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The organizational tasks of sports competitions:

In case the task is to organize a sports competition, in addition to the preciously described procedure, other issues also need to be considered. The first step is to a call for competition. (In case there is one at our disposal , it needs to be carefully studied and/or adapted). After the Call has been finalized only then can the concrete steps taken for planning the event. (mental and written planning) The call for competition represents the basic professional document of events orgabiztaion in sports.  It includes data, rules and information on the

  • Goal of competition;
  • Time and venue of the event;
  • Organizers (members of the steering committee) of the event;
  • Participants of the event (e.g. 1st class or 2nd class competitors);
  • Kinds of events and their schedule;
  • Decision making on ranking;
  • Awards given;
  • Fees (in relation to the organization and the participation);
  • Registration deadline and procedure;
  • Other information on the event (e.g. accomodation, local transport, time and venue of technical meeting etc.)

The writing of the Call for competition requires very careful and professionally higjh quality work, since it determines the entire framework and the rules of the event. In case of complaints in addition to the rules of the game the call for competition might decide ont he issue.  

The organizers need to send out the Call to potential participants one month before the starting date of the event.  

In case of large-scale evenets the participants are supposed to get the scenarios as well , which details every event of the competition as well as its timing and venue(s). General information and the persons’ names are also given in it who are responsible for each individual task.

The preparation of sports competitions has three distinctive periods.

a)  Technical preparation

b)  HR preparation

c)   Financial preparation

a) technical preparation of competitions:

  • Preparation of the venue (tracks, swimming pool, gymnasium, sports hall, trail etc.) following the rules. (e.g. the use of separating ropes in pools. Uszodában, line sin ballgames, changing rooms, supporters’ arena, the location of referees and umpires, press room, protocol etc.)
  • Provision of facilities and sports tools (the preparation of tools provided by the organizers, timing devices, amplifiers and accessories for evaluation etc. );
  • Obtaining the necessary permits (if the is organized in punlic areas, permits by the police, local government and the fire department are also needed.)

b) HR preparation

It is also the task of the organizers to set up an organizational team as well as the body of judges. The number of the members of these bodies might very depending ont he lind of sports. The organizing team usually consists of cashiers, and technical staff. The body of judges consists of licensed umpires and referees

c) Financial preparation

One of the basic tasks of organizing a sports event is to get the necessary funds. In case the event is part of the annual competition calendar, the funds need to be recorded in the annual budget, too. The achievement of a positive balance is to be the basic goal of organization. It is especially important, because, as it is attested by many sports events, this is the area in which sponsors are very likely to offer financial help. This aspect of events organization will be described in details in the chapter entitled „ Sports, as  amarketing tool, sponsorship’.

In order to provide the necessary funds the following sources can be utilized.

1. Own funds

2. Subsidies by the state or the local government

3. Project funds

4. Sponsorship by companies, donations

Sponsorship creates a bilateral business relation between the supporter and the supported. The funds provided by the company are returned by the supported in one way or another.

  • Donations – The company provides funds without any return.

The task of fianncial planning need to be performed by an economic expert, buta t the same time, prganizers can also be helpful through giving the necessary and correct information. On professional tasks. (pe.g. the number of wards to be granted, necessary services, fees of referees and umpires, costs of medical staff, number of participants. The financial expert should eb familiar twith the entire docuemntation of the event including the Call for competition, work plan and scenario etc.

b) Implementation of  events

            Two hours prior to the beginning of the event the venue is to be checked again according to the plans. In case of outdoor events some minor changes might be necessary depending on the weather. ásokra. It is the time for last-minute arrangements. As the start-time is nearing it needs to be checked whether all participants are at the place where they are supposed to be. Welcoming the arriving guests and visitors is the next step.

            The success of the whole event might depend on the success of these first steps. is it is important to start on time, and as far as the formalities are concerned everything is supposed to be spectacular and solemn. The overall aim is to offer all thise present a pleasurable and menmorable experience. Amplification, the technical background to good communication is to be used even when organizing events of minor scale. In case of really large scale events, including the Olympic Games, Contiental championships or international sports festivals in addition to a welcoming event an opening ceremony is organized. This event is planned and organized independently of the sports event itself. A good start creates a pleasurable atmosphere and it has a beneficial influence on the wellbeing of sportspeople and spectators.

From the very beginning of the event the (main) organizer is to play the role of a conductor.  Huis main task is to complete the programme as it was planned. In this role he is supported by the work of an announcer, who, in addition to announcing the forthcoming events, informs all those present about outstanding sports personalities, the participants’ former sports achievements and records. The organizer can only be successful if he/she concentrates on the series of events. The solution of unforeseen problems is an issue of utmost importance. The organizer is supposed to be ’everywhere’ during the event, so he/she cannot get stuck with one venuw and one task. If the event is organized at different places then it is desirable to keep in touch with other organizers, referees, umpires, and the announcer in a through a computer or a mobile phone.

We have seen the importsnce of a good start, but the event needs to be completed in a memorable way, too. The closing event also has to be prepared, and, what is more, rehearsed in advance. It is also a commoön practice that the results are announced during the closing event and thecompetition is to be evaluated, too. In order to do this the organizer is to colelct all the necessary documents, including scoresheets. This work must be done very quickly because nobody wants to wait long hours for the closing event. Some other prapration is needed, too, for example the venue needs to be refurnished and the awards (medals) have to be prepared.

The awards ceremony can take place in-between two events, or, at the very end of the programme. Both arrangements have their own benefits, but when the sports events is related to school sports activities it is recommendable to award the medals and announce the results to all age groups in all kinds of sports at the very end of the programme. This is how it can become a really memorable experinece for all participants and the awrd giving ceremony might be the highlight of the day. The awards ceremony is very important for all participants, and it is especially significant for those who achieved the best results. Buti t si also important for those whose achievements were not worth of an award or medal and who did not get any punlic appraisal or applauds. The modest results, the lower scores will motivate them to work harder and have better results next time.

As the sports event is nearing its end the organizers need to concentrate on the closing event. In the course of minor sports events the organizer is to thank the referee and umpire for his/her work. In the course of really large-scale events some cultural programme is to be organized. It is also important for those participants who did not get any award or medal because they might return home with nice memories of a well-organized and memorable closing event.

c) Tasks after the closing of the event

The first thing to do is to clean up the venue and return it int he condition as it was given to us. The clean-up process also needs to be pre-arranged by specifying the human resources, responsibilities, tasks tools and transport to be used. Neglecting these issues might lead to a many serious problems including missing equipment and unperformed tasks.

The salaries to people need to be paid right after the event (referees, umpires, organizers, seasonal workers). After this other payments are made and the budget is finalized.

It is very important to remember after the closing of the event to say thank you to all participants and organizations assisting in the preparation and the organization of the event. After sports events of utmost significance it is desirable to organize a committee meeting and evaluate everybody’s work as well as the team’s work. It is also a good opportunity to evaluate the work done, compare it with the previously formulated goals and draw the necessary conclusions. After the completion of really large-scale sports events some bonuses ortr gifts might be given to those people who worked really well. The money or gift should be proportionate with the amount and quality of work done.  

Finally, it is also very important to collect ans systematize all the sports event-related documents. This documents will be of much help next time when a similar event is to be organized.