oo GERM ee Keer nis \ \ \ \ \ » Functions of Sports Event Management » Various Committees and their Responsibilities (Pre, During and Post) / » Tournaments- Knock-Out, League or Round Robin and Combination / » Procedure to Draw Fixtures~ Knock-Out (Bye and Seeding) and League (Staircase and Cyclic) SPORTS EVENT MANAGEMENT “Management is the art of getting things done through people in formally organised groups.” According to Frederick Winslow Taylor, “Management is the art of knowing what you want to do and then seeing that you do it in the best and the cheapest way.” Sports event management is the field that focuses on organising and conducting sports event or tournament. The different functions of sports event management are planning, organising, staffing, directing and controlling. - FUNCTIONS OF SPORTS EVENT MANAGEMENT (Planning, Organising, Staffing, Directing and Conrolling) The functions of sports event management are as follows: Meaning and Objectives of Planning >lanning is the most basic management function since it involves deciding the ‘uture course of action. It is the process which involves thinking before doing ind making plans for the organisation. It involves five Ws. Let us find out what tre they. The five Ws of Planning are: (i) What is to be done? (ii) Why is it to be done?Aw (iii) Where is it to be done? (iv) When is it to be done? (v) Who is going to do it? This means, before any sports-related event the organiser should plan: (i) What is the objective of sports-event? (ii) Why is the sports-event important? (iii) Where/At which place it should be organised? (iv) What will be the duration of sports-event? (v) Who will participate in the sports-event? Planning Clanning means preparing for action or getting ready to perform a task. It is the first requirement for good administration and efficient working of programme and activities of different games and sports})Therefore, planning must be done before conducting any activity. It is also important because we have to think about the time available, equipment, facilities and the manpower required to put the plan into effect. Thus, aspect of planning in sports is necessary for implementing the programme of games, sports and physical education ( Definitions of Planning | “A plan is a trap laid to capture the future” —Allen | “Planning is the thinking process, the organised foresight, the vision based on fact and | experience that is required for intelligent action” — Alford and Beatt | “Planning is deciding in advance what is to be done” — Theo Haimann | “Planning means the determination. of what is to be done, how and where it is to be done, who is to do it and how results are to be evaluate —James Lundy Qbjectives of Planning Direction for Action (or Specific Objectives):(Planning provides direction } ek 7 to the activities of sports organisations by clarifying the objectives and targets. If the objectives are clearly laid down, all the activities will be specifically directed towards achieving them.)Thus, planning provides clear cut direction to all sports organisations and individuals working for the implementation of programme. 2, Reduction of Uncertainty: (Pl future events. This helps to re may be noted that uncertainties may anning involves forecasting or anticipation of duce uncertainties in targets to be achieved)It be caused by changes in weather or anyDefinitions of Organising “Organising is the establishing of effective authority relationships among selected work, | Persons, and work places in order for the group to work together efficiently’ — George Terry The following things need to be considered before organising any sports event: * Venue to be fixed (or arranged) * Logistics to be arranged * Catering arrangements to be made * Technical officials to be hired * Entertainment for teams to be arranged * Transport facilities to be made * Timely advertisement to be made * Timely registration of team to be made * Sponsors, if any, to be arranged * Volunteer staff to be arranged * Budget to be established Duties are assigned by the organising committee to the concerned authorities . in order to get the work done. Staffing Staffing means the required manpower at every post to complete the task on tite. The staff is taken from school and sports organisations. Sports organisations like sports federation and association provide skilled staff as per the need of the Sporls ‘activities. For example, umpiring, refereeship, etc. Right person is employed for the right job. Even volunteérs are deployed on duty to attain the objectives of the tournament. Definition of Staffing ] “Staffing can be defined as fillin structure g and keeping filled positions in the organisation | — Koontz and ey Directing Directing is describing the duties to the concerned staff under various committees. The recruited staff is trained to use the available material or resources effectively and efficiently. The staff members need to be trained to tackle all types of adverse situations in day-to-day life, They should know what is to be done in difficultother conditions. Hence, sufficient provisions need to be made in the plans to reduce these uncertainties. . Reduction of Overlapping and Wasteful Activities: Effective planning lays down various courses of action which are useful for the accomplishment of objectives. The chances of wasteful and overlapping activities are hence, reduced to a great extent. ' 4 Promotes Innovation and Creativity: (The sports officials, coaches and physical education teachers develop many new ideas while planning. Thus, planning promotes creative thinking and innovation.) . Facilitates Decision-making: Planning is an intellectual activity. Preparation of a plan involves collection of data, identification of alternatives and selection ( of the best alternative. Thus, decision-making is inherent in planning and therefore, effective planning can also help in taking decisions and accomplishing | the sports activities as planned. Establishing Standards for Controlling: Controlling is an essential part of planning that involves restricting deviations from the plans or standards. It ensures that an event is carried out in the right direction, as per the specified plan. It is through planning that sports coaches and officials establish standards of performance. These serve as benchmarks for appraisal of the actual performance. If the actual performance is not as per plans, corrective | action should be taken. This is how planning helps in effective controlling. Planning facilitates control and corrective actions that lead to the modification | of plans. 7% Achieves Coordination( Planning revolves around organisational objectives. All the activities are planned in accordance with the objectives’)There is an integrated effort throughout the programme that avoids duplication of efforts. Thus, due to better coordination, all the departments cooperate with each other for the accomplishment of the objectives. 8. Economy in Operations: Efficient planning secures economy. Proper allocation , of resources to various operations helps in their optimum utilisation. This leads to economy in operation. Planning also avoids wastage of resources | by eliminating unnecessary activities. 2 a ~ Organising | Before organising any sports event, an organising committee is formed which map out everything (manpower as well as material or resources) required to organise a sports event in the best possible way. Management of Sporting Events . a$e situations. For achieving this, director should arrange a workshop to direct work force to manage sports event without any difficulty before any sports event. He can also showcase his work force before any sports event. The director appointed for this post should be an experienced or expert person in field of sports. Definition of Directing “Directing is a complex function that includes all those activities which are designed to | encourage subordinate to work effectively and efficiently in both the short and long run” | — Koontz and O’Donnel Controlling Controlling is the basic need in any sports tournament. It is done before and during any tournament. Controlling improves quality and effectiveness of the tournament. Coordination among various committees indicates effective controlling. All the members of different committees should be efficient enough to perform their duties with responsibility. Immediate requirement, if any, during the tournament can be fulfilled by effective controlling. Definition of Controlling | “Control consists in verifying whether everything occurs in conformity with the plans | adopted, the instructions issued and the principles established. Its objective is to point | out weaknesses and errors in order to rectify them and prevent reccurence. It operates ‘on everything. — Henry Fayol ) Staff is directed or supervised from time to time by the head of each committee. Controlling is an essential part of sports event management that involves restricting deviations from the plans or standards. Il. VARIOUS COMMITTEES AND THEIR RESPONSIBILITIES Sports is a vast field and sports events are organised on different levels. Some events are organised at school and college levels, some at district or state levels while some at national or international levels. Such events require careful planning and organisation in order to be successful. For good organisation, many people must work together to achieve the desired objectives. Such an arrangement requires the formation of committees for the execution of different tasks associated with the event. Moreover, such an organisation requires an arrangement of individuals in such a manner that every member is able to contribute towards the successfulcompletion of the event. Different types of committees may be required for the es culmination of an event, depending upon the type or level of the event, available manpower and financial resources at hand. Generally, a sports event ‘i eget # sports event requires diferent types of committees at various Pre-tournament committees These committees are responsible for organising the tournament, A proper plan is formulated and work is done accordingly. They must ensure that all aspects of conducting a tournament are fulfilled. The various pre-tournament committees are: 1, Organising commit ¢ is headed by the Chairman who is designated as the overall incharge of conducting the event. The Chairman and heads of various other committees are the members of this committee. All aspects of the sporting event to be conducted are administered through ttee: This committee is responsible for all financial receipts and expenditures incurred. The budget plan should be approved by the organising committee. The finance committee works under the directions of the organising committee. ry committee: This committee is responsible for the publicity regarding the dates, venue and the participation of prominent players in fa sporting event. It may do so through the media and by printing and distributing posters. It serves as a-link between the organising committee and the media. 1 committee: This committee is responsible for ensuring that all the equipment, grounds or courts are as per the technical specifications. ‘They also ensure that the weather conditions and visibility should be good for organising an event. Purchase committee: The duty of purchase committee is to purchase the equipment and other items required in connection with the sporting event. Committees during the tournament These committees are active during the tournament. They are responsible for ‘managing the requirements of the athletes, transportation, organising ceremonies, awards, etc. The various committees are: 1. Reception committee: In case of sporting events in which outstation teams are participating, the task of receiving the team, lodging them at appropriate