Case Study: Managing Multi-Venue Events at Scale

|January 30, 2025|

How CPAF Successfully Coordinates 35 Sports Across 28 Venues

Executive Summary

The California Police Athletic Federation (CPAF) manages one of the most logistically complex sporting events in the association space – the United States Police and Fire Championships (USPFC). With 2,700+ athletes competing in 35 sports across 28 venues from Los Angeles to the Mexican border, their operational model offers valuable insights for associations managing large-scale, multi-venue events.

Interior of an arena during the 2023 World Police & Fire Games in Winnipeg. A circular jumbotron displays the event logo while dramatic white spotlights crisscross through a blue-lit arena. Event staff in bright orange vests can be seen among the crowd below. The display screens around the arena show '2023 World Police & Fire Games' branding.

The World Police & Fire Games, like its sister event the USPFC, demonstrates CPAF’s ability to execute large-scale, professional-grade sporting events. The 2023 games in Winnipeg showcased the organization’s commitment to providing Olympic-caliber experiences for first responder athletes. As James King notes, ‘Our events are held to the highest standards… quite honestly, I consider our athletes to be the best, true amateur athletes in the world.’

[For the complete conversation with CPAF President James King, including detailed discussions about first responder resilience, organizational leadership, and the evolution of public safety athletics, watch the full Association Chat interview at https://www.youtube.com/watch?v=r9Caj0eyBLg. The interview offers additional insights into CPAF’s mission and its role in supporting first responder wellness through athletic competition.]

The Challenge

CPAF faced several critical challenges in scaling its event operations:

  • Coordinating venues spread across hundreds of miles
  • Managing equipment and official movement between locations
  • Maintaining consistent quality across all competition sites
  • Organizing volunteer teams across multiple jurisdictions
  • Ensuring athlete safety and competition integrity
  • Operating within budget constraints

Strategic Approach

1. Venue Selection and Management CPAF prioritizes high-quality facilities, targeting Division I college venues and former Olympic sites when possible.

“Our events are held to the highest standards,” explains James King, CPAF President.

“Our venues, we try to get to those kinds of venues where, at the very least, we’re at a division one level College Facility.”

2. Volunteer Infrastructure The organization has developed a robust volunteer management system:

  • Core volunteer team with years of experience
  • Many volunteers are former athletes who understand event requirements
  • Board members actively involved in operations
  • Strong relationships with local public safety agencies providing additional support

3. Quality Control To maintain consistent standards across all venues:

  • Implementation of international governing body rules
  • Standardized officiating requirements
  • Consistent equipment specifications
  • Regular venue assessment and evaluation

Key Success Factors

1. Experience-Based Leadership

The organization’s leadership model emphasizes practical experience:

  • Board members typically start as athletes
  • Leaders maintain deep understanding of both athletic and operational requirements
  • Hands-on involvement in event execution

2. Relationship Management

CPAF maintains strong relationships with:

  • Local law enforcement agencies
  • Fire departments
  • Venue operators
  • Sports governing bodies
  • Equipment providers
  • Local communities

3. Adaptive Operations

The organization demonstrates flexibility in addressing challenges:

  • Responsive to changing industry conditions
  • Ability to scale operations based on participation
  • Adaptation to varying venue requirements
  • Quick response to emerging situations

Lessons Learned

1. Build From Experience

“Lots of practice,” notes King.

“Experience and I’m proud to say that my board is, I’m not, I’m not unique on my board of directors… They all started out as athletes. They had a passion for an event, and they stayed with it.”

2. Maintain Strong Local Connections

Success depends on maintaining relationships with local agencies and facilities. These connections provide:

  • Access to quality venues
  • Local volunteer support
  • Community engagement
  • Operational assistance

3. Focus on Quality Over Quantity

CPAF maintains high standards by:

  • Using international competition rules
  • Ensuring proper officiating
  • Maintaining professional-grade facilities
  • Providing consistent athlete experience

Outcomes

  • Sustained growth in athlete participation
  • High return rate for volunteers
  • Strong venue partner relationships
  • Increasing new participant registration
  • Maintained event quality across all locations

Application for Associations

For associations considering multi-venue events, CPAF’s model suggests:

Start with Strong Foundation

  • Build experienced leadership team
  • Develop clear operational standards
  • Create robust volunteer program

Focus on Relationships

  • Cultivate local partnerships
  • Maintain consistent communication
  • Build long-term venue relationships

Maintain Quality Standards

  • Implement clear guidelines
  • Ensure consistent experience
  • Regular evaluation and improvement

Conclusion

CPAF’s success in managing complex, multi-venue events demonstrates the importance of experience-based leadership, strong relationship management, and consistent quality standards. Their model provides valuable insights for associations looking to scale their events while maintaining operational excellence.

Key Metrics for Success

  • 2,700+ athletes participating annually
  • 28 venues successfully coordinated
  • 35 sports managed simultaneously
  • Consistent growth in new participant registration
  • High volunteer retention rate
  • Strong venue partner relationships maintained

“The offerings is what makes us unique,” says King. “Our events are held to the highest standards… Our officiating is held to those standards. Our venues, we try to get to those kinds of venues where, at the very least, we’re at a division one level College Facility.”