Inside Edition: Big Venues
Although we are two of Accent Indy’s "newer" hires, we happen to know a thing or two about working in large, specialty venues. Rachel (RC) brings almost four years of experience as an Event Manager at the Indiana State Fairgrounds & Event Center and Katie (KM) was an Event Manager at Lucas Oil Stadium for seven years. We have lost track of how many times people have asked, “Where’s the nearest bathroom?” and “Did you get to watch the game?” because that was a weekly (if not daily) occurrence in our world. But, through the years, we have learned how to best maximize your time and energy as planners when hosting an event at a large, specialty venue. And lucky for you, we’re spilling the tea on a few best practices for your next large-scale event.
What are the benefits of using a large or specialized venue versus a traditional ballroom?
RC: Large venues come with more square footage! “Duh Rachel, obviously”, but sometimes it really is that simple. More space gives you more flexibility not just with the guest count, but with what you are able to create within the venue. Specialized venues are used to hosting a wide variety of events, often with complex production and logistical needs. They've seen it all, and they are typically equipped with the infrastructure and operations team to support those needs and help you think outside the ballroom.
KM: Have you ever struggled coming up with that extra-creative theme because you feel like they've all been done before? Well, a specialized venue takes that pressure off of you and your event. The theme is established before you ever step foot through the doors and all that you need to do is embrace it! This is why we never try to overshadow the blue and white of Lucas Oil Stadium with your company's green and gold – we lean into what already exists and use it to your advantage.
What are some nuances with contracting and scheduling at these types of venues?
RC: Each specialty venue comes with its own annual clients and repeat programs. Scheduling can be a tricky game of Tetris, keeping longstanding events happy while also welcoming new clients with open arms. There is also a lot happening behind the scenes with venue operations that is not reflected on the public calendar, such as extensive cleanup after a certain type of show, roof repairs, paint jobs - with all of those moving pieces, understanding from the beginning that flexibility is a normal part of the planning process can help everyone work together more efficiently and provide the best results for all parties involved.
KM: At a larger venue that is home to a professional sports team, you’ll likely find yourself as the second or third hold behind team games/events, concerts, or other citywide conventions. Venue staff is likely finding out about the sports schedule at the same time you are (no, but really), and they are letting all the pieces fall into place before guaranteeing you a specific date. So if you have dream venue and want to host something during their busiest season, plan to have a few dates in mind to set yourself up for success. Targeting off-season or shoulder season dates is the move if you want to lock your date in well in advance!
What was your favorite non-traditional activation/event within your space?
RC: Aside from the Indiana State Fair itself (of course, one of my favs), the most impressive was the indoor track and field season including the USATF Championships and the Big Ten Championships. The crew spends months constructing a six-lane, 200-meter banked oval track piece by piece inside what starts as a bare exhibit hall - only to tear it down at the end of the season and do it all over again the next year! It was one of the coolest examples of just how a large venue can transform to accommodate something unexpected.
KM: The 2024 U.S. Olympic Swim Trials did something similar – how can you beat building two pools on top of an NFL Field and watching athletes lock in their spot on the U.S. Olympic team each night? To be a part of this was definitely something special, and the Indy community agreed given record-shattering attendance.
Why do DMCs make life easier for clients at large venues?
RC: Utilizing a DMC for your event is like having a secret weapon! The DMC team can be your one-stop-shop for all elements during your planning process and operationally on-site during your event. Large venues normally have multiple in-house vendors, departments, and key contacts you need to juggle - your DMC is there to be the central point of contact and manage each of those moving pieces, ensuring communication across all parties, not just parties within the venue, are headed in the same direction.
KM: Specialized venues come with specialized rules and regulations – it can be challenging to navigate. Thankfully, DMCs that are local to their market know the exact stipulations of their specialty venues and will always know the right questions to ask to make sure your event is following protocol and there aren’t any surprise costs at the end of the day.
So the next time you find yourself wanting to go beyond the ballroom, we've got you covered. While we may be newer to Team Accent, this is not our first rodeo - or monster truck rally for that matter!
- Katie and Rachel
