Sports Event Planning Template
Complete Planning Guide for Tournaments, Camps, and Special Events
Event Overview
Event Name: _______________________________
Event Type: ☐ Tournament ☐ Camp ☐ Clinic ☐ Fundraiser ☐ Social Event ☐ Other: _______
Event Date(s): _______________________________
Event Location: _______________________________
Expected Attendance: _______________________________
Budget: $_______________________________
Event Coordinator: _______________________________
6 Months Before Event
Initial Planning
- Form planning committee
- Define event goals and objectives
- Set event date and backup date
- Secure venue/facility
- Create preliminary budget
- Identify potential sponsors
- Create event timeline
- Assign roles and responsibilities
Venue and Logistics
- Reserve primary venue
- Reserve backup venue (if applicable)
- Confirm venue capacity
- Review venue amenities (restrooms, parking, concessions)
- Check ADA accessibility
- Verify insurance requirements
- Review cancellation policy
- Schedule site visit
4-5 Months Before Event
Registration and Marketing
- Create registration system
- Set registration fees and deadlines
- Design marketing materials
- Create event website/landing page
- Launch social media campaign
- Send save-the-date emails
- Distribute flyers and posters
- Contact local media
Sponsorship and Fundraising
- Create sponsorship packages
- Identify potential sponsors
- Send sponsorship proposals
- Follow up with prospects
- Secure title sponsor
- Confirm sponsor benefits
- Create sponsor recognition plan
Staffing
- Determine staffing needs
- Recruit volunteers
- Hire officials/referees
- Hire security (if needed)
- Hire medical staff
- Schedule staff training
- Create volunteer schedule
2-3 Months Before Event
Operations Planning
- Finalize event schedule
- Create detailed run-of-show
- Order equipment and supplies
- Arrange for rental equipment
- Plan food and beverage service
- Arrange for first aid station
- Create emergency action plan
- Obtain necessary permits
Communication
- Send registration reminders
- Update social media regularly
- Send sponsor updates
- Create participant information packet
- Prepare volunteer instructions
- Create signage and banners
- Prepare announcements
Financial
- Track registration revenue
- Process sponsor payments
- Pay venue deposit
- Order supplies within budget
- Track all expenses
- Prepare financial reports
1 Month Before Event
Final Preparations
- Confirm all vendor contracts
- Finalize participant list
- Create brackets/schedules (if tournament)
- Confirm volunteer assignments
- Confirm official/referee assignments
- Order awards and prizes
- Prepare participant packets
- Conduct site inspection
Communication
- Send detailed information to participants
- Send volunteer instructions and schedule
- Send official/referee assignments
- Confirm with all vendors
- Send sponsor reminders
- Post final details on social media
- Send media advisory
Safety and Risk Management
- Review emergency action plan
- Confirm medical staff availability
- Check first aid supplies
- Verify AED availability
- Review weather contingency plan
- Confirm insurance coverage
- Prepare incident report forms
1 Week Before Event
Final Checks
- Confirm final participant count
- Confirm all volunteer assignments
- Confirm official/referee assignments
- Confirm vendor deliveries
- Confirm food and beverage orders
- Check weather forecast
- Prepare cash box and change
- Print all necessary materials
Communication
- Send final reminders to participants
- Send final instructions to volunteers
- Send final details to officials
- Confirm with all vendors
- Send sponsor thank you
- Post event day details on social media
- Send media reminder
Setup Planning
- Create setup checklist
- Assign setup tasks
- Schedule setup time
- Arrange for equipment delivery
- Plan signage placement
- Organize registration area
- Plan parking and traffic flow
Day Before Event
Final Preparations
- Conduct final site inspection
- Set up registration area
- Post directional signage
- Deliver equipment and supplies
- Test all technology (sound, scoreboard, etc.)
- Prepare participant packets
- Organize volunteer check-in
- Review run-of-show with team
Communication
- Send day-of reminders to participants
- Send volunteer arrival times
- Confirm official/referee arrival times
- Confirm vendor arrival times
- Post "See you tomorrow" on social media
- Prepare for weather changes if needed
Event Day
Morning Setup (2-3 hours before)
- Arrive early for setup
- Set up registration tables
- Set up fields/courts
- Post all signage
- Set up concessions
- Set up first aid station
- Test all equipment
- Conduct safety walk-through
- Brief volunteers and staff
- Prepare for participant arrival
Registration
- Open registration on time
- Check in participants
- Distribute participant packets
- Collect waivers and forms
- Answer questions
- Direct participants to appropriate areas
- Track attendance
During Event
- Monitor event schedule
- Manage volunteers and staff
- Communicate with officials
- Handle issues as they arise
- Update scores/brackets (if tournament)
- Manage concessions
- Monitor safety
- Take photos and videos
- Engage with sponsors
- Post social media updates
Awards/Closing
- Conduct awards ceremony
- Thank sponsors publicly
- Thank volunteers and officials
- Distribute awards and prizes
- Take group photos
- Collect feedback forms
- Announce next event
Breakdown
- Supervise breakdown
- Pack up equipment
- Remove all signage
- Clean up venue
- Return rental equipment
- Secure cash and valuables
- Conduct final walk-through
- Thank volunteers
Post-Event (Within 1 Week)
Follow-Up
- Send thank you emails to participants
- Send thank you emails to volunteers
- Send thank you emails to sponsors
- Send thank you emails to officials
- Post event photos on social media
- Send event recap email
- Process any refunds
- Pay outstanding invoices
Evaluation
- Collect feedback from participants
- Collect feedback from volunteers
- Collect feedback from staff
- Review financial results
- Calculate ROI
- Document lessons learned
- Identify areas for improvement
Reporting
- Create final financial report
- Create attendance report
- Create sponsor fulfillment report
- Document event outcomes
- Share results with stakeholders
- Archive all event materials
Budget Template
Revenue
| Item | Projected | Actual |
|------|-----------|--------|
| Registration Fees | $_______ | $_______ |
| Sponsorships | $_______ | $_______ |
| Concessions | $_______ | $_______ |
| Merchandise | $_______ | $_______ |
| Other | $_______ | $_______ |
| Total Revenue | $_______ | $_______ |
Expenses
| Item | Projected | Actual |
|------|-----------|--------|
| Venue Rental | $_______ | $_______ |
| Officials/Referees | $_______ | $_______ |
| Equipment Rental | $_______ | $_______ |
| Supplies | $_______ | $_______ |
| Awards/Prizes | $_______ | $_______ |
| Marketing | $_______ | $_______ |
| Food/Beverage | $_______ | $_______ |
| Insurance | $_______ | $_______ |
| Permits | $_______ | $_______ |
| Other | $_______ | $_______ |
| Total Expenses | $_______ | $_______ |
Net Profit/Loss
| | Projected | Actual |
|------|-----------|--------|
| Net | $_______ | $_______ |
Contact List Template
| Role | Name | Phone | Email |
|------|------|-------|-------|
| Event Coordinator | | | |
| Venue Contact | | | |
| Volunteer Coordinator | | | |
| Referee Coordinator | | | |
| Medical Staff | | | |
| Security | | | |
| Concessions | | | |
| Title Sponsor | | | |
| Emergency Contact | | | |
Equipment Checklist
Registration Area
- Tables and chairs
- Tablecloths
- Registration forms
- Waivers
- Name tags
- Pens and clipboards
- Cash box and change
- Credit card reader
- Participant packets
Field/Court Setup
- Goals/nets
- Balls/equipment
- Cones and markers
- Scoreboards
- Timing equipment
- Whistles
- Field lining equipment
- Benches
First Aid Station
- First aid kits
- AED
- Ice/ice packs
- Water
- Cots or chairs
- Incident report forms
- Emergency contact list
General
- Signage (directional, parking, etc.)
- Banners
- Tents/canopies
- Tables and chairs
- Trash cans and bags
- Hand sanitizer
- Sunscreen
- Coolers and ice
- Extension cords
- Duct tape
- Zip ties
Emergency Contacts
911 - Fire, Police, Ambulance
Venue Contact: _______________________________
Event Coordinator: _______________________________
Medical Staff: _______________________________
Facility Manager: _______________________________
Security: _______________________________
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