Guide for Hosting Club Sport Events

To Do List For Hosting Club Sport Events

2+ months:

• Brainstorm event themes and goals (fundraiser vs. clinic vs. benefit)
• Create balance sheet (projected expenses vs. projected revenue)
• Set dates for event (first, second, third choice)
• Submit Event Request to Club Sport Coordinator to reserve facility (Shellenberger field/practice fields/Turner Gym/Wake Field House)
• Reserve facility off-campus as backup if necessary
• Advertise event
• Contact local hotels and negotiate room rates for teams (if necessary)
• Gather/release all available information to teams

7 weeks:

• Maintain contact with the teams and let them know where to send the checks (Lynchburg College Intramural Department attn: Steve Bradney)
• Provide information on event to Coordinator for publication on team website

4-6 weeks:

• Assign tasks to all club members involved
• Maintain communication with Coordinator.
• Be sure visiting teams submit their entry/official fees, thus securing their spot
• Post participating teams on website or list in advertising
• Create visiting team e-mail list.
• Post a schedule as soon as possible

3 weeks:

• Begin to gather necessary supplies for the event. For example: Air horn, trash bags, tables, chairs, tent, stopwatch, water coolers, ice chests (AT Staff), markers, pens, schedules, T-shirts, trophies, tools, poster board, scoreboard, etc.
• Verify schedule to Coordinator with start and end times
• Create pools, tournament or game schedule and send out to teams

2 weeks:

• Double-check all equipment and supply needs
• Schedule field painting, lights (if necessary) and key check-out with Coordinator

1 week:

• Line fields (if necessary)
• Contact teams regarding any last-minute questions
• Gather all equipment for day-of setup
• Check playing surface and make arrangements for repairs if needed

Day before:

• Check out key(s) as needed
• Check playing surface
• Move all equipment and supplies to fields

Day of:

Before the Games

• Field set-up, including cones, tables, chairs, etc.
• Fill coolers with water and ice bags
• Secure first aid kit
• Hold captains meeting and ensure all teams have signed waiver
• Treat first aid as needed and complete accident report
• Place trash cans around the fields; check and empty them often

After the Games

• Clean fields of debris including tape, food and other trash
• Put away all field makers (cones, flags), tables, chairs
• Empty and wipe down coolers and return to AT room
• Return any keys to Coordinator
• Return any other equipment to sheds and report anything unusual to Coordinator
• Make list of things that went well and things that you can improve upon for next time

Day After:

• Return keys if not already done so
• Submit forms (accident reports, etc.)
• Schedule meeting with Coordinator to evaluate event
• Send e-mail thanking visiting teams and requesting comments and feedback