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Sport Club Event Planning Checklist
If your sport club is hosting, sponsoring or organizing an event, the sport club officers must complete the
items on this checklist. Events may include fundraisers, tournaments, matches, contests, races,
exhibitions and other club activities.
Review event planning materials from your sport club association website or written materials
and apply them to your event planning activities.
For example:
Obtain approval or sanctioning by the association for your event. If the event is
unsanctioned, make sure you understand how that affects your planning.
Obtain rules and regulations that will apply to the event.
Obtain insurance coverage information for the event. Most associations offer liability
insurance and accident/medical insurance coverage automatically for sanctioned events
or your club may need to pay for it for an unsanctioned event.
Obtain copy of waiver, release or hold harmless recommended (or required) by the
association.
Review relevant sections of the WWU Sport Club Resource Manual – Club Sport Handbook,
How-To Guides and General Resources.
Review relevant WWU Policies and Procedures and Student Rights and Responsibilities Codes
that may apply to the event.
Develop a detailed written proposal for the event and submit to the Sport Club Coordinator for
approval. The proposal should include:
Overview and Outcome
Include an overview of the event and desired outcomes
Leadership and Supervision
Identify event leadership, including contact information. These are the individuals
accountable for the planning and execution of the event.
Include relevant information from your sport club association, WWU Sport Club Resource
Manual, WWU Policies and Procedures and Student Rights and Responsibilities Code
State whether the event will be sanctioned or unsanctioned by your sport club association
and what that means for the event
List sport rules and regulations that will appl