Considerations for a Growing Sports Event

You have started an event, which has become quite popular. In fact, your event is so successful that participants are registering earlier than ever before and the event is quickly filling up to its maximum capacity. Does this sound like an event you have created? As an event grows, there are additional considerations that must be entertained by an event director to ensure a safe and successful event.

1. Look to increase the amount and type of insurance coverage for your event. More people equates to more risk and more liability. It might be time to increase the amount of liability and sport accident coverage you have in place. Particularly if you have added new elements to the entertainment aspect of your event, check with your insurance broker to ensure that all aspects of your event will be covered sufficiently.
   
2. Ensure you have a thorough and organized system to collect signed participant waivers. If you have an online registration system, an online collection of waivers may be best. For all online waiver collection, be sure you keep data files of the exact waiver language that was agreed to for that year’s event and be able to access each individual’s online agreement to the waiver language. However, if you allow paper registration, create a system, which ensures that all athletes sign a waiver and that can easily be retrieved in the event of a lawsuit. Always check with an attorney regarding waiver language and procedures for collecting and storing athlete signatures to the waiver.
   
3. Plan for good weather. Good weather leads to an increased number of spectators at the event, a higher attendance of pre-registered competitors, and overall more traffic. Along with more people in good weather, you may need to more security to ensure a safe and fair event. Good weather could also contribute to an increased likelihood of dehydration of both spectators and participants. Thus be sure to have plenty of fluids and ice on hand and more medical professionals accessible for the increased number of attendees.
   
4. Plan for bad weather. Bad weather, such as rain or snow, could mean more injuries from falls on slippery road manholes or grates, blisters or sores from running in wet shoes, or cold muscles getting strained. An increased number of medical professionals should be available to tend to injuries associated with bad weather conditions. As an event director, you should also have an emergency plan in the event of lightning or other extreme weather, which may require an event delay or even evacuation of the premises. Be prepared to quickly communicate any changes in the event with personnel, athletes and spectators. With a larger event, a race director will have increased difficulty in quickly responding to bad weather.
   
5. Consider the logistics of medical personnel. With more people on the course and more spectators in attendance, there needs to be a solid plan of how to identify those who are in need of medical assistance. This may mean staffing more people in key locations. The staff should also have access to communication devices to quickly report medical issues. But beyond identifying a person’s need for medical treatment, the race director needs to also have a plan as to how medical personnel can navigate through crowds to quickly access those with medical needs.
   
6. Consider the logistics of support. More food, water and bathrooms are needed for any growing event. Also, extra staff, security and volunteers will need to be posted in key locations to ensure the event runs smoothly.
   
7. Consider the logistics of crowd control. Some events may be best suited for wave starts to space out the participants by skill level or by age. Wheelchair or other special needs competitors should also be separated from the able-bodied athletes. It is ideal for any event that does not take place in an athletic facility to have all roads and intersections closed to traffic and spectators. Mark or block potential hazards where people could trip or otherwise be injured that may not be obvious in a large crowd.
   
8. Consider the logistics of security. An emergency action plan should be created to prepare for incidents from terrorist attack, bomb threats, gangs or neighborhood violence. Larger events may draw violent attacks from groups desiring attention. As such, increased security should be included at a growing event and the security personnel should be part of any chain of communication. A plan should exist for how to quickly give security access in order to secure an area and manage any threats or acts of violence.
   

Despite the type of event, the above suggestions should be considered for any growing event. As an event director, plan for the increased likelihood of risk. The above-mentioned logistical planning will help ensure a safe and successful event.