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 all information available and release it to teams
7 weeks:
- Stay in 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 Club Sport Coordinator to be published on team website
4-6 weeks:
- Assign tasks to all club members involved
- Maintain communication with Club Sport Coordinator.
- Be sure to have visiting teams send in their entry/official fees, thus securing their spot
- Post the teams that are coming 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 Club Sport Coordinator with start and end times
- Draw up 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 Club Sport Coordinator
1 week:
- Line fields (if necessary)
- Talk to teams, see if they have 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 make sure all teams have signed waiver
- Treat first aid as needed and make sure to fill out accident report
- Place trash cans around the fields and remember to check and empty 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 Club Sport 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 asking for comments and feedback