In the fast-paced world of event planning, seizing the attention of your attendees requires more than just an ordinary venue—it demands an experience that transcends the mundane. Enter: stadium events, where the grandeur of these iconic venues becomes the canvas for unforgettable gatherings.
Navigating the current economy is a whirlwind, leaving little time for meaningful connections between real people. Yet, amidst the hustle, there lies a powerful solution—stadium events. Let’s explore the grandeur of these venues and discover why they are the perfect choice for planners aiming to create impactful spectacles of all sizes.
What defines a stadium event?
A stadium isn’t solely the domain of sports fans; it’s a dynamic space for hosting many different types of corporate events and social gatherings. Picture this: your company’s logo illuminated on the towering stadium screens, your team united in the heart of a colossal arena. Your high school senior class flooding the field, dressed to the nines. Stadium events are a celebration of togetherness and community spirit.
Why should event planners choose a stadium as their venue?
Why settle for the conventional when you can elevate your event to new heights? Stadiums offer a unique blend of prestige, scale, and versatility that traditional venues simply cannot match. From product launches to annual conferences to proms and birthday parties, the sheer magnitude of a stadium sets the stage for a memorable experience that lingers long after the event concludes.
The art of stadium planning: a comprehensive guide
Organizing an event in a stadium requires a strategic approach distinct from other venues. The sheer scale demands meticulous planning, from navigating event boundaries to orchestrating multimedia displays. Let’s delve into the nuances that set stadium planning apart, ensuring your event is not only grand but seamlessly executed.
How to plan a stadium event
1. Choosing the right stadium
Selecting the perfect stadium is akin to choosing the right canvas for a masterpiece. Consider factors such as capacity, location, and amenities. Keep in mind that timing is everything—this particular event venue type is in extreme demand certain months of the year depending on what sport or entertainment calendar they have going on. Pay attention to weather as well. Some stadiums have roofs or are indoors, others are not.
2. Navigating event boundaries
Unlike traditional venues, stadiums often involve blocking off extensive areas. Understanding event boundaries, obtaining necessary permits, and clearly communicating these restrictions to attendees are crucial steps. This ensures a smooth flow of activities and compliance with local regulations.
3. Taking advantage of multimedia marvels
Unlike most other event venue types, stadiums are equipped with state-of-the-art multimedia facilities that are larger than life in order to be seen clearly by all guests. Harness the power of colossal screens, immersive sound systems, and dynamic lighting to create a visual spectacle that captivates your audience. You can either collaborate with tech experts through the venue to seamlessly integrate your graphics and video into the stadium’s technological infrastructure or hire your own independent visual artists to come up with something totally unique. Make sure to check what restrictions the stadium has with regards to bringing in outside A/V help.
4. Unique seating arrangements
The tiered seating arrangement of a stadium offers a natural amphitheater experience which is rare in other common event settings, whether corporate or social. As a planner, you have the opportunity to explore innovative seating configurations to maximize engagement, so take advantage of it! From circular setups for interactive discussions to stage-centered layouts for keynote addresses, the stadium’s architecture becomes a tool for crafting a dynamic event.
Social Tables even has an event diagramming tool for figuring out your jumbo-sized venue seating arrangements.
5. Understanding logistics and amenities
The logistics of a stadium event demand meticulous attention. Consider parking arrangements, transportation options, and accessibility for all attendees. Work closely with stadium staff to ensure amenities such as restrooms, concessions, and security are optimized for a seamless experience. If your event will span multiple days or extend late at night, consider setting up a room block. You can use Cvent Passkey to make the headache for yourself and your hotel partner much more manageable, and to enhance the guest experience through add-ons, such as shoulder day offerings and in-room amenities like welcome packages or chilled champagne.
How to decorate a stadium for your event
1. Utilize stadium features as decor elements
Consider customizing seat covers with your company’s logo or event theme. This not only adds a personalized touch but also transforms the entire stadium into a branded or themed space. And don’t overlook the stairs! Applying decals or stickers on stair risers can create a visually powerful effect as attendees move throughout the stadium.
2. Use projection mapping for dynamic displays
Use projection mapping to transform the stadium’s facade into a dynamic canvas. Project branded visuals, event themes, or even interactive elements that engage attendees as they enter the venue. You can even explore the possibility of projecting visuals directly onto the stadium field. This can be especially impactful during key moments of the event, such as graduates walking the stages, speeches, or product launches.
3. Interactive light installations
We’re taking our cue from T-Swift herself with this one. A fan favorite element of her last stadium tour series, the LED wristbands given to attendees all synchronized with the event’s lighting. This not only creates an incredible visual effect, but it also fosters a sense of unity among participants.
Add even more fun lighting by illuminating pathways with LED lights or subtle floor up-lighting. This serves a practical purpose and adds a touch of elegance to the overall ambiance.
4. Go beyond banners for signage
Use unconventional signage, such as arrow-shaped LED lights or 3D directional signs, to guide attendees seamlessly through the stadium. You can even incorporate interactive digital signage that responds to attendee engagement. For example, as attendees walk by, sensors could trigger personalized welcome messages or display relevant event information.
5. Create themed seating sections
Assign different colors to seating sections, aligning with your theme branding. It will add vibrancy and help attendees easily locate their designated areas. For larger events, consider different color themes for each seating section. However you decide to divvy up the teams, this can create a sense of friendly competition and camaraderie. And what better place for that than a stadium?
What to serve at a stadium party
With crowds this large, we strongly recommend you stick with what already exists at the stadium you choose. Most already have stations for beer, mixed drinks, snacks, and some hot foods like burgers and fries.
Although you might be able to hire a separate caterer, it will be a large investment since you’ll have so many people. Stay within your budget by choosing an option already made available at the stadium.
1. Stadium-themed food stations
Offer upscale versions of concession stand classics with stadium fare like gourmet hot dogs, artisanal pretzels, and truffle popcorn. Enhance the experience by incorporating unique toppings and condiments or simply working with the stadium to provide treats such as hot nuts and freshly made cotton candy if they already offer it for other events.
For VIPs, you can easily set up a DIY nacho bar with an array of toppings and cheeses as an added perk for their section. Consider adding both traditional and inventive nacho toppings for variety—hot honey and BBQ popcorn chicken, anyone?
2. Luxury box dining experience
Elevate the dining experience with chef-attended stations in the luxury boxes. Stadium chefs or other partners can prepare dishes on-demand, adding a touch of culinary theater. Options might include live carving stations, pasta made-to-order, or personalized sushi rolls.
If private chefs are out of the question, you can still create an elegant atmosphere in luxury boxes with a sophisticated wine and cheese pairing experience. Curate a selection of premium wines and artisanal cheeses, accompanied by complementary accompaniments like artisanal jams, nuts, and charcuterie. Some companies specialize in picnic experiences with charcuteries included which might be a good upsell option for those seated on the field.
Lastly, you can recreate the box office experience by simply showcasing a dessert bar featuring bite-size sweets and treats. Include items like handcrafted chocolates, gourmet pastries, and exotic fruit displays. Consider incorporating a live dessert chef creating custom sweets for attendees. We’re talking grilled s’mores, banana splits, and more!
3. Interactive food experiences
If your chosen stadium venue has a giant parking lot to play with then let’s make sure it doesn’t go to waste! Bring in food trucks to line the stadium concourse, offering a diverse range of cuisines. This adds an element of variety and allows attendees to explore different culinary options. Ensure the trucks align with dietary preferences and offer vegetarian or vegan choices.
If you don’t have food truck space or money, then arrange live culinary demonstrations where chefs showcase their skills to a smaller group. This interactive experience can feature cooking techniques, tastings, and insights into the culinary world. Or, if food is already covered, why not feature a mixology bar with craft cocktails and mocktails for the non-beer crowd?
Looking for more inspiration? Check out our guide to corporate event ideas that will excite and delight your guests.
Stadium event examples to learn from
To truly grasp the potential of stadium events, let’s draw inspiration from successful past endeavors. From captivating product reveals to team-building extravaganzas, these real-world examples illuminate the diverse tapestry of possibilities within the stadium’s grand amphitheater.
1. Wise Works’ Inclusion Panel
In a captivating evening that melded the allure of the MLB All-Star Game with a tribute to women in baseball, “Home Run with WISE LA” unfolded at Dodger Stadium. A distinguished panel featuring Alanna Rizzo, Carrlyn Bathe, and Jill Painter Lopez engaged attendees with insights into their journeys as women in sports reporting. The historic Dodger Stadium not only served as a visually stunning setting but also as a symbolic space where the realms of baseball and gender inclusivity intersected.
The goal of the event was to foster a sense of community and connection, transcending the panel discussion to provide networking opportunities for professionals, influencers, and enthusiasts alike. Attendees, seamlessly registered through the WISE platform, experienced an evening that was more than just a celebration of women in baseball—it was a rallying call for progress and a significant stride toward recognizing and amplifying the vital role women play in shaping the future of America’s beloved sport.
Takeaway for event planners: Stadiums incite feelings of excitement and pride, and are symbolic for bringing people together. So if that’s your event goal, we couldn’t recommend booking a stadium enough.
2. Salesloft’s Holiday Party
Salesloft recently hosted their annual winter wonderland party at Mercedes Benz Stadium in Atlanta, Georgia. The sales software company is said to have invested more than seven figures to bring this and two other extravagant holiday parties to life.
Although details on the event specifics aren’t publicly available, we do know from their event partner’s recap video that their green and orange shindig was masterfully branded. Not only did they take over the stadium’s extensive system of displays with branded holiday messages but they also tied decor together with their signature color scheme. The semi-formal affair featured everything from signature cocktails to live musical guests to football kickoff challenges right on the field.
In an interview with Protocol, Katie Cox Branham emphasized the company’s deliberate decision to prioritize in-person gatherings over virtual alternatives. According to Branham, there is an undeniable allure and enchantment in bringing people together physically, away from the confines of virtual meetings. Despite the financial commitment involved, Salesloft views fostering a sense of togetherness as a crucial aspect worth incorporating into its budget.
Takeaway for event planners: Make sure your stadium events take full advantage of the opportunities they present. From event concerts to scoring points on an iconic field, hosting an event at this type of venue offers once in a lifetime experiences.
Ready to plan your stadium event?
As you embark on your journey, remember that this grand stage is not just a backdrop—it’s a partner in creating an experience guests will be raving about for years to come. Up next, learn how to evaluate event success using an event debrief template.
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