, but also about the experience. Organizers focus on: 🎤 Opening & closing ceremonies – Making the event feel prestigious. 📸 Media exposure – Helping teams get recognition. 🤝 Networking opportunities – Connecting clubs, scouts, and coaches for future opportunities. 💡 Why is this important for clubs, coaches, and team managers? ✅ Understanding the tournament organizer’s perspective helps you choose the best events for your team. ✅ You can prepare better by anticipating logistical or budget challenges. ✅ If you want to negotiate conditions, knowing how decisions are made gives you an advantage. 🏆 What do you value the most when selecting a tournament? Share your thoughts below! 👇⚽ #FootballTournaments #TeamManagers #SportsBusiness #TournamentPlanning #FootballExperience #YouthFootball #SoccerDevelopment #Coaches #ClubManagement #SportsLogistics

Olympic Countdown- 9 days out: What does it take to launch such a significant event? I’ve led teams to deliver two Olympic games, March Madness, Kindle Fire at Christmas, and many other big events with hard deadlines. In 9 days, the Paris Olympics will kick off. Over the next few days, I will share some of what it takes to prepare for such a significant event. All of these events must first drive focus across the company. While I have mainly driven the tech part, these launches require coordination with sales, marketing, customer relations, operations teams, and many other functions. No matter what area you are in, awareness of this process will serve you well. In terms of focus, having a fixed date should drive some of it. But that is just the start. After that, the related fixed dates should help you hone in. Prior to the event, there are reviews of designs and sign-offs with partners. These typically have deadlines well ahead of the actual event, and while they appear simple they often have hidden requirements. My first piece of advice is to suss out these unseen requirements by asking questions. Then, make them “visible” by adding and tracking them in the overall plan. These events are so complex that requirements can easily be missed. The second piece of advice is don’t limit yourself to your functional area. If you have a question about another area, ask it. One of the worst things that can happen during large-scale events is the late discovery of a critical requirement. It is better for you to ask a question and have the responsible team confirm the answer than to leave it up to chance. Once all fixed dates have been identified, backwards planning must be done and delivery dates must be agreed upon. I strongly advise including some slack in the plan wherever possible. Without any slack, a single missed date can cascade into missed dates across multiple areas. Adding the right amount of slack comes from experience: Too much and teams are not motivated; too little and teams end up working nights and weekends to catch up. All of this should start months in advance of any significant event. While I have seen a few rushed events, what is delivered is usually the bare minimum achievable. In order to provide customers with the best experience, you need to think through all of the opportunities and potential risks. What else do you consider when starting such an enormous delivery? 💡 Follow along for my countdown posts every day leading up to the launch of the Paris Olympics! I will share insights on launching large-scale events gathered over my 30+ year career delivering many large events. Disclaimer: These insights are from my career and represent my perspective, not that of any current or former employer.

Coordinating an event requires many moving parts, but the thing that pulls it all together is communication. As we pull off a 2-week-long sponsorship of the National Carnival Polo Tournament. I've learned a few things about communication that can make or break your entire event. There are 3 key buckets of people you need great (not good) communication with to keep your event cohesive and make it successful. 1. The Event Owners: When you're a sponsor, think of event owners like dance partners. If you're not in rhythm, someone's gonna step on toes. I've learned to be crystal clear about: -Exactly what we want from the sponsorship -What our sponsorship actually covers -Our specific goals that go beyond just showing up -What success looks like for us (and it's more than just logos and mentions) If getting key information is kinda hard, don't waste energy complaining. Make a plan with enough wiggle room to morph as you get more details. Adaptability is your best friend here. Regroup quickly and stay nimble. 2. Your Internal Team: Your team is your first audience. If they're confused, your event will be a mess. - Hold quick, focused daily stand-ups (This could be a quick call to team members while on the go) -Assign crystal-clear responsibilities so there's zero confusion - Encourage instant messaging for quick clarifications 3. Talking to Your Actual Audience: This is where the magic happens. Your audience doesn't just want information - they want an experience that feels personal and exciting. So: - Create pre-event excitement with behind-the-scenes snippets that make people feel like insiders - Use social media to build anticipation, not just promote - Have team members who are genuinely excited and approachable -Ensure you have the resources to cater to on-ground customers in real-time Tip: The event doesn't end when people leave. Your post-event communication can be just as powerful - maybe even more so. Share highlights that tell a story, thank attendees and show the real impact. Make them feel they were part of something special, not just another marketing event.

Event Operations — The Real MVPs Behind The Scenes” Let’s get one thing straight: No game, no concert, no championship ever happens without event operations. So if you love sports but don’t want to be in the spotlight — this might be your lane. 🏟️ What Event Ops Includes: •Credentialing & Check-In • Venue Setup / Teardown • Gameday Staff Management • Crowd Flow & Fan Experience • Media + Team Logistics • Security Coordination • Emergency Protocols • Post-Game Reports & Recaps 🎯 Real Talk: • You’ll be the first in the building and the last to leave • You’ll wear a radio, solve 10 problems in 10 minutes, and keep things moving • You might not be “on camera” — but you are the reason the show goes on How To Break In: • Volunteer with college events, local tournaments, 5Ks, or high school championships • Start as a runner, logistics assistant, or check-in crew • Get certified in crowd management or first aid • Ask your school if you can shadow athletics or marketing staff on gameday If you can handle controlled chaos and stay calm under pressure, this role will get your foot in any door. #EventOperations #SportsEvents #BehindTheScenes #MicdUpWithKayla #HustleWithPurpose 🏟️🔑

Strategic Sports Event Management: An International Approach Summary 1. The Sports Events Industry • Traces the historical evolution of sports events from ancient Greece to modern mega-events like the Olympics. • Sports events are presented as societal cornerstones, influencing economics, politics, media, and technology. • Defines the scale and structure of events, from local competitions to international spectacles. • Differentiates event types: hallmark, mega, major, and minor, and outlines key stakeholders including participants, officials, media, VIPs, sponsors, spectators, and governing bodies. 2. Event Organizations and Ownership • Categorizes event owners and organizers. • Emphasizes multi-stakeholder collaboration • Discusses the influence of global bodies 3. The Strategic Event Planning Process • Introduces a nine-stage iterative event planning model: 1. Event concept and feasibility 2. Strategic and operational planning 3. Financial modeling 4. Marketing and communications 5. Sponsorship and partnerships 6. Implementation and logistics 7. Monitoring and control 8. Event delivery 9. Post-event evaluation 4. Impacts and Legacies • Events leave multi-dimensional legacies: • Physical • Economic • Social • Cultural • Environmental • Case studies 5. Financial Planning and Revenue Management • Covers event feasibility, budgeting, forecasting, financial risk management, and control. • Encourages the use of contingency funds and financial monitoring tools l • Describes revenue sources 6. Bidding for Events • Explains the strategic importance of bidding for events 7. Marketing and Communications • Advocates for Integrated Marketing Communications (IMC) to ensure a unified message across platforms. • Marketing strategy is grounded in: • SWOT and PEST • Market segmentation • Brand alignment • Explores tools: advertising, PR, personal selling, social media • Recognizes the power of digital and interactive platforms to build communities before, during, and after the event. 8. Sponsorship and Partnerships • Provides detailed models for building sponsorship programs: • Solus • Tiered • Flat rate • Teaches how to evaluate sponsorship value using metrics like equivalent advertising cost (EAC) and media impressions. • Warns against ambush marketing and discusses ethical challenges. • Demonstrates how sponsors must align with the event’s values and audience for a win-win. 9. Research, Evaluation, and Knowledge Transfer • Stresses pre-event, mid-event, and post-event research for effective planning and legacy measurement. • Tools like impact analysis, performance indicators (PIs), and multiplier analysis are vital. • Introduces IOC’s Transfer of Olympic Knowledge (TOK) initiative