Organizing a Community Event During the Olympic Games

The Paris Olympic and Paralympic Games present an extraordinary opportunity to unite all French citizens around the practice of physical and sports activities, as well as significant moments of popular celebration for our country. If you are a local community, a municipality, or a public actor wishing to host an event to bring together and rally your collaborators and fellow citizens, but are unsure where to begin, here's a seven-step guide to help you succeed in your project.

1. Identify your objectives

Before diving into preparations, take the time to clearly define your objectives.

• What do you aim to achieve with your event? Raise public awareness about the values of Olympism? Showcase local sports heritage? Encourage community participation in sports activities?
• Who is your target audience?
• What image do you want to convey?
• What is unique about your area?

These objectives will guide all decisions you make later, from selecting activities to communication strategy.

2. Engage your community and local actors

The involvement of members of your community is essential to ensure the success of your event. Engage schools, local sports associations, collectives, community networks, residents, and any other relevant actors you deem appropriate. Their commitment will help maximize the impact of your event and strengthen ties within your community.

3. Choose an appropriate venue

The choice of venue is crucial for the success of your event. You must opt for a location that matches the nature of your activities: parks, public gardens, green spaces, etc. Ensure that the venue is easily accessible and equipped with the necessary facilities to host your audience under the best conditions.

👉 Read also : Creating a corporate event around the Olympic Games

4. Diversify your activities

To attract a wide audience, offer a variety of activities. Cultural and educational animations on the values of sports and Olympism, sports demonstrations, outdoor celebrations related to the Games, sports competitions, introductory sessions to sports practices... The possibilities are numerous, so let your imagination run wild and create a program as attractive and diverse as possible.

5. Follow your budget

Identify the main expenditure items from the start: tent rental, audiovisual equipment, catering, etc. Also, explore available sources of funding, such as sponsors or paid participation of members. Rigorous budget tracking will help you avoid financial surprises and maximize the efficiency of your expenses.

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6. Rent event equipment

Event equipment rental is often the most practical and cost-effective solution. Stylish and functional tents and marquees can serve as reception areas, catering spaces, shelters for exhibitors, etc. Consider personalizing these reception tents, nomadic or pagoda tents with the colors and logos of your community to reinforce your identity. Interior design should also be taken very seriously. The choice of furniture and lighting requires special attention. Will you opt for round tables, rectangular tables, high tables? 

You will also need to think about complementary equipment that will make your event a true success. High-quality audiovisual system, autonomous toilets, suitable heating or air conditioning solutions, effective signage, all of these can make a difference! 

For this aspect, you can rely on the expertise and know-how of the Atawa team. We assist you in choosing furniture, sound, photo and video equipment, lighting, everything for which you will need advice. We also handle the assembly and disassembly phases of the various structures. Thanks to our networks of local partners, we intervene throughout France even during busy periods like the Olympic Games.

👉 Read also : Choosing the perfect reception tent : your complete guide for a flawless event

7. Promote Your Event

Promoting your event is essential to attract maximum participants. Use all means at your disposal: posters, local press, website, social networks, etc. Also, encourage members of your community to promote your event and share their experiences and photos during and after the event to create excitement and momentum around your initiative.

By following these seven steps, you will increase your chances of organizing a memorable community event during the Olympic Games. Whether it's to celebrate sports, strengthen ties within your community, or simply have fun, your commitment and creativity will be the keys to success. Happy organizing!