The quality of a sports event depends not only on the program or level of organization, but also on how safe people feel at the location. Most critical situations during events are the result of underestimated trifles at the preparation stage. We share a step-by-step algorithm of actions that will help create conditions for the coordinated course of a sports event.
1. Assess potential risks
It is necessary to analyze in advance the format of the event, the number of people, the type of sport, weather conditions and the characteristics of the audience.
For example, a mass race, a children’s tournament and extreme sports competitions require different approaches to organizing safety during competitions. For the race, it is important to think over the routes, starting and finishing zones, hydration and medical care points. For a children’s tournament — access control, accompanying children, safe zoning of space and the presence of responsible adults. For extreme competitions — increased requirements for equipment, technical preparation of the site and the possibility of quick access to first aid.
Analyze potential problem areas in advance:
- narrow passages and places of intersection of flows of people;
- areas where clusters can form;
- temporary structures, stages, fences, stands.
The main task at this stage is to understand where risks may arise and how the team will respond to them.
2. Prepare the location for the event
Even a good location can become problematic due to the ill-conceived logistics of the event. First of all, it is important to properly organize entrances and exits to avoid crowds and chaotic flows of people.
Also, at the location there should be:
- condition of the coating: it must be even, stable and non-slip;
- the quality of lighting in the main and auxiliary zones;
- free access for ambulances, rescuers and technical services;
- separation of traffic flows and pedestrians;
- controlled entry and exit areas.
A well-prepared location reduces the risk of injury, delays, and panic, and helps people feel comfortable throughout the event.
- Form a team and distribute areas of responsibility
Even before the start of the event, it is necessary to determine who is responsible for registration, navigation, work with participants, crowd control, technical support, medical support and communication in case of unforeseen situations.
Each team member should know not only their area of work, but also the basic algorithm of actions in critical cases: who to contact, how to transmit information, where the medical center is located, what routes can be used by emergency services, and who makes prompt decisions.
For mass events, it is important:
- involve approximately 1 volunteer for 50-100 participants;
- appoint a coordinator for each individual zone;
- enhanced control at entrances, exits, food courts, start and finish areas;
- conduct a short briefing for the whole team before the start of the event.
With effective staff coordination , you will be sure that during emergencies, the team will act quickly, smoothly and without panic.
Брифінг перед заходом допомагає команді діяти злагоджено та швидко реагувати в критичних ситуаціях. Зображення з unsplash.com
4. Make an emergency plan
This is a practical document that helps the team react quickly when something does not go according to the script. In the plan, it is important to provide:
- evacuation routes;
- gathering points of people;
- internal communication system;
- emergency contacts;
- procedure in case of injury, panic, technical malfunctions or sudden changes in the weather.
During the planning phase, check if the location has backup power, stable communication, access to medical supplies, and the ability to quickly arrive emergency services.
Вільний заїзд для швидкої гарантує оперативну реакцію та безпеку учасників. Зображення з pexels.com
5. Communicate with participants and viewers
Make sure that participants and viewers can quickly find all the important information.
It is better to send some information before the event: arrival time, entry rules, location scheme, schedule, conditions of participation and contacts of the organizers. This way there will be less confusion and unnecessary questions on the day of the event.
At the location it is worth placed:
- clear signs to the main zones;
- information stands or screens with updates;
- short rules of conduct and safety;
- notification of changes in the program, route or weather conditions;
- people from the team who can turn to for help.
It is also important to establish communication within the team. Coordinators, security, volunteers, doctors, and technical services must quickly transfer information to each other — via walkie-talkies, work chat, or another convenient channel.
A safe sporting event is the result of systematic organization, attention to detail, and a team that works proactively. If you are organizing a sports event and need technical support, the IKS team will provide high-quality equipment and technical support for your event. To discuss the details, leave a request.
