Organizing a big tournament such as Safari Sevens is not a simple task. It has many moving parts.

Over the years, many people have been involved in this showpiece. Mistakes have been made, successes have been achieved and there have been suggestions for improvements. Some of these suggestions have been implemented while otters have been put on hold depending on the whims of those at helm.

There is a constant which is the product that is put out there for the public and sometimes the entire rugby fraternity in an era where technology has redefined how most of the things are done. This is because the tournament which was first played in 1996 must first look after the welfare of the people who make it happen – the players, team, match, and administration officials. They are the constants.

This year’s tournament was not different! The only difference – as always happens – was the participating teams. The venue was a different one, away from the Rugby Football Union of East Africa ground where the first event was held.

Repetitive Tasks

After organizing a tournament for over 20 years, you would believe that some of the repetitive tasks would have been refined. Such tasks include logistics, sponsorships, security, hospitality, emergency procedures, transportation and accommodation among others. However, one that remains close to my heart is media and communications.

A steady flow of communications remains key to the success of a tournament such as Safari Sevens. For example, I have had an opportunity to attend many international seven-a-side rugby tournaments and am in a good position to draw parallels (if there is) between these tournaments and Safari Sevens. I have also had an opportunity to be part of the organizing committee of Safari Sevens and other local tournaments. 

Before I continue, let me put a disclaimer that this is my honest opinion and as much as it could be interpreted in many ways, the sentiments expressed here are a true account of my observations. I may not have been privy to what was required because such were not communicated!

Major Tournaments

In major tournaments such as Hong Kong or Dubai Sevens, the dates of the next tournament are known immediately after the conclusion of the current tournament. The publicity starts immediately. Not so with Safari Sevens. As much as the organizers have always tried to align it with the World Rugby international calendar, there have been issues.

Since inception, the aim has always been to attract top teams. Initially, the dates for the tournament came slap in the middle of the then International Rugby Board Sevens tournaments and suggestions were made to push the dates nearer the start of the World Rugby Sevens World Series in October to attract quality teams. It is why this year’s tournament was held in October.

Another key concern for visiting teams has been altitude. There have been discussions about having a lower altitude venue to accommodate visiting teams. Unfortunately, developing such a venue could be a big challenge and may need additional resources. Therefore, Nairobi, the capital city has been preferred and visiting teams asked to factor altitude in their preparations.

Back to publicity/communications. Nearly three months (or more) after the announcement of the dates, there was a steady flow of information that included team confirmations, preparation of the venue (s), sponsorship announcements and other related issues. I was unable to receive information from the organizers! The information was available but dissemination was a problem.

Information Release

Back then, there was a system where such information was released as soon as it became available. Whenever the squads were declared, this was also communicated. Arrival of the teams was known and any media who wished to cover their arrival and training had prior information. I was on the same flight with three teams and on arrival, there was no media at the airport!

On the Wednesday before the tournament, I visited the venue and there were no signs that a major tournament was taking place in two days. Also, media accreditation was handled differently! Journalists were asked to apply but there was no acknowledgement and one had to request to be given a link for the application process.

Come tournament day, it was not easy to access the venue! There was a media center which was spacious but lacked a single TV screen with a live feed of what was happening on the pitch. This is a standard procedure in major tournaments. The WiFi connection is a story for another day.

Live Updates

Obviously I am just looking at one aspect, communication because it is vital for any big tournament. Live updates are a must on all social media platforms and other formats. This must be done in an orderly and predictable manner. The flow of information or live updates could have been coordinated from the media center or the media tribune that did not have any of the tournament’s media officials – as happens in major events.

For the entire three days, communications were a nightmare and required the journalistic instincts of individuals to get information. Ordinarily, the tournament officials organize for an interview area (mixed-zone) or an area to access players and officials.

Lack of communication was epitomized by a tragic incident when a visiting coach Warren Abrahams collapsed and later passed on. Crisis communications 101 would have momentarily saved a situation if the organizers could have acknowledged the occurrence and pledged to give an update. The official announcement came on the last day before the last match.

By then, the news had been broken in the social media which left the organizers with an egg on their face! My mind raced back to a dark day at Impala Floodlits when one of the players from Barclays Bank RFC stayed down after a tackle and passed on. Then, the organizers and team officials broke the news.

Adequate Arrangements

The immediate questions that lingered on the minds of all rugby enthusiasts was whether there were adequate arrangements for a medical emergency. So much can be said especially after the chest thumping one day after the tournament but, next month, Kenya hosts the Rugby Africa Women Sevens tournament at the RFUEA ground and it will be interesting if the deficiencies from Safari Sevens would have been corrected.Are there the rumblings of a disgruntled ‘old hand’ or an honest feedback? A rugby lover who has been in the picture summed it up: Bora Tournament rather than Tournament Bora (loosely translated to – it’s better to have a tournament instead of having a good tournament).