Dressing an arena for a gala dinner

An empty sports hall is a blank shell: high ceiling, hard floor and house lights built for a match. Everything that signals black tie has to be brought in. Treat the job as a production rather than a booking and the scale becomes an advantage instead of a problem.

Pick a direction early

Either hide the sport completely with drapes, carpet and low light, or lean into it and build the evening around winning, teamwork and the stands behind you. The second suits sales kick-offs and achievement galas; the first suits formal awards and milestone dinners. Mixing the two half-heartedly is the usual mistake.

Build a room inside the room

Big spaces swallow atmosphere. Use pipe and drape, staging and furniture to wall off a dining area that fits your guest list. A smaller, well-lit room looks full and warm; the same tables scattered across a vast floor look like a canteen.

For more on lighting states, table layouts and service routes, see Get Out! Events' guide to transforming a Sports Hub space for a gala.

Light in states

Write a distinct lighting look for arrival, dinner, speeches, awards and any dance segment, and give each look its own cue number. Uplighting on the walls, pin spots on tables and a bright stage do most of the transformation on their own.

Sound for speech, not volume

Arenas echo. Ask your audio team to place speakers so every table hears a speech clearly, then test with a real voice during the technical rehearsal rather than with music.

Ask before you design

• Where are the rigging points, and what can hang from them?
• What floor protection is required?
• Are open flames, confetti or wall fixings allowed?
• What else is booked in the precinct on your date, and how will it affect traffic?

Check current details with the venue before the design is final, so you are not redrawing plans in the last weeks.