Factors To Consider When Planning an Outdoor Sporting Event

Organizing an outdoor sporting event can be complicated and labor intensive. You must find the right venue, ensure you follow health and safety protocols, and make sure all participants have access to necessary equipment and facilities. With so much to consider when planning a sports event, you might find it overwhelming to ensure you’re accommodating guests and athletes appropriately. Don’t worry—read on to learn the key factors to consider when planning your outdoor sporting event so you feel knowledgeable, prepared, and confident when the day arrives.

Venue Research and Selection

The venue for your event will play a major role in its success and ability to accommodate. You’ll want to ensure the location is accessible, has properly marked boundaries, and is suitable for the type of activities you plan to host. You also need to consider factors such as parking availability, crowd capacity, and noise regulations. When selecting a venue for your event, be sure to ask questions and do thorough research so you can make the right choice.

For instance, imagine you’re hosting an all-weekend soccer event. You will need enough parking to accommodate teams and fans, enough on-site accommodation with appropriate field space, stands for fans, restroom locations in accordance with fields, and concessions. If you’re eyeing a location that cannot meet these requirements, you’ll want to consider looking elsewhere.

Safety Protocols

You have to ensure all participants are safe while at your event. Review any relevant health and safety protocols regarding sporting events in your area and at the location of the venue. Then, create a plan for making sure everyone adheres to these protocols and standards. This may include setting up additional handwashing stations, enforcing social distancing rules, or requiring all participants to wear masks. Adhering to local health and safety guidelines reduces the risk of spreading germs and avoids getting in trouble by neglecting public health concerns.

Equipment and Facilities

Depending on the type of event you’re hosting, your participants may need access to specific equipment or facilities. This could range from portable toilets and handwashing stations to sports equipment rooms for additional balls, nets, or other sports equipment. Research and plan for any special gear or facilities you may need and make a plan for managing these items during the event. If you’re borrowing gear from the facility, you’ll want to care for these items appropriately so you return them the way you received them.

If you rent a venue, the owners may grant you permission to use various locations and amenities around the event space. Spend enough time understanding these spaces so you have a plan in motion and can quickly and easily access what you need when your event begins. Specifically, ask the venue owners about the permanent restroom facilities or lack thereof. If the venue has permanent facilities, will they suffice for your estimated guest count? Are they easily accessible? Do they offer built-in handwashing stations? Chances are that your guest count will be unknown, and a permanent facility may not accommodate everyone.

Consider partnering with a reputable porta potty provider to understand your options for portable bathroom rentals and additional handwashing provisions. This way, you accommodate everyone, offer ADA-compliant spaces, and ensure everyone’s safety and well-being throughout the event.

Budget and Costs

Organizing an outdoor sporting event can be expensive. You’ll want to consider your budget, as well as any costs associated with renting a venue, purchasing equipment, renting accommodations, or bringing in catering services.

Establishing a budget ahead of time can help ensure you don’t overspend and that your event is financially successful. Once you understand the most important criteria and where to allocate your funds, you can begin thinking about what to charge for admission to compensate for the expenses of hosting.

Marketing and Promotion

Once you’ve finalized the details for your event, it’s time to start marketing and promoting it. Consider posting about your event on social media, sending out email newsletters, or even reaching out to local businesses and organizations to spread the word. Make sure you have a comprehensive marketing plan in place that includes all your promotional efforts.

Thankfully, the internet allows you to save the trouble of relying on the newspaper or word of mouth. Still, advertising your upcoming outdoor sports event with local news outlets is worthwhile to cover all your bases for caregivers or guardians. Not everyone participates in social media, just like not everyone watches the local news; treat each media platform as a reliable and valuable marketing tool.

Time Management and Logistics

Planning an outdoor sporting event requires careful time management and logistics. You’ll want to create a schedule for completing tasks and ensuring everything is ready in time for the event. This may include reserving a venue, purchasing supplies, and setting up equipment, all within appropriate timelines per your event’s schedule.

Additionally, you’ll need to plan any transportation or logistical concerns regarding participants or staff so that everyone can arrive at the event safely and conveniently. In some cases, sporting events attract both local and regional crowds. For attendees who have a bit of traveling to do, try to be extra accommodating by offering insightful travel information beforehand.

Weather Planning

Weather planning is one of the most important factors to consider when planning an outdoor sporting event. Any time you take things outdoors, you’re bound to unpredictability. You’ll need to consider extreme temperature fluctuations, the chances of precipitation, and potentially dangerous storms that might roll in. Don’t rely on sunshine and rainbows; always have a backup plan.

While you may not be able to prevent poor weather conditions, you can rely on a plan B or C to accommodate guests and keep the event safe. If you can’t relocate the event indoors, consider implementing delays, setting up tents, or canceling if necessary. Keeping clear and consistent communication about all these possibilities also helps guests and athletes understand their role in executing a potential backup plan.

Reliable Portable Bathrooms can bring much-needed relief to your event, and we promise to deliver highly maintained and sanitized rental units. Each unit undergoes a 10-point sanitization regimen that ensures the health and well-being of each user. Request a quote today for your outdoor sports event, and we’ll help guide you toward the most suitable restroom solution in no time!