"Organising a sports event is all just jerseys and trophies? Think again."
Behind every successful match, marathon, or inter-college tournament is strategy, budgeting, and coordination. And, yes, a great deal of last-minute problem-solving. Whether you’re a student who is responding to an inaugural sports fest on campus or are a student with aspirations of becoming a professional event organiser, this guide will take you through the entire process of planning a
Great events are built on a clear purpose. Consider:
• Are you promoting fitness for the students?
• Raising money for a cause?
• Strengthening the college community?
Your purpose influences all aspects of the event - what type of event (cricket league, athletics, e-sports), where you invest your resources, and so forth. GIEM will provide you with suggestions on how to create a SMART (Specific, Measurable, Achievable, Relevant, and Time-bound).
Money is a significant variable in sports event management. It is best to create a granular spreadsheet that includes:
• venue rental,
• equipment and uniforms,
• prizes and trophies,
• permits, refreshments, security, and media expenses.
Pro Tip: You should always plan to have a 10%–15% emergency fund deductible. Costs can sneak up quickly (extra chairs, overtime staff, repairs to lights, etc.).
GIEM's event management professors teach their students how to use Google Sheets, Zoho Expense, etc., for dynamic budgeting and transparency.
An event is only as good as the people behind it. Assign clear roles:
• Event Head: Oversees everything.
• Logistics Team: Equipment, setup, maintenance.
• Marketing Team: Posters, social media, promotions.
• Finance Team: Budget tracking, payments.
• Hospitality Team: Guest coordination & refreshments
Team synergy is essential. Conduct weekly check-ins and assign substitutes for any missing contributors.
The location sets the stage. Consider the following:
• Space and accessibility for viewers and players.
• The climate and the parking spaces available.
• Permissions from local authorities or campus officials.
Evaluate lighting, restrooms, and medical stations. Finally, a visually appealing location will assist in taking event photos and give.
An event simply cannot be successful without the partnership with vendors and sponsors. You should pitch your event to vendors and/or sponsors - local gyms, sports brands, or beverage companies, for example.
• Logo placement on banners or T-shirts.
• Mentions on stage during awards or opening/closing ceremonies.
• Social media shout-out
In part from your professional responsibility in helping the event succeed, you are also cultivating and practising professional networking skills - an essential skill for any event manager.
Another area of planning differential is the logistics of any event.
• Plan for a master timeline - everything from when teams will practice, when awards and accolades will happen.
• Plan for testing the equipment, scoreboards, signage and sound equipment.
• Plan for any security personnel and first aid.
Training in real-life event planning with GIEM stresses risk assessment and contingency planning skills, even more important should there be a weather delay or any incident/security issue.
No participants or spectators means no event!
• Use tools like Google Forms or Eventbrite for registrations.
• Promote your event on social media platforms like Instagram, WhatsApp groups, and campus information boards.
• Emphasise prizes, special guests, or the possibility of being filmed on IG live!
Tip: Short reels sharing "behind-the-scenes" of your event receive 3x the engagement than a regular poster!
Finally, the day is here, along with chaos!
-Prepare checklist items for attendees, such as confirming your teams, sound system, lighting, and scoreboard, before the big day.
-Always carry a communication walkie-talkie ready to go.
-Consider assigning a 'runner' of students who can run updates between areas of the event.
And of course, as a reminder, anything goes at the event.
The final whistle doesn’t signal the end of your duties.
- Collect the feedback of participants in Google Forms.
- Explore your budget vs. your actual spending.
- Put together a highlight reel for social media, which creates “legacy” for future sponsors.
GIEM embraces reflection as part of the learning experience – learning from reviewing what went well (or not) allows students to
1. Ignoring permits or event insurance.
2. Miscommunication between departments.
3. Overlooking audience engagement.
4. Failing to test technical equipment.
5. Not planning for bad weather.
Avoiding these ensures smoother events and better professional credibility.
At GIEM Bhubaneswar, sports event management is not just a topic of study; it's an experiential learning environment. Students:
• Plan simulated sports events on campus.
• Interact with real sponsors and vendors.
• Engage in budgeting, marketing, and logistics under the guidance of industry experts.
By merging creativity and business practice, GIEM equips students with the skills to manage events live, whether between college teams.
Planning for a sporting event is more than just organising games; it’s about creating lasting experiences that excite, connect, and motivate people to act. At GIEM Bhubaneswar, we believe every event is a story involving teamwork, creativity, and precision.
For students and aspiring event organisers, the art of planning a sporting event is not only a lesson for the classroom; it is an opportunity to learn how to lead, coordinate, and plan for a sporting event in the real world.
If you are serious about creating a meaningful and rewarding career in sports, then GIEM at Bhubaneswar gives you the opportunity to seize it. You will gain experience planning, managing, and executing sporting events and realise their impact on those involved and on your career as well through student projects, expert mentorship, and real experience with events.