SPORTS EVENT COORDINATOR: All you need to Know

A sports event coordinator or planner is a professional whose job is to ensure that their clients receive the attention and coaching they need to compete at their best in a certain game, sporting event, or competition.

In other words, a sports event planner oversees the successful planning and organizing of a successful sports event.

Athletes who participate on the field or the court may win medals but may not achieve recognition on their own.

However, the efforts of various specialists working behind the scenes, including athletes’ coaches, legal experts, and marketers, help massive sporting events capture the attention of international audiences.

Their role is to arrange the complicated processes that make spectacular events possible. It has some of the most critical positions in today’s sports organizations.

SPORTS EVENT COORDINATOR VS. MANAGER 

The responsibilities of the event manager and event coordinator are two separate but connected positions.

A manager is in charge of large-picture issues, including scheduling, procuring a location, and satisfying community requirements.

A coordinator’s job entails overseeing logistics and managing vendor relationships, among other things.

A single manager will handle all these parts for a minor event. Still, for a larger project, they could be distributed to numerous coordinators under the direction of a manager.

The primary objective of this role is to make it easy for their customers to concentrate on competing in sports events and winning without having to worry about the business side of sports.

They also help in planning sports tournaments, athletic event planning, and many other sports event management jobs.

Academic institutions, amateur and professional leagues, sporting goods corporations, and sports marketing agencies are among the places where a sports events coordinator can work.

 

SPORTS EVENT COORDINATOR TEMPLATE

Sports event coordinators conduct various tasks to ensure that the events they oversee go off without a hitch. In the sports event planning checklist template, every coordinator must include some of these responsibilities, which are also in the job description.

  1. Drawing together a sports event planning template
  2. Bringing together a sports event and a tourism management committee.
  3. Assuring and providing proper security during an event’s whole procedure
  4. Observe and check the complete sporting facility to ensure everything is in working order.
  5. Appropriate ticket sales and marketing management by ensuring that tickets are easily available.
  6. Working with the organizing committee to arrange accommodation and transportation for guests and clients.
  7. Make sure that the sports entertainment event management has a committee.
  8. Assigning various tasks to various members of the organizing committee to ensure that all responsibilities are fulfilled, and everything works smoothly.
  9. Taking on the different challenges related to the business side of sports while ensuring that clients concentrate on active participation and winning the sporting events or competitions.
  10. Making sufficient preparations or laying a firm basis for an athletic event to begin.

 

How to choose the best types of sponsorships

 

THE SKILLS REQUIRED FOR A SPORTS EVENT COORDINATOR TO HAVE A SUCCESSFUL CAREER

Professionals in sports event management that flourish and advance have a solid understanding of what makes an event effective as well as the ability to fix problems as they emerge. 

They consider more significant issues, such as governing bodies’ impact and local concerns.

These professionals use their in-depth knowledge of sports management and leadership principles to create effective methods for engaging fans, achieving their client’s objectives, and increasing ticket sales.

  • Some of the skills required are:
  • Excellent communication skills allow a sports event organizer to communicate clearly and effectively with clients, organizing committee members, and/or fans or guests.
  • Excellent interpersonal talent for establishing and maintaining healthy client connections improves or nurtures positive results in sporting activities.
  • A bachelor’s degree in marketing, sports management, law, or a similar discipline is required.
  • Organizational and self-management abilities and composure entail the capacity to remain calm and composed when coordinating several activities, even under duress.
  • Several years of relevant work experience or an internship
  • Ability to get along with others and work well as a team member
  • A thorough understanding of the commercial side of sports is required.
  • Good time management abilities include correct planning and timely execution of plans to increase the chance of achieving established goals or objectives.
  • Sports event planners must have strong critical thinking and problem-solving skills when an emergency occurs to come up with creative solutions. Being detail-oriented, a team player, and possessing leadership qualities are vital. 

 

CONCLUSION

To produce exceptional experiences, sports event planners must balance the needs of sports governing bodies, athletes, attendees, and communities.

This career path could be a perfect option to get engaged in sports management for professionals who are clever strategists, convincing communicators, and passionate about the excitement of competition.

Suppose you are having a hard time finding a suitable sports event coordinator. In that case, we are always available to hire you for the best.

How to Choose the Best Speakers for Your Event

When you organize a professional event, one of the most important things to keep in mind is to choose the profile of the speakers for your event. Their names and specialities will be the claim so that your attendees want to attend your event, ensuring that participation is a success.

To choose the best speakers, three fundamental factors must be taken into account: relevance, objective and influence.

 

Relevance: Having a renowned speaker, known inside and outside the sector of your event is a perfect claim to attract attendees. However, having a recognised speaker is meaningless if it does not have quality information to contribute to your event. The objective is that your attendees have quality content and relevant and leading information in the sector.

Purpose: Not all the moments of your event are the same, so taking into account what you want to transmit at each moment is key to choose each speaker properly. For example, the keynote speaker will be the one who sets the tone of the event, creating expectations among the attendees. On the other hand, the speaker who takes up the event after lunch will have to be someone dynamic who wakes up the attendees with a topic that does not require a maximum concentration. To give dynamism to your event, it is essential to know the style of each speaker and organize their participation at the time of the day that fits the best.

Influence: In addition to looking for speakers with excellent communication skills, the speakers of your event have to build trust and persuade the public that they still have doubts. Your speakers must have a solid reputation and serve as influencers of the professional sector.

Find the perfect speaker based on these three key objectives and when you have the selection, organize the agenda of your event looking for your attendees to have balanced and dynamic days. Remember that before launching an event, whatever the type, strategic planning is essential. Everything counts to get your assistants to repeat the experience!

The Phenomenon of AR Apps and How to Use It in Events

The latest trend of games is to mix geolocation and reality which can give an idea to event planners about what attendees want from the mix of the digital world and live experiences.

 

With the launch of Jurassic World Alive, the success of Pokemon GO and also Harry Potter. That give us the possibilities of using these games or apps on the smartphone which they are available to anyone and this can be used in our favour in events.

 

So how can we use existing apps like Pokemon Go or Jurassic World Alive in our events?

 

Because of the approach open to all audiences and with licenses known to the general public, it is a good option to implement in family events. The famous family days of which we talked to you before can be the occasion in which parents and children join in the search for specific Pokémon or dinosaurs.

 

When creating gymkhanas, these apps can allow the creation of “digital treasure searches” in which different teams with a smartphone or tablet must perform a series of actions that allow them to interact with their environment.

 

Another option may be a cultural tourism, we can guide a group of people to these points of interest since it involves “stops” or places where they will find Pokemon or dinosaurs.

Use of Drones in Events

The use of drones in the field of advertising and events is booming. These devices that can be from tiny sizes allow reaching unknown and distant areas and distances. The first drones were recorded from 1849 by the Austrian militia, but quadcopter exists since 1920. In the photographic field, they have been used for a decade. They are currently more accessible for use in private events and has opened up the possibility of numerous uses:

Sports events

Thanks to their speed, they can follow the action quickly through the stadium. They also allow you to approach much more than a photographer without disturbing the game.

Resorts and tourism

Drones allow us to record stunning scenes that advertise a location with a zenith plane, zoom-outs or general views of attractions or key points.

Connectivity

Their events are taken place in remote places where technology has not yet arrived and lack of Wi-Fi. Or, on the contrary, that they are so massive and they need to have massive assistance and there is a connection failure. In these cases, the drones are equipped with 5G technology and transmit a Wi-Fi signal to the attendees.

Security

Security is one of the most important aspects, especially in events of thousands of people such as congresses or fairs. Therefore, the use of drones allows us to monitor at a greater height and with a larger scale and have controlled the entire area to guarantee 100% of the security to the attendees.

Visual entertainment

Drones can be equipped with LED lighting technology to form images or illuminate scenarios.

Hostesses

There are cases in which the drones are programmed and controlled to collect and deliver gifts, food dishes … It is a different and fun way to surprise the attendees of the event.

Key Points to Organize the Best Wine Tasting

If you are a wine lover, definitely you are familiar with one of the most popular activities: wine tastings. Next, you can see the key points to consider in organizing this type of event:

  1. Time: Preferably before meals; at 11:00 or 18:00
  2. Place: No parasitic odours (cooking, tobacco smoke, perfume); use tablecloths or a white table to facilitate visual view.
  3. Light: Daylight is ideal, but if electric light is used, normal bulbs are better than fluorescent lamps.
  4. Perfume: Although it is hard to be controlled, it is recommended to advise attendees in advance to avoid using perfumes as they alter the olfactory perception of wine.
  5. Decantation: It is necessary to decant red wines with grounds to eliminate, or simply to air them if they are produced with fewer years.
  6. Presentation: Serve the wines at the appropriate temperature. For “blind” tastings, you will have to hide the bottles and give them a number.
  7. Order: There is no perfect order, but, in principle, whites go before reds, dry ones before sweets, light ones before concentrates and simple ones before complex ones.
  8. Cups: the standard cup is called AFNOR; but if it is not available, you can use any cup that meets the minimum requirements for a proper tasting. It takes one drink per person for a “standing” tasting and a glass for each wine in a “sitting” tasting.
  9. Spittoons: individual containers for “seated” tastings and common containers in other cases, which can be cardboard boxes or wine boxes lined with plastic and filled up to half of the sawdust. It is also correct to empty the wine glass that is not going to be drunk in the buckets.
  10. Food: in the technical tastings, toasted bread or breadsticks are usually used (without flavours and with a little salt). By slightly altering the papillae, they are used to clean the palate, as well as water. In the case of tasting pairings, inform the attendees in writing of the various dishes that will be offered.
  11. Notes: Provide attendees with sheets of paper and pens for tasting notes in which each wine will be described.
  12. Talk: It is recommended that a person is in charge of directing the tasting, explaining the origin of the wines, the elaboration and performing the sensory analysis.

The Tips for Planning the Perfect Event

1. Idea and Concept

Once coming up with an event idea, remember to be flexible. Leave some room for modification and development of the idea. Once the idea is finalized, move on to developing the concept of the event. The concept will give us a more competitive advantage; it is what will make the event stand out from similar ones. The event concept can include things like design, collaboration and partnerships with companies, technology, location, and others. Nowadays, most event planners aspire to focus on an online advertisement and others. Bear in mind, it is not simply holding an event; we are creating an experience for the audience. This brings us to the second point.

2. Determine the audience

Determining the audience for the event should never be underestimated. Audience is the key to finding the right sponsors and partners. So, ask ourselves these questions: Is an event niche, and will specific types of individuals/businesses show up? Previously, what audience have the event speakers we have in mind attracted? Considering the price of attendance, what groups will attend? If it’s too pricey, maybe students will not be keen to attend. Be prepared to give discounts and set up a promotion period. Also, consider the location and time of the event to estimate who can attend.

3. Choose the date well

Before choosing the day of celebration it is essential to check the calendar and verify that the date does not coincide with a holiday period or with other types of events that may detract from it: national and local holidays, major events of the sector and sports (football, formula 1 …)
Also, the day of the week must be taken into account. For example, Mondays are the worst day because they usually reserve to plan and organize the week. Wednesdays, Thursdays and, for certain events, Fridays are considered the best options.

4. Create the agenda

Once we have settled the concept and estimated the expected audience, start thinking about the event’s agenda. Do we want to have an all-day event; is it going to be a workshop, stretching across a few weeks? Who are the speakers we can invite? Depending on our answers, we can start looking for the right venue, partners and sponsors.

5. Determine the budget

When thinking about actions or activities for the event, the economic item that the company has established must be taken into account. It is important not to lose sight of the cost-benefit relationship since the events are organized with the intention of meeting certain objectives.

6. Find the right venue

The venue is extremely important. After defining the objectives, the public, the date and the budget, it is necessary to find the right space. This task can involve a lot of time and many visits to different locations until we find the right one.
To select the best space, we have to take into account: the type of event; the number of attendees; technical and audiovisual services; if they own kitchen or we need to hire a catering; location and access; if they offer to park; as well as the possibilities of prior assembly if required.

7. Plan ahead

Planning is essential to organize an event and to ensure its success. From the search engine for spaces for corporate events, we recommend preparing a retro-planning that details each task, those responsible for its execution and the deadline of each step.

It is also necessary to decide what tools and channels (e-mailing, databases of employees, customers, suppliers, social networks, website, media, newsletters, advertising, etc.) will be used to communicate the event. Experts recommend doing so in advance so that those interested can plan to attend.

8. Have an organizing team

Each team member must be informed of their roles and responsibilities and, in addition, know all the details of the event in order to have the ability to solve any unforeseen events that may arise.

9. Make a post-event analysis

When the event ends, it is advisable to devote some resources to thank and know the degree of satisfaction of the attendees. It is advisable to send a statement to the attendees by way of closing the event, thanking them for their assistance along with some conclusions and results. In addition, it is important to critically analyze the whole event. This report will help identify points that can be improved for future occasions.

How to Select the Best Sponsors for Your Event

Sponsors are an essential part of your event budget, but they can also serve as an attraction to motivate attendees. Choosing one sponsor or another can be a decisive factor for the participation of your audience in your event. In this article, we give you the keys to success when choosing the sponsors that call the attention of your attendees.

1. Identify your audience: To get sponsors that interest your audience, you need to know your attendees well, what their interests, behaviours and consumption habits are. To do this, you can use tools such as Google Analytics or Facebook, Twitter or any other social network. Analyzing the data that your event or company generates on social media will help you obtain relevant information about your target audience. For example, if most of your audience “likes” the Facebook page of a beverage brand, this company could be the right choice as a sponsor for your event.

2. Locate the niche of interest of your attendees:
Once you have identified and know your target audience, you must find categories of brands or companies that are in tune with the interests of your attendees. For example, if you have noticed that most of your attendees are interested in luxury travel, you could contact spas or resorts for sponsorship.

3. Convince your sponsor:
Once you have selected your objective sponsor, you need to convince him that your event has everything he needs for his brand. Always remember that sponsorship is a symbiotic relationship and that your event will offer in return a benefit as significant as your contribution. The key to convincing your sponsor is to discover how you can enhance the image of your brand and present how you will benefit your brand with your event. That way, you will create lasting and beneficial relationships for both parties. Trust your event and sell it properly to the right sponsors.

Ideas to Organize Events on the Beach

Who does not like having an event on the beach? This month is the perfect time to enjoy last summer days at the beachside either tasting a delicious cocktail with the sound of the waves in the background, meditating on the soft sand or listening to live music feeling the sea breeze on your hair.

At SmartWorks we have many ideas for events at the beach. Here are some:

Chill parties and cocktails

During these days when the full sun is still hitting hard, the best idea is to celebrate your event during the evening. A summer fruit tasting or a cold wine tasting mixed with the softness of the sand, is usually the perfect plan to spend the afternoon. You can also celebrate a white-party night including chill-out music, some candles, lanterns or even a camp fire. Settling a cocktail or a small catering by the sea or a live music concert will give the final touches to your event.

 

Teambuilding activities

Organizing a teambuilding on the beach is an ideal option to encourage fellowship in your company and create a great atmosphere. You can prepare games, sports competitions or even a contest of sandcastles! Your workers will love being out in the open in contact with nature. You can add up some snacks during the sunset and after the activity to enjoy the last moments of the day.

 

Group meditation

If you are searching for relax, peace and calm, you can organize a workshop or yoga, pilates, taichi or body balance classes directly on the beach. The environment will be perfect to connect body and soul and sure that a lot of people will sign up.

 

Are you thinking of celebrating a summer closing party or any other event on the beach? We can help you organize any successful event, just contact us!

Thinking about Teamwork? 10 Benefits of Team Building Activities

The team building concept represents a wide variety of participatory and structured activities, carried out to improve the performance of the work teams of an organization and the ability to work together effectively.

These activities can range from simple exercises that promote union and mutual knowledge to complex simulations of several days, where the team has to achieve some objective.

The place where they are performed is usually different from the place of work, in order to achieve a more relaxed atmosphere among the members.

This is usually done with a participative activity designed to meet your needs in a specific space and place, so it is usually celebrated as an event.

These events are usually carried in a different environment, to allow the worker to get rid of tensions and interact in a different and more enjoyable way with their work colleagues.

10 benefits of team building:

      • Improves the motivation of the team members.
      • Helps improving mutual trust.
      • Improves self knowledge.
      • Improves the work environment.
      • Helps detecting improvement opportunities
      • Promotes leadership.
      • Improves resilience
      • Promotes integration.

 

Either to improve existing problems, to increase the level of morality or simply to maintain it, it is an excellent instrument to enhance the personal and professional growth of employees, which translates into better results – economic and not economic – for the company.

Conference Planning Template For Organizing Events

Conference Planning Template

The conferences are usually huge events. To organize them successfully you must know how to transmit the correct message to the participants. Here we detail 5 steps to organize a perfect conference.

1. Be sure about the goal and the agenda of the event. First of all, you must have clearly defined goals that you intend to specify with the organization of the event. Knowing in advance what the objectives you want to accomplish, will help you to execute your actions in the right direction.

2. Detail your budget. In order to plan the conference well, you must know how much money you can spend and what you will spend. Make a list that details all the items to be taken into account in the budget and how much money they will cost. Find out the prices of several suppliers to choose the one that suits you best.

3. Choose a venue. When you go places, keep in mind the number of participants, the convenience of the location,and if it has parking available or access to public transport.

4. Select your suppliers. In addition to the catering for the coffee break, you should take into account the needs of sound,music, furniture and communication for the event.

5. Hire temporary personnel. Think about how many people you will need to work during the conference and contact them well in advance. Try to assign the tasks in a clear way so that everyone can perform their function as well as possible.

If all this seems too much to handle, contact us! We are experts at organizing events.

Organizing conferences and events requires significant resources, time, and coordination. Even with the perfect conference planning template, pulling off a successful event can require anywhere from several months to over a year of preparation. Beyond that, you also need to cultivate your convention planning skills. Otherwise, you run the risk of developing tunnel vision — emphasizing unnecessary aspects while leaving critical factors unattended. 

 

To ensure your conference goes off without a hitch, we’ve put together this conference plan template to help you learn how to plan a conference. It includes a checklist to help keep your thoughts and timelines in order. Conference event planning doesn’t have to consume all of your time, thanks to this conference planning guide.

What is Conference Planning

If you’re organizing an event designed to share ideas, debate views, present a vision or spread awareness about a subject, you’ll likely end up hosting a conference. While the concept of gathering a group of people to exchange information seems simple enough, there’s a significant amount of effort that goes into organizing the event. 

 

This is where conference planning comes into play. By successfully planning a conference, you can build up your company’s brand while creating a wider network, giving you and your business further opportunities to develop and grow.

Types of Conferences

First, you need to decide on the type of conference you’re planning. Conferences serve a variety of purposes and can vary in size, subject matter, and target demographic. However, if your event becomes too large, then you may be looking at planning a convention.

Sales Conference

Larger companies often hold annual, internal sales conferences to kickstart each season. Conference planning for internal sales events usually centers around staff training, new product launches, company performance reviews, and corporate goals. Through a sales conference, you can energize your team and inspire them to work more collaboratively. It’s a simple way to build passion within a team and spur them on to achieve greater results. 

Academic Conference

Academic conferences provide an excellent venue for receiving feedback on your latest academic works. While presenting findings in a public presentation can be intimidating, it’s a great way to receive both critique and compliments on your work. Conferences designed for your academic field can also catalyze networking with peers who may be working on their own related research. You may even have the opportunity to meet one of your academic heroes.

Business Conference

Business conferences act as a meeting ground for different industries to exchange ideas, synergize, and collaborate. Through a business conference, you can meet people in your company or industry, and go over new trends affecting the sector. 

How to Plan a Conference: A Step-by-Step Guide 

The art of conference planning is a careful balancing act. Executing the perfect event is a long and arduous process, requiring a strong eye for detail.

Step 1: Define the Goals of the Conference

Before you begin organizing your conference, you first need to decide on the event’s purpose and why people should attend. Once you establish the main idea behind the conference, you can begin answering other key questions, such as:

 

  • What’s the conference’s target attendee demographic?
  • When’s the best time to host the conference?
  • How many people will be invited to attend in-person? Will there be a means to participate online via a virtual event platform?
  • What’s the target revenue goal that the event needs to reach to be considered successful?
  • How much should entry cost?
  • Where should the conference be held?

Step 2: Creating a Budget

The success of a conference can hinge on its budget. Budgeting is usually the most daunting part of conference planning, but it creates the foundation for the remainder of your plan.

 

When creating a budget, make sure to include the following:

 

  • Items: When first organizing your budget, you want to ensure that you’re accounting for everything that incurs a cost. Having your list itemized from the beginning will make the task significantly easier. You should avoid grouping items together, such as food and alcohol, because you might need to start making cuts if you exceed your budget.  Large costs such as the venue, refreshments, and A/V equipment are easy to remember and track. However, it’s equally important to remember less tangible items such as marketing materials, travel expenses, and taxes, as they can quickly devour a budget.
  • Descriptions: Each item should be followed by a description explaining why the item is necessary. This is especially helpful if a supervisor needs to sign off on the budget allocation.
  • Quantity: Keeping track of the quantities you need is important. This can make adjusting for an unexpected increase or decrease in attendance a quick process. It can even help you determine the quantities needed for future conferences.
  • Estimated Costs: This section is designed to give you an approximation of the overall budget, indicating whether you’re above or below your limit. If you receive a price list from the vendor, keep in mind that it may not account for gratuities, service fees, or tax. To help decrease your estimated costs, you can contact vendors and suppliers to go over their pricing options. 
  • Real Costs: This is what each item for the event actually costs. It can help you build a better template for your next event. 
  • Budget Padding: Remember Cheop’s Law: “Nothing ever gets built on schedule or within budget.” In other words, you’ll want to allocate some extra funds for unplanned incidentals. 

Step 3: Select the Vendors and Venue

After you’ve created a budget, you’ll need to speak with vendors and venue owners to determine if they’re available and the right fit for your conference. While the list of options may seem long, you can quickly cut it down by skimming their reviews and evaluating their online presence. Once your list is manageable, you can start accepting quotes. When submitting a request for a quote, ensure you’ve included any special requirements your event may have, including:

 

  • Special Access Needs
  • Dietary Restrictions 
  • Number of Attendees

While your budget will dictate your buying power, don’t automatically go for the cheapest option.

Step 4: Find Speakers

The next step on your conference planning journey is finding interesting speakers to entertain attendees during the event. You’ll want to find speakers who have delivered speeches at similar conferences and contact them to see if they’re an appropriate fit for your event. You can begin by having them send proposals or abstracts about their presentations, allowing you to thin the herd. 

 

You can also ask your attendees who they’d like to see at the event. This helps you narrow down your choices and begin building a rapport with the attendees. After all, the conference is being designed with them in mind.  

Step 5: Find Sponsors

Conference planning depends on finding sponsors. As with every step of this process, you’ll want to find a sponsor that’s right for your conference. You can start the search by reviewing sponsors from similar events. If you see some companies that you feel could benefit from investing in your conference, reach out. Find out which company representative can decide to sponsor the event, and begin a dialogue around what your conference can do for their business. This will lead to creating a sponsorship package valuation. 

Step 6: Marketing

Once you’ve set the time, venue, vendors, speakers, and sponsors, you’re in the home stretch.  You’ll just need to create several marketing campaigns to get the word out. Start with email and social media campaigns, as well as a branded website with a clear call-to-action (CTA) on the landing page. These campaigns should continue until the day of the event. You’ll need to begin with a brand awareness marketing campaign, moving through the sales funnel until you reach event reminders.  If you’ve finished planning the conference planning with enough lead time, you could even offer early sign-ups to generate traction. 

Step 7: Debriefing

Once the dust has settled and your conference has concluded, don’t wait too long to request attendee surveys. Finding out which aspects attendees enjoyed or disliked can go a long way in helping you develop your next conference.

 

At the same time, you’ll want to begin compiling video snippets, keynotes speeches, and drafting supporting blog posts to keep your conference top-of-mind and boost its credibility for next year.

Why SmartWorks is the Premier Convention Planning Company

If you have the hefty task of bringing an event to life, you can relieve the pressure by working with a convention planning company, like SmartWorks. As the premier conference planning company, we excel at making your event a breeze from start to finish thanks to our high-end technology. 

 

With the help of SmartWorks, you don’t have to worry about the logistics of your event planning. Leave it to our extensive network of trusted vendors around Europe. SmartWorks has the expertise to take your conference to the next level. Contact us today and let our team of professionals save you time, energy, and money.