Sports Event Area and Course Set-up: Festival Sites, Portable Courts and Obstacle Courses
A park, square, seafront, campus or stadium surrounds: we prepare your sports festival or event site from the site survey and layout plan through set-up, running and strike.
A sports event site starts with placing sports courts, courses, experience stations, the stage and utilities so that they can all run safely in the same space. We survey the site, draw up the layout plan and prepare the set-up and strike schedule in line with the rules of the institution or site owner. Set-up, running (coaches and stewards) and strike are planned together or as needed, and the scope scales with the size of the site and participant numbers.
A sports event site starts with placing sports courts, courses, experience stations, the stage and utilities so that they can all run safely in the same space. We survey the site, draw up the layout plan and prepare the set-up and strike schedule in line with the rules of the institution or site owner. Set-up, running (coaches and stewards) and strike are planned together or as needed, and the scope scales with the size of the site and participant numbers.
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What does sports area and course set-up include?
Short answer: Sports area and course set-up means installing portable sports courts, obstacle, children’s and adventure courses, experience stations, stage, sound and lighting, and infrastructure such as tents, generators and barriers at a festival or event site, based on a site survey, a layout plan and safety checks; running them during the event; and taking them down afterwards. Set-up, running (coaches and stewards) and strike are planned together or as needed. The site itself, its permits and public infrastructure sit with the institution and the relevant authorities; we follow the process and help prepare the paperwork.
This page covers the physical set-up of the site. For the festival concept, audience, staffing and how we work with public bodies, see our sports festival organisation page. Running and marathon courses are covered on our marathon and running event organisation page, and rowing, canoe, SUP and sailing courses on lakes or the sea on our water sports course set-up page.
What do we set up?
| Set-up item | What it includes | Set-up / strike notes |
|---|---|---|
| Portable football, volleyball and basketball courts | Court surface or flooring, goals, net posts, hoops, court lines, edge protection | The surface type (grass, asphalt, sand) is confirmed at the survey; a level, well-drained area is needed |
| Nets, hoops and sports equipment | Volleyball and beach volleyball nets, 3x3 basketball hoops, balls, scoreboard | Hoops and posts are secured against tipping, with extra measures on windy sites |
| Obstacle course modules | Wall, crawl net or tunnel, balance beam, carry and pull stations, start and finish | An easy alternative and a fall zone are planned for every obstacle; the ground is checked again after set-up |
| Children’s course | Low obstacles suited to the age group, balance and coordination stations, soft surfacing | The area is fenced with a single entry and exit; a steward is present at all times while it runs |
| Adventure course equipment | Rope bridge, balance and climbing elements, equipment for team challenges | Heights and safety distances are set to suit the site; use only with a steward present |
| Experience stations | Archery, VR stands, simulators, skill stations | The area behind the archery line is closed off; VR and simulators need power, shade and level ground |
| Stage, sound and lighting | Stage platform, sound system, lighting for an evening programme, backdrop | The crowd area in front of the stage and cable routes are built into the safety plan |
| Tents and gazebos | Registration, medical, rest, shade and equipment tents | Secured for wind load; in hot weather the shade needed is worked out from participant numbers |
| Generators and power distribution | Generators, distribution boards, cable protection | Added if the existing power supply is not enough; cables are protected on walkways |
| Barriers and wayfinding | Crowd barriers, site boundaries, wayfinding signs, emergency corridor | Ambulance and emergency access is kept clear all day |
| Branding | Banners, flags, course and station signs, sponsor visibility | In line with the institution’s or sponsor’s rules; design approval is obtained before set-up |
Site survey and layout plan
Every set-up starts with a site survey. It records the site’s dimensions, surface type and gradient, drainage, shade, existing power and water points, vehicle access and loading point, surrounding roads and neighbouring uses. A layout plan is then drawn up:
- Positions of the sports courts, courses and stations and the safety distances between them
- Entry and exit points, visitor circulation and queuing areas
- Ambulance and emergency access corridor
- Stage, medical, registration, refreshment and toilet points
- Power distribution, generator position and cable routes
- Equipment storage and service area
Set-up and strike schedule
| Stage | What happens |
|---|---|
| Survey and plan | Site inspection, layout plan, equipment list; set-up hours agreed with the institution and site owner |
| Before set-up | Equipment preparation and checks, transport plan, branding prints |
| Set-up | Barriers and site boundaries, tents and stage, courts and courses, stations, power; one or more days before the event depending on the size of the site |
| Safety check | Fixings, ground, cable protection, emergency corridor; team briefing |
| Running | Stations run by coaches and stewards, equipment checks, adjustments during the day |
| Strike and handover | Equipment collected, the site cleared and handed back to the institution or site owner |
Safety: ground, distances and responsible staff
- Ground: Holes, stones, slippery surfaces and slopes are checked before and after set-up; flooring or soft surfacing is added where needed.
- Safety distances: Distances are left between obstacles, the archery line, the stage and the courts so that visitor flows do not cross.
- Fixings: Tents, stage, hoops and posts are secured against wind; stations to close in wind or rain are agreed in advance.
- Responsible staff: Every course and station has a coach or steward who explains and enforces the rules of use.
- Medical cover: A first-aid point and, where needed, an ambulance are provided with a specialist team and partners under a single contract, or by the institution’s own team.
Permits and coordination with the institution
For a set-up on public land, the permit to use the site, any traffic arrangements and other official approvals are the responsibility of the institution and the relevant authorities. We support and follow the process by preparing documents such as the layout plan, equipment list and set-up schedule. At a private facility or campus, the plan follows the facility’s rules (set-up hours, vehicle access, ground protection).
Set-up only, or with staff?
Set-up, running (coaches and stewards) and strike are planned together or as needed. Running the sports areas and courses with a coach or steward throughout the day is the route we recommend for safety, especially at public events with children taking part. If the institution’s own coaches or volunteers will take on some stations, we prepare the rules of use and the briefing for them. If you are looking for a course-based team event, see our corporate obstacle race programme.
Information we need for a proposal
- Event type, date and length (including the time available for set-up and strike)
- Site address, approximate dimensions and surface type; a sketch or photos if available
- The courts, courses and stations you want set up
- Expected participant numbers and age profile
- Existing power, water and toilet facilities
- Whether you need staffing, and which roles the institution’s own team will take on
- Branding and sponsor visibility needs
- Procurement route, quote format and currency (TRY, USD or EUR)
What sports area and course set-up includes
Site survey
An on-site check of dimensions, surface and gradient, drainage, shade, power and water points, vehicle access and the loading point.
Layout plan
Positions of courts, courses, stations, stage and utilities; circulation, queuing areas and the emergency corridor.
Portable courts and surfacing
Football, volleyball and 3x3 basketball courts; flooring, nets, hoops, goals and edge protection.
Obstacle, children’s and adventure courses
Obstacle course modules, a children’s course suited to the age group and adventure course equipment; an easy alternative for every obstacle.
Experience stations
Archery, VR stands, simulators and skill stations; every station with an operator or coach.
Stage, tents and power
Stage, sound and lighting, tents and gazebos, generators and power distribution, cable protection.
Barriers, wayfinding and branding
Crowd barriers, site boundaries, wayfinding signs, banners, flags and sponsor visibility.
Running and strike
Running with coaches and stewards during the event; strike, site clearance and handover to the institution or site owner.
How the quote takes shape
The cost of a site set-up depends on the size and surface of the site, the items to be installed, the length of the event and the staffing required, which is why there are no prices on this page. The quote is settled in three steps.
Site and needs
We start with the site details, a sketch or photos, the date and the courts, courses and stations you need, with a site survey where needed.
Layout and scope
A draft layout plan, equipment list, set-up and strike schedule and running staff are set, and the items the institution provides are separated out.
Itemised quote
Set-up, equipment, running and strike are listed as separate lines; the quote arrives within 24 hours in TRY, USD or EUR.
What drives a set-up budget
When comparing quotes, check that set-up, equipment, running and strike are listed separately. Instead of figures, we show what changes the cost and why.
| Line | What it covers | Effect on the budget |
|---|---|---|
| Site size | The total area to be set up and the number of items. | Sets the amount of barriers, wayfinding, cabling and transport. |
| Surface type | Grass, asphalt, sand or an indoor floor. | Changes the need for portable courts and flooring, the fixing method and set-up time. |
| Number of courts and courses | How many portable courts, courses and stations are installed. | Each item means its own equipment, set-up crew and steward. |
| Event length | Half a day, a full day or several days. | Equipment hire and running staff rise with length; a multi-day event may add overnight security. |
| Running | Coaches, stewards and operators. | The main difference between set-up only and a staffed set-up; the institution’s own team can take on some roles. |
| Stage and power | Stage size, sound and lighting, generator needs. | If the existing power supply is enough, the generator line drops; an evening programme adds lighting. |
| Access and logistics | Vehicle access, loading distance, set-up hours, travel outside Istanbul. | Limited vehicle access and tight set-up windows increase crew size; events in other cities add travel and accommodation. |
| Branding | Banners, flags, signs and print quantities. | Varies with quantity and print type; course and station signs can be reused. |
Which lines the institution or site owner covers and which the organiser covers is settled at the scoping stage. Quotes can be issued in TRY, USD or EUR.
Courses and stations that can be set up on site
The programmes and stations below can be installed at a festival or event site individually or together; difficulty and rules of use are adapted to the participants.
A team race on an obstacle course built for your company. Every obstacle has an easier alternative; scoring is...
A VR kayaking simulator installed at your venue and played with a real paddling motion. Operator-run setup, da...
VR Combat Game Experience Booth
A team-based VR combat game station built around reflexes and tactics, installed at your venue. Operator-run,...
Football inside an inflatable sphere: collisions made completely safe, producing laughter rather than skill.
Corporate Beach Volleyball Event
A 4x4 tournament on sand: low injury risk, naturally suited to mixed teams, and a format that fits a single da...
Corporate Volleyball Tournament
The tournament best suited to mixed teams: non-contact play, predictable match length and a high number of mat...
Putting through obstacle courses: no golf knowledge needed, short, and played in small groups that walk the co...
Corporate Axe Throwing and Archery Station
Throwing axes and arrows at a wooden target: short, no fitness required, and a result you get from a single th...
F1 & Rally Simulator Corporate Racing Experience
A corporate F1 and rally experience on professional simulators. High competition, team strategy and zero risk...
Frequently Asked Questions
How long does it take to set up a sports festival site?
What surfaces can a portable court be set up on?
How is safety ensured on an obstacle course set-up?
What ages is a children’s course set up for?
Can we hire set-up and equipment only, or is staffing required?
Who obtains permits for public land?
Can you set up on a site with no power or toilets?
What happens to the site in bad weather?
Read before you decide
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