Lessons From Running a 200+ Contestant Event

Organising and executing a large-scale event with over 200 participants involves a host of challenges and learning opportunities. Whether it is a sports tournament, academic competition, or a Quran recital contest, the logistics, planning, and coordination required increase exponentially as participant numbers grow. This blog post outlines key lessons learned from running high-participation events, offering practical insights and strategies for those tasked with managing similar initiatives.

Pre-Event Planning

The foundation of any successful high-volume event lies in meticulous preparation. For an event with 200 or more contestants, planning must begin several months in advance, and should cover logistics, staffing, communication, and contingencies.

Capacity Planning

Understanding the scope and scale of the event is essential. A solid estimate of how many participants, volunteers, staff, and audience members to expect influences decisions on venue, technology, staffing, and materials.

• Venue Suitability: Ensure that the chosen location has suitable space, seating, and amenities. Consider access to restrooms, waiting areas, and enough rooms for simultaneous sessions.
• Registration Caps and Waitlists: Use pre-registration to manage numbers. If demand exceeds capacity, introduce waitlists and prioritisation criteria.

Timeline and Milestones

Develop a timeline with clear milestones and deadlines, including dates for registration openings and closings, printing of materials, volunteer recruitment, and technical setup. A shared project calendar can keep all stakeholders aligned.

Role Assignment and Delegation

Assign responsibilities early, ensuring that each team member understands their area of ownership. Typical roles may include:

• Logistics and setup
• Participant communication
• Technology and scoring
• Volunteer coordination
• Hospitality and safety

Participant Communication and Support

Clear and proactive communication is crucial when addressing a large group. As participant numbers rise, so do questions, special requests, and queries about process.

Effective Channels

Use multiple communication channels to increase reach and reliability, such as:

• Email newsletters for announcements and reminders
• A dedicated FAQ page on the event website
• SMS reminders closer to event day
• Dedicated contact email for questions

Template messages help streamline responses to common questions, saving time for the organisers while providing timely information to participants.

Registration Process

The registration system should be intuitive, mobile-friendly, and validated to prevent errors. Include fields for contact information, category selection, age group, and any special needs.

Automated confirmations and reminder emails reassure participants and reduce follow-up inquiries.

Volunteer Management

Volunteers enable the smooth running of any large-scale event. For events with 200+ participants, substantial support is needed across various operational areas.

Recruitment and Training

Ahead of event day, recruit sufficient volunteers and categorise them by roles. An orientation session is essential to familiarise them with procedures, schedules, and tools.

• Area captains can supervise groups of volunteers to maintain oversight.
• Role-specific guidance ensures volunteers understand their tasks, from ushering to timekeeping.

Clear Identification

Provide easily recognisable badges or shirts so that attendees and participants can identify volunteers when they need help or guidance.

Scheduling and Time Management

One of the central challenges of large events is managing time effectively, especially when multiple sessions or categories are involved.

Realistic Scheduling

Allocate sufficient time to avoid delays. For competitions or performances where each contestant is given a fixed slot, include buffers between contestants for transitions and potential overruns.

Morning and afternoon blocks can help structure the day, with longer breaks scheduled for lunch or prayer to avoid fatigue.

Staggered Sessions

Group contestants by age, level, or category and assign them different reporting or start times. This reduces congestion and waiting times while enabling better crowd flow.

Technology and Scoring Tools

Reliable technology is indispensable for managing contestant records, marking performances, and aggregating results efficiently.

Digital Check-In

Electronic check-in systems can accelerate the arrival process and ensure that all participants are accounted for. Provide devices and staff to guide people through the check-in procedure.

Scoring Systems

Automated or semi-automated scoring platforms help reduce manual entry errors and ensure fairness and transparency. Essential features to look for include:

• Individual judge interfaces
• Real-time score tracking
• Automatic tabulation and ranking

Backups, such as offline scoring sheets, should be available in case of technical difficulties.

Contingency Planning

Events of this scale often encounter unforeseen issues. Preparing for contingencies is key to minimising disruption and maintaining confidence among attendees.

Common Scenarios

• Late arrivals or no-shows
• Technology failures
• Overrunning sessions
• Lost property or missing contestants

Prepare policies or flows for each of these risks. For instance, late arrivals can be slotted at the end of a round instead of being excluded, and backup printed schedules can be maintained for event managers.

Health and Safety

Ensure that risk assessments are completed, first aid is available onsite, and emergency contact lists are accessible. Additionally, keeping minors safe and supervised is especially critical at youth events.

Participant Experience

While operational efficiency is important, providing a positive experience for participants and their accompanying family members is equally significant.

Clear Instructions

Contestants should be guided through the venue and competition process via signage, printed instructions, or stewards. This reduces anxiety and prevents logistical confusion.

Waiting and Holding Areas

Provide spaces where participants, especially children, can wait comfortably before being called to perform. Ensure water, seating, and restroom access are available and clearly marked.

Timely Feedback

Where applicable, offer participants access to their scores or feedback promptly. This maintains transparency, promotes learning, and enhances the sense of closure after the event.

Post-Event Follow-Up

Concluding a large event requires careful attention to wrap-up tasks, data management, and communication.

Results Publication

Publish results in an organised and secure manner. If distributing scores or rankings, ensure that participant identifiers are consistent and anonymised where needed.

Appreciation Messages

Thanking volunteers, participants, and partners helps strengthen relationships and encourages support for future events. If possible, include certificates, photos, or other mementoes.

Feedback Collection

Soliciting feedback through surveys or interviews can provide valuable insight into what worked and what needs improvement. Focus on key areas such as scheduling, communication, fairness, and facilities.

Lessons in Scalability

One of the enduring insights from organising an event with 200+ contestants is the importance of repeatable systems and documentation. Consider the following strategies to improve scalability year on year:

• Create templates for emails, schedules, certificates, and scoring sheets
• Document volunteer duties and procedures in a handbook
• Build modular tech systems that can scale with growth
• Record time required for tasks to better estimate volunteer needs

Evaluation and refinement, guided by post-event analysis, allow future editions of the event to grow in both size and quality without overstretching organisers.

Conclusion

Running an event with over 200 contestants requires a structured, collaborative, and scalable approach. From pre-event planning and communication through to day-of logistics and post-event feedback, every stage presents opportunities for learning and refinement. The effective use of technology, delegation of responsibility, and focus on the participant experience are essential elements of long-term success. By applying these lessons, organisers can create events that are both high-quality and manageable, setting the stage for continued growth and excellence.

If you need help with your Quran competition platform or marking tools, email info@qurancompetitions.tech.