ARENA HIRE | did not go to plan..

ARENA HIRE | Did Not Go to Plan

Organizing an event is always a delicate balancing act, and hiring an arena adds an extra layer of complexity. From securing the venue to managing logistics, every step is critical. Unfortunately, not all plans unfold as intended, as my recent experience proved.

The idea seemed foolproof at first—a large arena that could accommodate hundreds of attendees, a lineup of exciting activities, and a clear vision for success. I’d coordinated vendors, booked performers, and meticulously outlined every detail. But despite my careful preparation, the day revealed cracks in the plan.

The first hurdle came with a miscommunication about access times. I had arranged for an early morning setup, but the arena staff hadn’t received the updated schedule. We were left waiting outside with truckloads of equipment, burning precious hours. Then came the power issue—half the arena’s outlets weren’t functioning due to an unreported maintenance issue, forcing us to rearrange staging and lighting at the last minute.

Worse still, the parking lot, which was supposed to handle overflow capacity, was double-booked. Attendees were left circling for spaces, some leaving out of frustration. This reflected poorly on the event, no matter how good the entertainment was inside.

In the end, the event wasn’t a total disaster, but it was far from what I had envisioned. It was a stark reminder that even the most well-laid plans can unravel without clear communication and contingency measures.

Next time, I’ll triple-check contracts, follow up relentlessly with staff, and ensure every aspect of the hire aligns with the event’s needs. Lesson learned: when hiring an arena, expect the unexpected and be ready to pivot on a dime.