How to run an event

The resources you will need depend on the event’s size and your expected attendance, but here’s a quick guide to the key things you need to consider

Personnel:

Identify the jobs you need doing, select the most appropriate people for each one and then make sure everyone knows what they are doing in the build-up, on the day and after the event. Some of the key roles are:

Event Director
Announcer
Site Officials
Attendants
Referees

Venue:

Think about how many people are likely to attend the event, how they will be arriving and what facilities they will need and then select a suitable venue. You may need to think about:

Booking required fields, changing/toilet/shower facilities
Bar and catering facilities (in-house or contracted out)
PA systems, marquees, etc

Other:

Medical cover, e.g. first-aid facilities
Insurance (Event, Public Liability, etc)

Marketing:

Getting the information out in good time is essential to ensure people have enough time to commit to the event. For some ideas on how to promote your event and to download promotional material that you can use online and in the real world visit the promoting your touch event pages.

Registrations:

Ahead of any touch tournament you’ll want to get your teams registered and their entry fees paid as quickly as possible:

Co-ordinate registrations and collect payment/entry forms
Send your event details out as early as possible to ensure participants know the format for the day

Pre-Event:

If possible set up the event the day before it is due to take place
Take the event into account when you’re planning your fixture list and allocation of staff
Double-check that everything is in place and is functioning correctly, particularly any electrical equipment

On the day:

Re-check all your equipment
Gather staff and brief them on the day
Welcome people and handout any information they will need during the day
Conduct a team/player brief
Start the event on time and keep to the planned sequence of events
Remain flexible and look ahead on the schedule to keep things running smoothly
Breakdown the event, clear and tidy the venue, and return any equipment

Post-Event

Carry out a de-brief with relevant staff
Assess the day, looking at what aspects of the event went well and what areas could be improved on next time
Ensure any follow-up information is implemented.