Describe about the Sports Organization, Management and Coaching for Sports Event.
The planning and organizing of sports carnival or sports events is extremely important in order to make the event successful (Rogalsky, Doherty & Paradis, 2016). It doesn’t matter if the event is a local swimming competition or the Olympic Games; there is a need for careful planning. This report would highlight the organization of a sports event along with the smooth functioning of the events. It would also discuss the purpose of the sports event and the various stakeholders such as event officials as well as the participants.
Type of Event
The sports event selected for the purpose of this study is 2016 Summer Olympics, which was held at Rio de Janeiro, Brazil (Olympic.org, 2016). It is a major international event which gains popularity from all around the world. It is a multiple sports event and nearly 207 countries participated in it (Olympic.org, 2016). The game witnessed 28 Olympic sports held at 33 different venues in the host country (Olympic.org, 2016). There were sports such as aquatics, archery, badminton, athletics, basketball, cycling, volleyball, football, gymnastics, shooting, tennis, weightlifting, wrestling and others (Olympic.org, 2016). There were inclusions of two new games such as Rugby Sevens and Golf (Olympic.org, 2016). The opening ceremony highlighted the specific aspects of the Brazilian history and culture. It was held at Maracana Stadium in Brazil (Olympic.org, 2016). The official mascot for the 2016 Olympics Games was Vinicius and Tom.
A sports event can be defined as a social gathering which involves the collection of a large number of people along with the performance of a wide variety of activities (Masterman, 2014). It usually involves the participation of the media as these events are being held at particular point of time. There is a well defined project plan that defines the individual tasks and the corresponding timelines. The project plan involves four steps such as the design phase, development phase, implementation phase and the dissolution phase (Parent & Chappelet, 2015). The sample event plan should be integrated into the long term development strategy of the event in order to present a successful event.
The organization of the Olympic Games is assigned to the National Olympic Committee (NOC) of the host country. Its affairs are managed by the International Olympic Committee (IOC) (Olympic.org, 2016). There are currently 110 members in IOC (Olympic.org, 2016). The organizing committee commences the planning task several months before the actual commencement of the event. It culminates in the effective implementation of the operational phase of the Olympics Games. The Olympics Games is concerned with the promotion of human development by the sports. The primary task of the committee include-
Provide equal treatment to every sport in the competition and ensure that the games adhere to the specifications laid down by the International Sports Federation (Olympic.org, 2016).
Check the necessary installations, training halls, competition stadiums, venues and other mandatory needs of the event (Olympic.org, 2016).
Manage the sportsperson, officials and other stakeholders.
Organization of the medial services and provides a solution to the transportation problems (Olympic.org, 2016).
Fulfill the requirements of the mass media so that the public receives all the necessary information regarding the Games (Olympic.org, 2016).
Coordination of the cultural events which forms an essential part of the Games.
The organising committee must take into account several factors that are related to the smooth functioning of the events. These factors include political factors, socio-cultural factors, economic factors and the legal factors (Olympic.org, 2016). The organising committee (IOC) needs to establish certain standards prior to the actual events such as mission, role, obligations, autonomy, membership, voting and flag/emblem/anthem (Olympic.org, 2016). The committee should also analyze the possible risk factors such as effectiveness of the governing board, financial climate, policies, external factors and operating efficiency as well as effectiveness.
The organising of the sports events includes four distinct phases. They are also used in the 2016 Olympics Games (Getz, MacDonald & Parent, 2015). The steps are defined as-
Design- This is the starting phase of the organization of the event. In this phase, it is essential to study the feasibility of the project. The primary objective is to check if the event is economically viable and whether it really appeals to the audiences. There is also a need to estimate, define and assess the operational viability (Getz, MacDonald & Parent, 2015). The fitment of the event with the strategies of the organising committee should be assessed. This phase would lead to the semi-finalization of the event.
Development- This phase involves the planning of the major tasks and the sub tasks in order to make the event successful. It is important to measure the performance of the tasks in relation to the predefined cost, time and quality constraints (Getz, MacDonald & Parent, 2015). The gaps for necessary adjustments should be identified. The later stages of this phase would consist of the trials in the actual operating environment such as inauguration ceremony in the venue.
Implementation- The actual starting of the event would depend on the efficient guidance of the organizers. The event leader should identify the probable problems which can have a negative impact on the event (Getz, MacDonald & Parent, 2015). He should analyze the cause of the particular situation and implement the best solution. He should ensure the smooth functioning of the event.
Dissolution- The closing of the event would involve the efficiency of the major activities, evaluation of the results, dissolution of the team and the lessons learnt for future endeavors (Getz, MacDonald & Parent, 2015). The organizers should communicate the event success to the key stakeholders. In the case of Olympic Games, the organising committee is supposed to transfer the lessons learnt to the successive committee.
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Fig: Timeline for organising Olympic Games
Source: (Created by Author)
Purpose of the Olympic Games
The Olympic Games are a symbol of international unity, brotherhood and pride. It is a means of bringing people of different backgrounds together by dissolving the cultural barriers. It is an international championship event that witnesses participation from countries all over the world (Neirotti, 2016). The primary purpose of the event is to promote cordial relations among the participants and enhance the tolerance between different cultures, races, religions and nationalities from across the globe (Neirotti, 2016). It is a universally acclaimed event and is often used as a symbol of peace. The Olympic Games are meant for the sportspersons to showcase their talents and gain international recognition for the same (Neirotti, 2016). The Games are also a platform for the people to share their challenges and the global challenges. It fosters an environment of team work as they participate in the numerous games. The Olympic Games results in the accumulation of a number of countries (Neirotti, 2016). The participating countries send their best sportspersons to represent them on the international platform. A victory in the Olympic Games is considered as the greatest victory of all times.
The Olympic Games were spectacular and well- organised. All the activities were planned and there was the smooth execution of the same. This was achieved by the accomplishment of several functions such as-
Management and Coordination- This task concerned with the budget estimates, financial engineering, human resource management and the hierarchical structure. It involved the study of the controlling expenses, balance sheet and measuring the possible discrepancies with the budget. It was concerned with the task planning, follow up and the adjustment functions (Deng, Poon & Chan, 2016). It also involved the managing the regulations and the legal issues.
Managing sports operation- This function made sure that the plans of the management and the coordination functions are performed well. It concerns with the human resource requirements, appraisal of the work performed, setting up of the competition spaces, defining transport, welcome of the sportspersons, development of the entertainment activities and others (Parent & Smith-Swan, 2013).
Secretariat, Administrative and Management work- This function is concerned with the secretarial functions such as responding to requests, reminding the personnel, providing logistics and others (Parent & Smith-Swan, 2013). The business relations were well performed in the event and there were effective accounting procedures.
Logistics- The event witnessed the successful setting up of spaces, reception, communication centers and maintaining of the amenities (Feng, Tao & Sun, 2014). The organisers made sure the event witnesses smooth operations.
Promotion and sales- The event had successfully set up the marketing strategy and defined a clear communication strategy. A media action plan was also developed (Shank & Lyberger, 2014). The organisers also took active steps in the research, management, follow up and the initiation of the partnerships.
The event officials were aware of their job responsibilities and were well trained. The organizers put high emphasis on the human resource requirements. They engage in proper recruitment, training, motivating, promoting internal communication and the efficient management of the personnel (Weerakoon, 2016). The organising committee gives utmost importance to the training of the human resource. It is required to fill the gaps in the human resource enhancement. The organisers of the large events often create a training package which includes the general event module, mission module and the team module. This training package allows the officials to learn the values associated with the events. The officials were also motivated to perform their job roles well (Weerakoon, 2016). There was a high level of internal communication among the key stakeholders of the event. There are several channels of chosen communication tools such as updated website, intranet, portals and other tools that help them to connect with each other instantly (Weerakoon, 2016).
The organizers of the game took active initiative to train their existing employees and provide details of the main events, guests, media and the operational activities (Weerakoon, 2016). They also estimated the associated expenses with the planning of the training activities. The time management is important when training the human resource personnel (Weerakoon, 2016). The duties and the responsibilities of the managers, volunteers and the organizers were properly evaluated and the same was communicated to the employees (Weerakoon, 2016). This resulted in the zero confusion levels of the employees due to which they demonstrated optimum performance.
The participants were motivated throughout the games and they were very enthusiastic about their involvement in the sports event. They had a positive outlook on the life and they were confident about their success (Peachey et al., 2014). They had faith in their skills and talent. There was healthy competition between the fellow sportpersons (Peachey et al., 2014). They had rigourous practice sessions which helped them to be confident individuals. They set their goals, made strategies and implemented them. This made them stay motivated and give their best performance (Peachey et al., 2014). The Olympic Games organisers made sure that their participants are provided utmost care and comfort during the Games.
The Olympic Games organising committee should aim for higher promotional activities that would increase visibility of the event. It should use a professional website as well social media tools to promote the sports event (Shank & Lyberger, 2014). There should be proper segregation of the event tasks and it should be communicated well to the volunteers and the event personnel (Shank & Lyberger, 2014). It should have a detailed contingency management plan to combat all types of difficult circumstances. The organisers should be more careful for venue selection and the selection of the best quality of the participants.
Conclusion
Olympics Games are one of the biggest sports event in a global basis. This report identifies the steps required for a successful sports event and the complete evaluation of the particular sports event. The purpose of the Olympic Games, smooth functioning of the event, duties of the officials and the motivation level of the participants is discussed in detail. This report would broaden the understanding of the sports events and the management of the international sports events.
References
Deng, Y., Poon, S. W., & Chan, E. H. W. (2016). Planning mega-event built legacies–A case of Expo 2010. Habitat International, 53, 163-177.
Feng, B., Tao, S., & Sun, G. (2014). Logistics Operations in Major Sports Events Hosted by Universities. In ICLEM 2014: System Planning, Supply Chain Management, and Safety (pp. 520-524). ASCE.
Getz, D., MacDonald, D., & Parent, M. (2015). The sport event owners’ perspective. Routledge handbook of sports event management, 136-262.
Masterman, G. (2014). Strategic sports event management. Routledge.
Neirotti, L. D. (2016, August). Impact of Olympic Spectator Satisfaction and Behavioral Intention on Post-Olympic Tourism and Brand Legacies. In 8th INTERNATIONAL SPORT BUSINESS SYMPOSIUM (p. 39).
Olympics | Rio 2016 Schedule, Medals, Results & News. (2016). International Olympic Committee. Retrieved 1 September 2016, from https://www.olympic.org
Parent, M. M., & Chappelet, J. L. (2015). Routledge Handbook of Sports Event Management. Routledge.
Parent, M. M., & Smith-Swan, S. (2013). Managing major sports events: Theory and practice. Routledge.
Peachey, J. W., Cunningham, G., Lyras, A., Cohen, A., & Bruening, J. (2014). Exploring participant motivations to take part in an elite, multinational, sport-for-development event. Event Management, 18(2), 153-168.
Rogalsky, K., Doherty, A., & Paradis, K. F. (2016). Understanding the Sport Event Volunteer Experience: An Investigation of Role Ambiguity and Its Correlates. Journal of Sport Management, 30(4), 453-469.
Shank, M. D., & Lyberger, M. R. (2014). Sports marketing: A strategic perspective. Routledge.
Weerakoon, R. K. (2016). Human Resource Management in Sports: A Critical Review of its Importance and Pertaining Issues. Physical Culture and Sport. Studies and Research, 69(1), 15-21.
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