1. Planning & Managing An Event
Presenter :-
Mrs. Bakhtawar Saini
Senior Advisor, Special Olympics Bharat
February, 2018

4. Planning Meeting Discussing aims and objectives of the event
Brain Storming
Strong collaborative team formation
Responsibility allocation based on the person’s past & current professional knowledge and experience
Aim to provide a high quality competition experience for all participating athletes, to provide a positive experience for families and other supporters and to create an “Olympic” type atmosphere around the event
Making time bound review deadlines
Appointing a controller to oversee with an assistant to reach out to him for decision making/or overcoming any operational hurdles
Make WhatsApp group

6. Planning Competitive Competition Date / Facilities
Organising Committee
Invitations
Entry Forms / Registration / Timetable
Volunteers
Games Director
Secretary
Treasurer
How Many Athletes & Sports Can Be Managed
Facility Availability And Limitations

8. Logistics Important ingredient of a great planning
Getting official clearances if dealing with Govt. officials
Booking venue (event/accommodation)
Organizing transport for mobility
Food and drink requirement
Medical team to be organized

9. Logistics
Safety and first-aid including lady coach for lady/girl athletes/sanitary arrangements
Crowd management
Plan B emergency incase of an existing collapse of the scenario
Setting up & clearing team
Volunteer care & management

10. Promotion and Spreading Awareness
Publicity
Appoint a marketing in charge
Donors/sponsors in cash and kind
Creating awareness via media/social blogs/websites
Photography

11. Promotion and Spreading Awareness
Printing brochures / flyers & word to mouth publicity
Making gifts/souvenir depicting the event to give away to important delegates
Press release pre/post event with pictures & videos to be ready
Media Coverage
Public participation as volunteers and spectators

12. Corporate Social Responsibility
November
2017
January
2018

13. Budget and Financials
Every event needs to have a pre-set budget duly approved by and set aside by the core team at the beginning of each financial year
Accounts in charge needs to be in sync with marketing team/planning team to advise if expenses are kept well within the targeted budget
Settling of accounts post/pre event is very crucial & a key success to any event
Financial Resources
Timely procurement and funding by sponsors

14. Types of Event Fun/recreational Event School Sports Day
Local Competition
District Games
State Games
National Games
World Games
Invitational Events
Non Sports Events like the Law Enforcement Torch Run as a fund raiser

15. 1st-4th Dec 2017 Ananthapur (Andhra Pradesh)
Torch Run
1st-4th Dec 2017 Ananthapur (Andhra Pradesh)
18th -22nd Jan 2018 Kolkata

16. Execution of the Actual Event
Following rules & regulations & compliance
Banners setting
Structure setting
Mike & PA & audio visual setting
Field mapping
Referee appointing
Mark score tallying
Compiling results
Norms of conducting a sport event
Chief Guest arrival
Welcome team
Compere of the show
Timing for the National Anthem
Standees
Backdrops
Speeches
Prizes to be organized
Medal Distribution
Certificates

17. Execution of the Actual Event
Media & Thanks giving speeches
Ceremonies - Opening/Award/Closing
Flow of the program
Trained officials enforcing the official sports rules
“Olympic” type atmosphere for Opening and Closing Ceremonies
Award Ceremony decorum to be followed
Recognition for all athletes
Celebrities and honoured guest involvement

19. Opening Ceremony Welcome to athletes, coaches, guests
March past of athletes
Torch Entry
Lighting the Olympic flame
Oath
Declaring the event open
Entertainment
The oath is a must for all events
Involve the athlete as much as possible

20. Award Ceremony
Aim – to make the athletes feel important for their contribution towards victory, highlight their achievements by giving them awards
They have to be “Ceremonial”
There are a lot of awards presentations
Plan flow
Podium
Certificates
Medal tallies
Distribution of awards
List of Dignitaries

21. Closing Ceremony March Past of teams Lowering of flags
Extinguishing of the flame
Event declared closed

22. Post-Event Media reports to be released Medal tally count
Thank-you notes
De-brief
Settling of all accounts
Final Report submission

23. Sample of an Admin Order of an Event

24. Sample of timed flow of the Event

25. Poor Planning / No Plan B in place leads to DISASTER

26. Recap of Planning & Managing an Event
Meeting
Logistics to be organized
Promotions & spreading awareness
Budget & raising funds
Execution of the event
Post-event concluding flow

27. Any