As one of the world’s most-watched and attended events, sporting events have the power to bring communities together. They also generate a large amount of money for the local economy. While many people come together to enjoy their favorite sporting event, there is often plenty of work behind the scenes to ensure everything runs smoothly.
In many cases, a sports event planner leads a team of workers to make things happen. Some event planning companies, such as Andavo Meetings & Incentives, offer sports planning and coordinating services that plan every detail, giving your company more time to focus on other things. But what exactly does a sports event planning company do? Let’s take a look at some of the smaller details.
AMI is the Premiere Sports Event Planning Company
When you need an expert hand in planning your next sports event, let the Andavo Meetings & Incentives team help. We have helped many companies plan hundreds of successful events, such as incentive travel, corporate meetings, and business meetings.
With our knowledge and experience, we can create an event perfectly tailored to fit your needs, bringing your vision to life. Whether the nature of your sporting event is recreational, competitive, or fundraising, we’ll be here to help you knock it out of the park. Contact us to get started today!
Conceptualizing & Designing Your Sporting Event
Planning a successful event starts with having a successful vision. Sporting event companies meet with their clients to determine the overall vision for the event. What is the purpose of your event, and what are the objectives?
Once the event’s vision and goals have been determined, a sporting events company will help create a detailed plan that outlines logistics, activities, and timelines. As part of the conceptualizing process, we’ll design a thorough layout of all activities and their locations, including spectator areas, media zones, and athlete facilities.
Venue Selection & Management
Finding the perfect venue is one of the most critical elements of a successful event. Sports events can be tricky because certain events must be held in specific locations to succeed. For example, a golf course is the best place to hold a golfing fundraiser. Because each event has specific requirements, hiring an expert, such as Andavo Meetings & Incentives, will help you complete the event successfully.
Our planners will research and secure suitable venues for the event. Once you have decided on a location, we’ll negotiate contracts with all operators and venue owners while managing all aspects of venue setup, including equipment rentals, staging, and signage.
Logistics & Operations
In every event, many smaller details, which are essential to success, must be planned and executed. Overseeing logistics and operations is just part of what a sports event planning coordinator does. They will help you oversee and coordinate transportation and accommodation for all officials, athletes, and staff. Other operations, such as managing catering and hospitality services, are also critically important.
Ensuring compliance with relevant health and safety regulations is also essential. When tackling a sporting event of any size, these details can be easily overlooked or may get lost when planning other details. Instead of failing to prepare or simply overseeing these essential details, a sports event planning company will not only make sure you’re following necessary protocols and figuring out minor details, but they’ll stay on top of them to ensure success.
Marketing & Promotion
The key to an event’s success relies largely on thorough and targeted event marketing. Sometimes, those planning sports events lack the time, attention to detail, or marketing know-how to run a successful campaign.
Sports event planning companies tackle the task head-on by creating marketing and social media campaigns to help promote the event. A sports event planner will handle media relations and press conferences while coordinating ticket sales and distribution through the days leading up to the event.
Financial, Stakeholder, and Risk Management
A sports event management company will tackle many aspects of management, including budget management. We understand the importance of securing sponsorships and partnerships to offset costs and enhance the event’s profile. Our team will actively seek potential sponsors and partners, negotiate agreements, and ensure their branding and visibility at the event.
We will also track expenses and revenue and prepare financial reports and analyses to inform you about the event’s economic performance. Because communication before and during the event is crucial, we will communicate with all attendees, including athletes, coaches, officials, sponsors, vendors, and more.
What is another reason why you should hire a sports event planner? They’ll handle risk management before and during the event by identifying potential risks, developing contingency plans to mitigate them, and securing appropriate insurance coverage.
Post Event Evaluation
After your sporting event is over, the planner will conduct a post-event evaluation. This is a thorough analysis of the event’s objects, execution, and outcomes after the event is over. The company will ask, “Was the event executed successfully?” and “Was it executed well?”
An event planning company will also be able to provide you with logistics about who attended the event and give feedback about what needs improvement for the next event. This commitment to continuous improvement ensures that future events will be even more successful.
