As a soccer coach, I’m used to planning out how I would like things to go for my teams. In fact, the featured image for this article is my current planner alongside some tactical training cards that I’ve used to break down different drills to be used in upcoming training sessions. Yes, before you point it out, I recognize that while the color coordination is nice, it’s a little OCD like too. For me, I know that maintaining a good plan on my end will allow me to best possible coach for my players so I’m going to go ahead and keep using those nice Sharpie markers.
When you’re a coach, the results of the game are often determine long before you actually get to the field. A majority of the work is done beforehand on the training grounds. The better my training sessions are planned, the better prepared we are for the games, which, hopefully, leads to better results in the match. Much like coaching a soccer team, an effective event coordinator can “coach” their event to success by properly planning the event long before it actually occurs. One great planning method that can be utilized for you next event is discussed in the HumberEDU video below. In this video, they brake down three different organizational tools that can help create an effective plan for your next event.
These three tools, as discussed in the video, can be used in conjunction with other organizational techniques to help you create the best version of your next event. There are a multitude of ways to organize the planning phases of your event, but, for the purposes of this blog post, we’ll be focusing on the ones laid out in the video. Some additional organization methods and tips can be found at the bottom of this blog post.
1. Critical Path
To fully take advantage of this tool, you need to look at the big picture. To continue with the coaching metaphor, this is the equivalent to creating a practice plan for the season. Make sure you lay out the key dates, the major deadlines, and the types of information that you want to breakdown after the event as well. Since this planning method takes place over the longest amount of time, events can be discussed in terms of weeks or days.
2. Run of Play
When you get close to the event, the Run of Play comes into play. Instead of large amounts of time, you’re looking at the hours that directly surround and include your actual event. For a coach, this would include the day before the game, the day of the game, and any recovery needed for the day after the game. This plan should be laid out on more of an hourly basis and fully encompass any major happenings that will take place leading up to your event as well.
3. Event Script
Now it’s time to play the game. As a coach, once the game kicks off, it’s up to my players to execute the game plan. My job is mostly done, especially with a sport like soccer, where the 22 players on the field are making countless decisions every minute that change the game. When you’re an event planner, you have much more control over what’s to come and your event script should give you a detailed minute by minute idea of what you want to accomplish.
By using these three planning techniques, you can ensure that you’re ready to go on the big day. Proper organization is the key to any successful event and taking the time to create comprehensive plans at a weekly, hourly, and even minute to minute level give you the best chance of coaching your team to victory or leading your event to long-lasting success.
- 6 Secrets to Planning a Successful Sporting Event – Six steps to make sure you include in your planning process, pretty general information, but a good place to start if you’re new to event planning
- Sport event management/Event planning checklist – This WikiVersity page has a whole check list for you to work through for each of their four stages of planning (Planning Stage, Marketing, The Event Day and Event Environment, Post -Event Action)
- Sports Event Planning Resources – The resource center for SportsEventPlanning.com has links to multiple PDFs that you can download to use while planning your next event