There are endless details to consider when preparing for a sports tourism event but planning for event safety is critical. From the athletes to the audiences to the bus drivers, being ready with clear rules, trained staff, and emergency preparedness takes serious planning. Sports Facilities Advisory is here to help.In today’s blog — the second in our two-part series — the team at Sports Facilities Advisory will take a closer look at how to prepare for crowds during your sports tourism event.
Set Clear Rules and Expectations for Teams and Guests
From event registration requirements to parking space for team buses, setting clear expectations and rules for your sports tourism event is crucial for creating a fun and safe experience. It is important to utilize several methods of communication when establishing these rules, so everyone is on the same page. Provide clear rules and expectations on your website and send friendly emails reminding guests to review the rules before the event. Mail paper copies of rules and expectations to league reps and team managers, and request that they distribute the information among their teams. If you plan to host multiple sports tourism events at your facility, consider developing an official guide with rules and expectations that can be used for every event you host.
Prepare to Enforce the Rules, On and Off the Field
Before your event, you will want to bring on additional staff members to assist with the safety and security of your guests. You will want to hire additional officiating staff to enforce the rules on the field and additional security staff to enforce the rules off the field as well. Work closely with your security and officiating staff, particularly if they are new hires, emphasize safety as well as service. Customer safety is an important part of customer service — and vice versa — so prepare your staff well and put on a problem-free event.If your sports tourism event is going to be very large, particularly if there will be many audience members in attendance, you may want to consider hiring police officers to assist with security procedures. Off-duty officers are often hired for events, and on-duty officers are also an option. Work closely with local law enforcement and utilize the guidance and resources they can offer.
SFA Quick Tip: In addition to working with local law enforcement, it is also a good idea to reach out to other local first responders and government offices. From the local fire department to the Department of Transportation, inform all relevant authorities about your upcoming event.
Be Aware of the Weather
When the date of your sports tourism event is approaching, you will need to keep a careful eye on the weather forecasts. The weather will play a pivotal role in the success and safety of your event, particularly if the sporting events will be hosted outdoors. Establish firm policies and procedures for every potential weather situation. From unexpected snowfall to tornadoes touching down, the safety and security of your guests require careful preparation and decisive action.
Ensure Your Sports Tourism Event is Safe and Secure
There are many potential problems that you will need to prepare for during your sports tourism event. Developing a comprehensive set of policies and procedures is critical for safety and security. If you are unsure about your level of preparedness, reach out to the team at Sports Facilities Advisory and let us build a complete policy guide for your facility. We are always here to help, so give us a call at (727) 474-3845 or contact us online today.