If you’re an event management company looking for venue ideas, booking a sports space when it’s less busy can bring a lot of benefits. In this article, we’ll discuss some of our best company event planning ideas using sports spaces during their slow hours and seasons.
Can You Host a Corporate Event in a Sports Venue?
Absolutely! Modern sports facilities, especially multi-sport complexes, typically offer a range of amenities for corporate events like private meeting rooms, audio and visual setups, catering options, and architecture that rivals other venues. As an event planning company or someone planning an in-house event, booking these spaces during the off season is a great way to take advantage of these amenities.
When Are Sports Spaces Less Busy?
Sports complexes follow seasonal and weekly patterns, and knowing when they’re slower can give you an advantage when planning a company event. Here are the best times to consider.
Weekday Mornings and Early Afternoons
Most youth leagues, after-school programs, and adult recreational games happen in the evenings or on weekends. That makes weekday mornings through early afternoons some of the quietest times at sports facilities and also one of the best times to execute your company event ideas.
Late Spring to Early Summer
Late spring to early summer is a slow time for sports spaces. Spring leagues are wrapping up, but summer camps haven’t yet started. This leaves many facilities with gaps in their schedules, which is perfect for event planning companies looking to book events.
Off Season for Youth and Adult Leagues
Every sport has its off season. For example, soccer slows down in late spring and early summer, basketball tends to quiet down in the early fall, and baseball facilities are less packed in late summer and early fall. Check with your local sports complex about their league schedules to find the slowest windows.
Midweek Days (Tuesday to Thursday)
Mondays and Fridays often fill up with events or wrap ups from the weekend, and weekends are busy with games. Midweek days are often open and are a great time to book a sports space.
The Weeks Before Holidays
While holiday weeks are busy, the weeks leading into major holidays or right after school breaks are often underbooked. These periods can be great for hosting a private event without the crowds.
Examples of Corporate Events You Can Host in a Sports Venue
Here, we cover some of the most popular events that event management companies can host in sports venues.
Networking Events
Choosing a large sports space for networking events can help facilitate better connections. This is because a crowded venue can make it hard for people to hear others or focus on what they’re saying. A larger space allows for quieter conversation pockets, and it gives people the flexibility they need to move around and mingle. When attendees are comfortable, they’re more likely to stay and connect with others. Large spaces also allow for extras like demo booths, sponsor tables, or lounge areas with food and drink bars. If you’re an event production company, be sure to ask about sports venues’ on-site catering options, which can make planning even easier.
Company Celebrations
If you’re helping a company celebrate a milestone, booking the event at a sports complex during the quiet season offers many benefits. Not only will you get better rates and flexible scheduling, but you’ll also have access to a large area that can be transformed to match the energy of the celebration. Additionally, with fewer other events competing for space, your event company team will have the freedom to customize everything.
Training and Workshops
One of the advantages of sports spaces is that they’re both large and versatile, meaning they can be set up to accommodate many types of training and workshops. Many venues also have event management teams that can work with you to map out your day and keep things on time.
Team Building Sessions
If you’re looking to plan a company team building session, there are many advantages to booking a sports space during the off season. With fewer sports leagues going on, you’ll find more availability, lower rates, and the ability to design an experience using a wider range of ideas. Sports complexes are also great for team building because they offer adaptable areas that can be used for friendly competition if desired.
Benefits of Booking Sports Spaces When They’re Less Busy
When you book a venue during peak hours, setup and breakdown can be stressful. During quiet hours, when schedules are lighter, you often get more breathing room. This means you’ll have early access to prep the space, fewer restrictions regarding décor and layout, and extra time for any run throughs that may be needed. If you’re an event production company, you’ll enjoy having the time to polish the details. Additionally, unlike traditional venues that cap out at 100 to 150 people, sports spaces can accommodate way more. This makes them perfect for larger groups, and booking during a quiet time means you’ll be able to take full advantage of that additional space.
Tips for Booking Sports Spaces During Off Hours
First, book early. Even though you’re aiming for a quieter time, good spots can still get scooped up fast. When you’re booking, ask the facility about in-house A/V and catering or if they have preferred vendors to simplify planning. When you’re planning the event, decide on your goals and share them with your team. This includes letting people know whether the event will be casual, sentimental, serious, or unique, and it can help set expectations and get people excited. Finally, don’t be afraid to work with the sports space’s in-house team. When event management companies and venues work together, it makes it easier for everyone.
Learn More About Hosting Your Event at Wintrust Sports Complex
At Wintrust Sports Complex, we offer a versatile space designed to meet all your corporate and private event needs in Bedford Park, Chicago. If you’re an event company, we’d love to help you bring your next event to life. To learn more, contact our team today.