How to Organize a Sports Carnival in a Report

Safety and enjoyment are important elements of a sports carnival.

A sports-themed carnival that is not based on a detailed plan can result in little enjoyment for the participants and can even result in physical injuries. Detailed planning allows for an exciting and educational experience for everyone involved. Regardless of the theme of an event, safety and enjoyment are critical elements of success. The ingredients of a successful plan are easily adapted to other events, from graduation ceremonies to the World Series or the Super Bowl.

Things You'll Need

• Security guards
• Carnival workers
• Carnival booths
• Computer
• Microsoft Excel
• Advertising circulars
• Baseballs
• Basketballs
• Golf putters
• Golf balls
• Potato sacks
• Frisbees
• Balloons
• Medical equipment

Instructions

1. Select a location for the event. Begin identifying potential sites at least six months before the event date. Choose a site that is accessible to major roadways to avoid traffic congestion. Identify a location where participants would feel safe. Estimate the number of people who may attend the event based on attendance at similar events in the area. Ensure that there is ample parking to accommodate the anticipated attendance. Contact a local security company and hire the number of security guards that it recommends. Have a medical staff available in case of injury to participants or workers. Select workers to operate the event booths. Inquire with the local government to adhere to safety regulations and to ensure necessary facilities for the handicapped. Create a spreadsheet in Microsoft Excel to record and tabulate the related expenses of each of these requirements.

2. Distribute advertisements at least six weeks before the date of the start of the carnival. Print circulars to distribute to local youth sports leagues. Contact principals to arrange for advertisements at schools to generate word-of-mouth advertising. Use a local direct mail service to mail the circulars to residents and businesses in the community. Purchase commercial time on local television stations.

3. Arrange for the necessary equipment. Include tables, chairs and food trailers. Place the food trailers near electrical outlets. Construct wooden booths for baseball pitching, basketball shooting, a putting green and other exhibits. Schedule potato-sack races, a Frisbee throwing event and a water balloon throwing event. The list of events should account for the varied interests of the ages and ethnic groups that are likely to attend.

4. Contact the local professional sports teams in your area to solicit the help of professional athletes. Schedule clinics in which these celebrities can offer instruction in improving participants' athletic skills. Designate an area for health professionals to administer health screening and mini-physicals. These may include blood-pressure checks and posture analysis. Include columns in your Excel spreadsheet for the cost of each of these.

References

• "Get Organized with Heloise"; Heloise; 2004