The Fundamentals of Program Planning: Building the Foundation for Major Sports Events
If planning a major sports event feels like solving a 40,000-piece puzzle, then understanding program planning is like knowing the picture on the box. It’s your guiding reference point—the big picture that helps align every decision, action, and resource toward a shared goal.
Without these fundamentals, even the best plans can drift. Deadlines get missed, priorities blur, and energy gets spent in all the wrong places. But when you get them right, planning transforms from a juggling act into a roadmap for success.
In this article, I’ll break down the five fundamental questions every event organizer must answer when planning major events:
Who are we planning FOR?
Who is responsible BY?
WHEN do things happen?
WHAT do we invest?
WHAT do we achieve?
These five pillars form the foundation of any successful event. Let’s explore them one by one.
Who Are We Planning FOR?
At the heart of every event are the people it’s meant to serve. But in major sports events, “people” isn’t a single group—it’s a web of different audiences, each with their own needs.
Athletes and teams: Their needs revolve around performance—training, nutrition, transportation, and accommodations need precision planning.
Spectators: From families attending their first match to superfans flying across continents, their experience depends on smooth ticketing, clear signage, fan zones, and reliable transportation.
Media and broadcasters: These groups amplify your event for millions. Their success depends on access, technology, and facilities.
Partners and sponsors: They’ve invested resources and expect a solid return—visibility, exclusivity, and impact.
Volunteers and staff: Their morale impacts every interaction they have with others, so training and clarity are key.
Local communities: Hosting a major event brings opportunities—but also challenges. Their buy-in and cooperation can make or break an event.
Every decision starts with one question: “Who are we doing this for, and how will it impact them?”
Who Is Responsible BY?
Great events need clear roles. Responsibilities shouldn’t be vague—they should be defined at every level of the organization.
Leadership: The Board and CEO ensure you’re doing the right things. They define the vision, strategy, and high-level objectives.
Management: Executives and directors turn the vision into actionable plans, managing resources and ensuring milestones are met.
Event teams: Staff and volunteers bring the plans to life, from project managers coordinating schedules to volunteers guiding guests.
Partners and stakeholders: Venue owners, city authorities, and sponsors play key roles in various stages of event execution.
The question here is: “Who is leading, managing, and executing every part of the plan?”
WHEN Do Things Happen?
Timing is everything. Even the best-laid plans can collapse if the timing is off.
Major events unfold across seven key phases:
Bidding: Long before the event, cities and regions present their case to host.
Master Planning: The vision, goals, and structure are defined.
Event Planning: Programs, projects, and tasks are outlined. Teams are assembled, and production plans are drafted.
Preparation: Infrastructure is built, vendors signed, and systems tested.
Implementation: Plans are executed and last-minute details fine-tuned.
Delivery: The event itself—everything comes to life.
Wrap-Up and Legacy: Post-event reflection and ensuring long-term impacts are realized.
In program planning, the question isn’t just when, but how each phase connects to the next. Delays create domino effects, so timing and sequencing are critical.
WHAT Do We Invest, and WHAT Do We Achieve?
Every plan needs resources. But resources aren’t just money—they’re the practical building blocks of success.
I like to think of them as the 4S Framework:
Space: Your venues and physical environments. Are they ready to host athletes, fans, and media? Is traffic flow mapped? Are facilities safe and functional?
Stuff: The tools and materials you need—fencing, IT systems, sound equipment, wristbands, signage, and more. Every missing item risks creating operational hiccups.
Staff: Your people. Do teams know their roles? Are volunteers trained? Coordination is key to avoid overlaps or gaps.
Services: Partnerships and external expertise. Are your vendors and service providers aligned with your goals? Do they understand their deliverables and timelines?
Every investment should tie back to clear outcomes:
Revenue from ticket sales, sponsorships, and media rights.
Impact for local communities and stakeholders.
Legacy like improved infrastructure and long-term goodwill.
In program planning, you’re not just spending resources—you’re activating them.
WHAT Do We Achieve?
Ultimately, every decision, every task, and every resource should contribute to measurable outcomes:
Are spectators leaving with memories they’ll cherish?
Are sponsors and partners seeing returns on their investment?
Has the event created a lasting legacy for the community?
Without clearly defined goals, even the best resources can go to waste. Program planning ensures that every piece of the puzzle contributes to the bigger picture.
The Fundamentals Come Together
The five fundamentals of program planning—FOR, BY, WHEN, WHAT WE INVEST, and WHAT WE ACHIEVE—aren’t just separate ideas. They work as a system.
You can’t plan FOR your audience if you don’t know who’s responsible BY.
You can’t determine WHEN without understanding WHAT resources are available.
And you can’t measure WHAT you achieve without tying it back to your initial goals.
When these fundamentals align, your event isn’t just planned—it’s orchestrated.
Key Takeaways
✅ You’re planning for multiple audiences, not just one. Tailor solutions for each group.
✅ Clear roles prevent confusion and missed accountability.
✅ Timing matters—every phase builds on the one before it.
✅ Resources (Space, Stuff, Staff, Services) are assets that must connect to goals.
✅ Outcomes must be measurable to turn effort into lasting success.
When you start with these fundamentals, program planning isn’t just a process—it’s the foundation for delivering extraordinary events.