CBSE Class 12 Physical Education Management of Sporting Events Notes Set 01

Management of Sporting Events

Sports events create opportunities for people to connect with an area, spend time together, celebrate and experience the diversity of cultures, foster creativity and innovation. Sports events are important for the all round development of children and youths.

Sports and physical education are an integral part of the learning process. Physical education plays an important role in the overall development of an individual. The primary goal of physical education in school is to teach essential skills to students and support their health.

Functions of Sports Events Management

Sports event whose concept came in 1950's in India when the Asian Game was hosted in New Delhi from where the establishment of sporting event management started. Sports event management helps in organise the sports events in short interval of time.

It gives an opportunity to work on project from their conceptualisation to their eventual execution. The management functions includes planning, organising, placing, directing and controlling.

Important functions of sports events management are given below

Planning

Planning means to organise the activities in order to reach a particular goal. It is like deciding in advance, what is to be done, how it is to be done and by whom it is to be done.

In other words, planning is a process of setting goals, outlining tasks, developing strategies and schedules to accomplish desired goals.

Planning is needed for management of tournaments like formation of different committees, organisation of intramural and extramural activities, arrangement of various types of fixtures in sports, mass participation, programmes for fitness, etc.

Organising

It includes distributing resources and organising personnel in order to achieve the goals established in the sports events planning functions. It includes organising and division of work, departmentalisation, assignment of duties and establishing reporting relationship.

Staffing

Staffing refers to identifying key staff positions and to ensuring that the proper talent is serving that specific job duty in order to achieve the aims and objectives of an organisation. Sports events typically have a team based work environment and a Project type of organisation structure and that reponsibility are assigned to relevant staff members in the team for the event.

Directing

Directing personnel is a leadership quality and includes letting staff know what needs to be done and also by when. It includes supervision of personnel while simultaneously motivating them. It helps to initiate action by people in the organisation towards attainment of desired objectives.

Controlling

It refers to all the processes that leaders create to monitor success. It involves establishing performance standards, measuring actual performance, comparing its irregularities, analysing deviations and taking correct measures.

Various Committees and their Responsibilities

Examples of some committees (pre, during and post) formed for conducting a sports event or a tournament are given below

• (i) Committee for Publicity This committee's main duty is to advertise the sports events.
• (ii) Transport Committee Its main responsibility is to make necessary arrangements for transportation of officials, competitors and guests.
• (iii) Grounds and Equipment Committee This committee is responsible for proper upkeep of the venues and making the necessary equipment available for conducting the events.
• (iv) Refreshments and Entertainment Committee This committee takes the charge of supplying refreshments and drinks to the guests, officials, competitors, etc.
• (v) Reception Committee The members of this committee are responsible to welcome the Chief Guest and the spectators at the opening and closing ceremonies.
• (vi) Committee on Entries and Programmes This committee sends entry forms to the participating institutions well in time. It also arranges seats for guests and spectators. It sometimes also prepares fixtures of teams participating in the competition.
• (vii) Committee for Officials This committee selects various officials such as referees, judges, umpires, etc.
• (viii) Announcement Committee This committee is responsible for making all the announcements during the period of sports events.
• (ix) First Aid Committee This committee provides first aid to the victims or affected sportsman/athlete.
• (x) Protest Committee It decides on any protest made against a judgement in any part of a tournament.
• (xi) Finance Committee It makes the budget and controls the expenses of a tournament.

For successful organisation of a sports meet, committees may be formed under three heads. These are pre-meet committees such as publicity, ground and equipment, reception committee; during meet committees such as refreshment, transport committee; and post-meet committees such as award committee.

Pre, During and Post-meet Responsibilities of Committees

The entire arrangement and planning for a sports event is organised in three phases; pre, during and post-meet work. These three phases are separate phases yet their functions can be overlapping.

They are discussed below

Pre-meet Responsibilities of Committees

Before an organisation starts a tournament, there are various preparations that are required for the event. These are known as the pre-meet responsibilities that an organisation needs to tackle before starting of the sports event.

Pre-meet responsibilities are as follows

• To prepare the budget for organising the sports event.
• To organise meeting of important officials to fix the venue, date and timings of the sports event.
• To prepare a list of events, ceremonies and entertainment programmes that will be covered during the event.
• To appoint different officials that are going to judge the sports events as well as invite a chief guest.
• To form various committees and list their tasks accordingly.
• To publicise about the sports event in the newspapers, send invitations to other institutions, distribute pamphlets, posters, etc.
• To make necessary arrangements for preparation of ground, equipment, lodging, prizes, certificates, etc.

Responsibilities of During-meet Committees

There are a lot of work that needs to be undertaken when the sports event is taking place. These are called as during-meet responsibilities.

They are as follows

• To check that all the equipment, ground, stadiums and the places where sports events are held, are in proper condition.
• To check that the lodging facilities of outstation candidates and refreshments of all the participants are adequate.
• To keep a record of all the events, their winners and check that the events are taking place as per schedule.
• To check the work of all other committees simultaneously.
• To make important announcements about the progress of the event.
• To provide first-aid and medical aid wherever needed during the entire event.

Responsibilities of Post-meet Committees

The major portion of the work that is done after the event is over or towards the end of the event are known as post-meet responsibilities. They are as follows

• To check that the outstanding bills are paid.
• To prepare a list of income and expenses.
• To return all the borrowed equipments in proper condition.
• To acknowledge the services of volunteers, officials, staff, workers who were associated during the event in the closing ceremony.
• To release press and media news related to the event.
• To preserve the records of the sports events, certificates etc.
• To see that the prizes, trophies, medals, certificates are handed over to the winners in proper way.
• To provide security refunds wherever applicable.
• To present mementos to the chief guests or guest of honour, etc.

Fixture and its Procedures

Any tournament, whether it is knock-out or league, is arranged according to a set procedure which is known as fixture. For a knock-out tournament, the procedure to draw fixtures is through bye and seeding.

For a league tournaments, the procedure to draw fixtures is through staircase or cyclic method.

Fixture is the process of arranging the teams in systematic order in various groups for competition in a physical activity. In other words, it is the arrangement of competition between various teams in matches in which they play in a systematic order as per the fixture schedule. The success of a tournament depends upon planning of a suitable fixture schedule. Tournaments are played in various forms of fixtures.

Fixtures in Knock-out Tournament

In a knock-out tournament, the fixtures are drawn by any of the following methods.

1. Seeding Method

Seeding is a procedure by which good teams are placed in fixtures in such a way that stronger teams do not meet each other at the very start of a tournament. It is done to overcome the drawbacks of a single knock-out tournament.

Seeding can be done only if the standards of the teams are known before the start of the tournament. The draw may result between the strong competitors at early level competition, so they are 'seeded' to prevent this. Thus, the top competitors will not meet until the quarter final, semi final or final round. Seeding is used to ensure that players or teams of recognised outstanding ability do not confront each other in the early rounds. It represents the tournament committee's subjective rating of the various players, and chances of winning the tournament.

Special Seeding

It is a method of seeding in which certain players or teams directly participate in the quarter final or semi-final matches thus avoiding their participation in the initial rounds.

2. Bye Method

Bye means the avoiding of playing a match in the first round of the tournament. It is a privilege given to a team which is decided generally by seeding it or by draw of lots. Some teams may get bye in first round, by which they get promoted to a higher round competition.

This may be given as a reward for their previous achievements. Byes can be applied equally to single person competitions and team sports as well as to single game eliminations and best of series elimination. Byes are given in 1st round only.

The number of byes that should be given in a tournament is decided by finding the difference between the number of teams and the next power of two.

Example: \( (N - 1) \) if 20 teams are participating, then 19 matches \( (20 - 1) = 19 \) will be played.

Method of Drawing Fixtures in Knock-out Tournament

In order to draw fixtures in a knock-out tournament, it is essential to calculate

• 1. Total Number of Matches It means the total number of matches that will be played during the entire tournament. The number of matches to be played is calculated by subtracting 1 from total number of teams \( (N - 1) \).
  Suppose total teams are 11. So the matches to be played during the tournament are 10 \( (11 - 1) \).
• 2. Number of Rounds It means the total number of rounds that should be played during the tournament. Rounds will include the initial rounds, quarter finals, semi finals and finals. If the number of teams is a power of 2, then number of rounds will exactly be multiple of 2 upto that number.
  Example:
  16 teams, rounds = \( 2 \times 2 \times 2 \times 2 = 4 \) rounds
  If number of teams is not a power of 2, then number of rounds will be equal to the multiple of next power of two.
  Example:
  21 teams, round | | | | | \( 2 \times 2 \times 2 \times 2 \times 2 = 5 \) rounds
  The next power of 2 after 21 is 32 which is \( 2^5 \).
• 3. Number of Teams in Each Half All the teams are divided into two halves for the sake of convenience. If the number of teams is even, then the number of teams in upper and lower half will be equal. For instance, if the total number of teams are 20, then apply the formula \( \frac{N}{2} \).
  Number of teams in upper half = \( \frac{N}{2} = \frac{20}{2} = 10 \)
  Number of teams in lower half = \( \frac{N}{2} = \frac{20}{2} = 10 \)
  If the number of teams is odd, then apply \( \frac{N + 1}{2} \) for upper half and \( \frac{N - 1}{2} \) for lower half.
  Example: Total teams = 15
  Number of teams in upper half = \( \frac{N + 1}{2} = \frac{15 + 1}{2} = 8 \)
  Number of teams in lower half = \( \frac{N - 1}{2} = \frac{15 - 1}{2} = 7 \)
• 4. Number of Byes Teams getting the byes do not play in the initial round. The number of teams which are given byes can be found by subtracting the number of teams from the next higher power of 2.
  Example 1: Total number of teams = 19
  Next higher power of two = 32
  (Power of two – \( 2^1 = 2 \), \( 2^2 = 4 \), \( 2^3 = 8 \), \( 2^4 = 16 \), \( 2^5 = 32 \) and so on)
  therefore number of byes will be \( 32 - 19 = 13 \)
  Example 2: Total number of teams = 12
  Next higher power of two = 16
  Therefore number of byes \( 16 - 12 = 4 \)
  Hence, 13 teams in example 1 and 4 teams in example 2 will not play a match in the 1st round.
• 5. Number of Byes in Upper and Lower Half For calculating how many teams in upper and lower half will get byes, the method is as follows
  Number of byes in upper half = \( \frac{Nb - 1}{2} \)
  Number of byes in lower half = \( \frac{Nb + 1}{2} \)
  Where \( Nb \) = total number of byes = 13
  Number of byes in upper half = \( \frac{13 - 1}{2} = 6 \)
  Number of byes in lower half = \( \frac{13 + 1}{2} = 7 \)
• 6. Method of Fixing Byes The teams are placed in upper and lower half according to a draw of lots or by using other methods. Then the following procedure is adopted for fixing the byes
  The last team of lower half gets the first bye.
  The first team of upper half gets the second bye.
  The first team of lower half gets the third bye.
  The last team of upper half gets the fourth bye.
  The second last team of lower half gets the fifth bye.
  Like this the order continues.

Example: A fixture of 19 teams on knock-out basis.
Total matches \( N - 1 = 19 - 1 = 18 \)
Number of teams in upper half = \( \frac{N + 1}{2} = \frac{19 + 1}{2} = \frac{20}{2} = 10 \) teams
Number of teams in lower half = \( \frac{N - 1}{2} = \frac{19 - 1}{2} = \frac{18}{2} = 9 \) teams
Total number of byes = Next power of two – Total number of teams = \( 32 - 19 = 13 \) byes
Number of byes in upper half = \( \frac{\text{Total number of byes} - 1}{2} \) i.e. \( \left(\frac{Nb - 1}{2}\right) = \frac{13 - 1}{2} = 6 \) byes
Number of byes in lower half = \( \frac{\text{Total number of byes} + 1}{2} \) i.e. \( \left(\frac{Nb + 1}{2}\right) = \frac{13 + 1}{2} = 7 \) byes

• 7. Method of Seeding It is done to prevent the strong teams from competing with each other in the initial round. Therefore the strong teams are placed in the position where they will get a bye i.e. placing the strong teams on the last position of lower half or first position of upper half.
  Example 1: Total number of teams = 6
  Next higher power of two = 8
  Number of byes = \( 8 - 6 = 2 \)
  Seeding is done for the last team of lower half and first team of upper half.
  Number of matches \( 6 - 1 = 5 \)
  Example 2: A fixture of 12 teams where 4 teams getting special seeding.
  Total number of teams = 12
  Number of teams in upper half = \( \frac{N}{2} = \frac{12}{2} = 6 \)
  Number of teams in lower half = \( \frac{N}{2} = \frac{12}{2} = 6 \)
  Teams setting special seeding = 4
  Number of matches = \( 12 - 1 = 11 \)

Remarks

• Team numbers 1, 2, 11 and 12 do not play in the first round as they get special seeding.
• Winner of each bracket enters the next round while losers are eliminated. For instance, Team 3 and 4 play match number 1. If 3 wins, then 4 is eliminated from the tournament.

Fixtures in League Tournaments

The three methods used for drawing fixtures in league tournaments are

• 1. Staircase method
• 2. Cyclic method

1. Staircase Method

In this method, the fixtures are made similar to a staircase. They are arranged in sequential form, there is no bye and no problem of odd or even. Therefore it is easiest to arrange. An example will illustrate this method.

Example: Draw up a fixture of 9 teams on Round Robin basis using staircase method.
The number of teams = 9
Thus, number of matches = \( \frac{N(N - 1)}{2} = \frac{9(9 - 1)}{2} = \frac{9 \times 8}{2} = 36 \) matches

The fixture is given below

1-2
1-3   2-3
1-4   2-4   3-4
1-5   2-5   3-5   4-5
1-6   2-6   3-6   4-6   5-6
1-7   2-7   3-7   4-7   5-7   6-7
1-8   2-8   3-8   4-8   5-8   6-8   7-8
1-9   2-9   3-9   4-9   5-9   6-9   7-9   8-9

2. Cyclic Method

In this method, if the number of teams is even (i.e. 4, 6, 8, ....), team 1 is fixed on the top right side and the other teams move in clockwise direction down one side of a rectangle and up on the other side. In such a case, the number of rounds will be \( N - 1 \) if there are N teams participating. However, if the number of teams is odd (i.e. 3, 5, 7, ....), a 'bye' is fixed at the top and all teams follow it in sequence. In such a case, the number of rounds will be N.

Example 1: Fixture of 6 teams on cyclic method.
Total number of teams = 6
Total number of matches = \( \frac{N(N - 1)}{2} = \frac{6(6 - 1)}{2} = 15 \)
Total number of rounds = \( N - 1 = 5 \)

Round 1       Round 2       Round 3       Round 4       Round 5
1 - 6         1 - 5         1 - 4         1 - 3         1 - 2
|   |         |   |         |   |         |   |         |   |
5 - 2         4 - 6         3 - 5         2 - 4         6 - 3
|   |         |   |         |   |         |   |         |   |
4 - 3         3 - 2         2 - 6         6 - 5         5 - 4

Example 2: Fixture of 5 teams on cyclic method.
Total number of teams = 5
Total number of matches = \( \frac{N(N - 1)}{2} = \frac{5(5 - 1)}{2} = 10 \)
Total number of rounds = 5

Round 1         Round 2         Round 3         Round 4         Round 5
Bye - 5         Bye - 4         Bye - 3         Bye - 2         Bye - 1
 |    |          |    |          |    |          |    |          |    |
 4  - 1          3  - 5          2  - 4          1  - 3          5  - 2
 |    |          |    |          |    |          |    |          |    |
 3  - 2          2  - 1          1  - 5          5  - 4          4  - 3

Deciding the Winner

The method to decide the winner in league tournaments is by calculating the percentage of matches won.

\( \text{Percentage} = \frac{\text{Matches won}}{\text{Matches played}} \times 100 \)

Normally, there are two points for every match won and zero for every match lost. But in case of a draw, each team is given one point. However there can be several other ways of calculating the winner.