The phrase "it takes a village" perfectly describes how we approach large-scale meetings, conventions and sporting events. When planning major competitions like NCAA tournaments, the Rhode Island Sports Commission assembles a dedicated team of key stakeholders, our Local Organizing Committee (LOC), to transform months of work into seamless championship experiences.
Behind the Scenes of a Championship Event
While spectators see the excitement of a packed arena and bustling streets during citywide events, they rarely glimpse the extensive preparation that begins months, and sometimes years, in advance. The scale of planning varies with each event, but several key elements remain consistent.
For every major event, we prioritize:
- Public safety and security – Coordinating with city and state law enforcement
- Transportation logistics – Working with the state airport corporation and transit providers
- Accommodation planning – Ensuring sufficient, quality lodging for athletes and visitors
Our most recent NCAA organizing committees included representatives from emergency management agencies, the Downtown Improvement District, the Department of Art, Culture and Tourism, and the Rhode Island Convention Center Authority. Each member of the LOC plays a vital planning or advisory role while the Sports Commission team handles everything from transportation arrangements and lodging to police escorts and special event permits.
Community Impact and Media Relations
We dedicate significant resources to maximizing positive community effects while managing the influx of visitors. Our Convention Services, Community Affairs, Public Relations and Marketing teams work together to:
- Support local businesses during events
- Create media opportunities that showcase Rhode Island
- Bridge connections between our members, communities and event organizers
Whether working with the NCAA or an Olympic National Governing Body, we pride ourselves on our reputation for excellence in execution and community integration.
The Bidding Process
Creating a successful event begins with assembling the right organizing committee. We typically start with:
- Identifying a host organization
- Securing venue partners
- Confirming accommodation providers
These partners work together to develop detailed proposals addressing specific event requirements. After the bids or proposals are submitted, there is a waiting period. For NCAA championships, we often submit bids for multiple years and various competitions simultaneously.
This past March, we hosted both the NCAA DIII National Wrestling Championship and the first and second rounds of the DI Men's Basketball Championship on consecutive weekends, both awarded during the same bid cycle. While the PWCVB and our community partners provide essential support during the bidding process, our most intense work occurs in the 10-12 months leading up to the events.
Selection Sunday
The allure of NCAA tournaments lies in the uncertainty about which athletes or teams will compete in your city until mere weeks or even days before the championship. All our careful planning ultimately centers on Selection Sunday for basketball and Regionals Weekend for wrestling.
For the wrestling championship, we were thrilled to learn that Johnson & Wales University, our partner institution, qualified several athletes to compete for a title on their home turf, significantly boosting local excitement and student ticket sales.
For Selection Sunday's big reveal of the eight basketball teams headed to Providence, we kicked into high gear:
- Hosted a community watch party at Moonshine Alley featuring local dignitaries, food and entertainment
- Distributed T-shirts, foam fingers and themed giveaways
- Updated team information on our website and social media in real time
- Contacted local press in each team's hometown
- Created a dedicated website and mobile guide with game schedules, block parties and restaurant information
The Final Push to Game Day
When athletes, fans and families arrived at the airport and hotels, our volunteer team greeted them with:
- Themed decorations
- Welcome gifts and refreshments
- Information tables staffed throughout the events
Meanwhile, our Marketing team kept the website and mobile guide updated with results, while Public Relations highlighted compelling stories, like the group of students who journeyed over 22 hours by bus from Omaha to take part in the Madness of March basketball.
Building Community Pride
Though most visitors stay for only a few days, the detailed planning creates lasting impact. Our approach benefits multiple stakeholders:
- Community partners appreciate being informed and prepared
- Clients value the exceptional communication and collaboration
- Fans, spectators and residents experience a sense of community and civic pride
This comprehensive approach distinguishes Rhode Island from larger destinations where these events might feel routine.
Post-Event Follow Up
After the final whistle blows and teams depart, our work continues:
- Sales and Services conducts debriefs with organizing committees
- Marketing reaches out to visitors, encouraging return trips to Providence
- The entire team evaluates lessons learned to improve future events
We take time to appreciate the hundreds of emails, dozens of meetings and countless phone calls that make these events possible. And we give thanks to everyone involved, because in Rhode Island, hosting a championship event truly does take a village.
