The final whistle of the 2010 Soccer World Cup ended a magnificent tournament. In our schools, we organise many academic and extramural events every year. Although they are not on the same scale as a World Cup, we can organise them superbly.
Twelve tips to ensure a well organised school event are:
- Set the date in stone
In May 2004, South Africa was awarded the rights to host the 2010 World Cup. There was no turning back. The dates from June 10 to July 11 2010 could not be changed.
At a school, everyone should know the date of an event well in advance. There’s no excuse for anyone saying nearer the time that they were unaware of the date. A set date focuses everyone on meeting the deadline.
- Appoint one person in charge overall
Danny Jordaan was a familiar face on our TV screens in the time leading up to the World Cup. He faced the media when hiccups happened. Jordaan also took decisive action when plans had to be changed, such as simplifying the process of buying match tickets.
No school event goes exactly according to plan. One person needs the authority and responsibility to make changes.
- Inspect regularly
Sepp Blatter and the Fifa inspection team often visited South Africa. They inspected the stadiums and interacted with officials. Progress for time frames such as building the stadiums was monitored.
Once a school has decided on an event, progress needs to be checked.
Regular meetings are needed to ensure that everything is on track.
- Have facilities in tip-top condition
The World Cup soccer stadiums were of excellent quality as were the pitches. Spectators commented on the spotlessly clean toilets, for instance.
A school event is a marketing exercise. The school is displaying the excellent care that is being put into ensuring that all its facilities are clean, litter-free and in excellent condition.
- Plan for the unexpected
A team of people attended the Netherlands-Spain final but they were not allowed to be in the stands watching the game. That was the medical team.
They watched the game on TV screens and were 100% ready for any medical disaster. Then there were the ball boys dotted around the stadium who made sure that there were extra balls available if one disappeared into the crowds.
What can go wrong at a school event? Anything! An event could have a malfunction of the sound system or a child could be seriously injured. Plan for the unexpected; have back-ups.
- Do a practice session
Soccer matches were held at most of the stadiums prior to the start of the World Cup so that facilities were tested. Before the opening and closing ceremonies, the performers practised. Problems were identified and rectified.
When a school does practice sessions, it helps to ensure that everyone knows their respective roles so that, on the actual day, the event will run smoothly.
- Be ready before the starting time
A Fifa rule for every soccer team was that they had to be in the city where they were playing their match at least 24 hours before kick-off. Each player and official was ready before the start of the match.
If a school is hosting an event, ensure that participants and officials are ready some time before the start.
Alternative plans can be made if someone is absent.
- Start precisely on time
There were 64 games in the World Cup. Each match started exactly on time. That’s efficiency; that’s world class. School events should start precisely on time. Everyone learns organisational skills by being punctual. Punctuality shows respect for others.
- Look the part
When the soccer players, children, mascots and officials walked onto the pitches at the start of the games, they looked smart. Everyone knew those matches were great occasions and everyone rose to the occasion.
School events reflect the standards and values of the school. Insist on the correct attire.
- Enjoy the occasion!
No matter how down-to-the-last-detail the World Cup was, it was also creative and fun. Colourful and eye-catching national costumes were everywhere.
The spontaneous singing of songs could be heard over the vuvucophany of the vuvuzelas.
Give space at school events — where appropriate — for creativity and team spirit to shine. An event might have intense friendly rivalry but it should also be fun-filled.
- Thank the organisers
At the end of World Cup, Blatter and Jordaan thanked the people of South Africa for an outstanding, unforgettable tournament.
School event organisers need to be thanked. Remember the behind-the-scenes workers such as the ground staff who prepare the sports fields.
- Evaluate the event
Blatter scored South Africa a nine out of 10 as a host country. After the tournament, Blatter met his officials and the local organising committee.
They evaluated what worked well and what didn’t. Areas for improvement were identified. Their recommendations will be implemented in Brazil in 2014.
After a school event, have an evaluation session. In the spirit of the “quality” philosophy, it will make a superbly organised function even better the next time.
Richard Hayward, a former school principal, is attached to the Quality in Education unit of the South African Quality Institute, which has conducted leadership and management workshops at schools in all nine provinces. Poor schools are sponsored. Please contact Vanessa du Toit on 012 349 5006 ([email protected]) or Richard Hayward on 011 888 3262 ([email protected]) for more details