The perfect location for events with 1.000+ guests: how to choose it

Planning an event for more than 1.000 attendees is not easy. and those who work in the industry know it well.
Is necessary to consider various elements, such as:

• The pre-event phase, and so the contractual agreements with the chosen venue, preparation of all on-site materials and the needed setups, defining the guests and invitation process, welcoming attendees, promoting the event, and maintaining perfect coordination with the venue team
• The event phase, involves guest management, strong problem-solving skills — as unexpected issues are common — and Public Relations with attendees, sponsors, and partners
• the post-event phase, often includes reporting on the event’s success, creating contents for communication channels (website, blog, social media, newsletters), , thanking guests, and promotional strategies for future events

Several factors guide the choice of venue:

• thesize of the space, which is essential to determine whether the structure can accommodate the expected number of participants
• the availability of technical infrastructure, which is crucial for events involving audiovisual elements
• theceiling height, which must be considered for impactful setups such as performances involving aerial acts or large LED walls
• The space’s customization and the versatility, to adapt fully to the organizer’s needs

So let’s explore how to choose the perfect venue to host a successful event with such a large audience.

Planning an event with more than 1.000 guest: what to know

Regardless of the industry or type of event, delivering a unique experience to over 1.000 participants requires solid knowledge and a strong expertise in planning events, with a keen eye for detail, strong public relations skills — including a high degree of empathy — and, last but not least, the ability to adapt to changing situations and unexpected challenges..

To organize an event for more than 1.000 people, you need to consider 9 key aspects.

1 | Timing
You can’t start planning your event just two or three months in advance. Ideally, you should begin theyear before , developing a detailed roadmap, that includes:

• Objectives
• Expected outcomes
• Target audience (not just B2C or B2B, but also defined buyer personas, including gender, age, location, and professional roles)
• Workflow structure, clearly defining responsibilities (and evaluating the need for new hires)
• Deadlines for each individual task

2 | Budget
Every event requires a financial investment — sometimes a significant one. Of course, this varies depending on the type of event, the chosen venue, and the amount of work involved. 
Your budget should account for:

• Staff involved in planning and execution
• Location
• Marketing efforts, such as advertising and sponsored campaigns to drive registrations
• Production of communication materials andsetups
• Miscellaneous expenses that may arise due to unforeseen needs

3 | The Venue
Choosing the venue is a strategic decision.
It’s often one of the first steps taken in the planning process, because many aspects depend on the space you select, including:

• The areas available for installations and setups
• Whether the venue can accommodate large-scale elements, such as custom-built structures
• Participant accessibility — if the venue is hard to reach (e.g., poorly connected by public transport or located far from major cities), there’s a high risk that only a small portion of invitees will attend

4 | Marketing & Communication Strategy
Once the foundation of the event has been laid — including building a website designed with a strong User Experience and ensuring that the ticket purchasing process is simple, fast, and secure — the next step is to define an effectivemarketing and communication strategy, that can:

• Attract participants
• Drive ticket sales
• Retain previous attendees, if still aligned with the new event concept
• Build brand awareness by promoting the event to a well-targeted audience
• Increase revenue

5 | Setup and Staging
Every well-organized event requires a tailored setup, based on its nature — whether it’s a show, a training event, a convention, a celebration, or a full-scale trade fair with exhibition booths.

The organizer must manage the planning, the layout andspace allocation , especially for sponsors, in close collaboration with the venue provider.

Specifically, setting up a space for over 1.000 attendees involves several key phases:

• A phase of brainstorming, where the venue and client company share goals, target audience, event flow, and overall concept. Using selected materials, the aim is to visualize the potential final outcome.
• A phase of feasibility study, where the event concept is translated into a physical layout plan to assess the practical conditions for execution.
• Floorplan development to draft an initial space distribution, define appropriate setup systems, and identify the best-fit suppliers.
• A phase of final review, to reassess the project in its entirety, using moodboards and visuals to contextualize the envisioned result.
• A final phase of production where suppliers are mobilized, and a detailed timesheet is created to ensure everyone follows the project timeline precisely.

6 | On-Site Materials
The same attention applies to all on-site materials brochures, posters, roll-ups, gadgets , and any other informational, educational, or engagement tools used to support the event’s goals.

More and more companies are choosing to make their events sustainable minimizing unnecessary waste. This also means producing eco-friendly marketing and communication materials — such as sending digital badges with QR codes via email to allow participant access, thereby eliminating the need for printed passes.

7 | The guests: invitations, accreditations, entertainment
How to manage the guests presence?

The hostess Hosts and hostesses play a key role inproper guest services andassisting guests, providing essential information about the event, directing them to designated areas (such as the cloakroom or restrooms), and acting as intermediaries between the organizers and attendees.

But that’s not all — they are also responsible for managing guest check-ins.
This is a crucial touchpoint, as it’s where attendees form their first impression of the event’s quality: How are they greeted? Is there a long queue? Is the check-in process smooth and efficient? Do they receive all the information they need to enjoy the event fully?

This entire process can be streamlined and optimized through digital platforms and services like SMART PASS by Superstudio Events, which allows companies to securely register guests and monitor access flows in real time. Attendees also benefit by avoiding long entry lines, gaining access to the event using a QR Code badge sent directly to their email.

8 | Post-Event Activities
The “post-event” phase includes all activities to be implemented immediately after the event, as well as in the following weeks.

Right after the event ends, you should:

• Ensure proper waste management
• Check for any damage to the venue

A few days or weeks later, it’s advisable to:

• Thank participants for attending
• Assess guest satisfaction by sending out a brief survey
• Share key highlights through your marketing and communication channels — including photos and videos — to build trust around the event and attract future attendees
• Begin planning the next event strategically 

How to Choose the Right Venue for Events with 1,000 Guests

Selecting the right space for such a large number of participants is a crucial factor for the success of any event. 
Here are the key criteria to consider when renting a venue for 1.000 (or more) attendees ensuring it matches your specific needs:

1. Expertise and Professionalism  
   Start by reviewing the website, social media channels, and newsletters of the venue management company you’re considering. 
   Look at their client portfolio to assess whether your type of event aligns with the experiences previously hosted in that space. The size and industry of past clients can give you valuable insight into the venue's compatibility with your goals. 
   
   Also take into account any partnerships, awards or certifications the venue has received — these are symbols of excellence, quality, and reliability. 
   
   Superstudio Events, for example, proudly showcases its sustainability certifications and awards, such as 1st Place Best Events Awards 2019 and 1st Place Best Location Awards 2019. 
    
2. Comprehensive Services for Clients  
   Choosing a venue that offers full-scale production and digital services allows you to benefit from an all-in-one solutionthat maintains high quality standards, streamlines workflow, and provides a single point of contact — simplifying the entire event process. 
   
   Among digital services of Superstudio, are different tech platforms that facilitate access control, the lead collection at trade shows, andinteraction between exhibitors and visitors. 
    
3. Availability of Multiple Venues  
   A provider that offers a range of venue options has a significant competitive edge — it gives you the flexibility to choose the space that best suits your specific event.  
   You may even consider using different spaces for future events, creating a long-term relationship with the venue while reassuring participants of a consistently high-quality experience. 
    
4. Easy Logistics 
   The venue should be easily accessible by all types of transportation: car, train, bus, taxi, tram, or bicycle. 
    
5. Sustainability 
   Choosing a sustainable venue is essential — not only for protecting the environment, but also for reflecting values shared by the organizing company and its guests. 
   Sustainability includes low energy consumption, proper waste management, protection of soil and local territory, and attention to noise pollution. 
    
6. Customizable Spaces 
   The ability to fully customize the venue: choose a space that can be tailored to your event’s goals and adapted to meet your specific needs. 
    
7. Experienced, Professional Team 
   To ensure a high-performance venue, you must rely on a team withdeep experience, a in-depth knowledge of event dynamics, and strong listening and empathy skills to truly understand the client’s needs. 
    
8. Qualified Suppliers 
   The venue should have a network of trusted suppliers verified who have been tested over time. Working with reliable third-party service providers directly impacts the success of the event. 
   Avoid venues that lack an established supplier network or work with unfamiliar partners.

A perfect venue in Milan for 1.000 guests is is without any doubt Superstudio Più managed by Superstudio Events, a multifunctional venue in the heart of Milan, ideally suited for large-scale events. It features:

• 10.000 sqm of space
• Capacity for well over 1.000 participants
• 12 meters of ceiling height
• 10 independent areas

This venue hosted the Google Cloud Summit in May 2024, where discussions focused on cloud computing, digital evolution, above all, AI. 

Venues in Milan for large-scale events exceeding 3.000 participants

Superstudio Events also offers venues in Milan for large-scale events exceeding 3.000 participants, such as Superstudio Maxi. This spacious venue is designed to accommodate up to 3,500 attendees, yet it can be easily adapted for smaller groups.

Conveniently accessible via the M2 Famagosta metro line, bike paths, highways, and equipped with on-site parking, Superstudio Maxi is an excellent choice for both private and public events.

You can choose to rent the Open Space— the venue’s main and largest area — or, for smaller gatherings (around 500 people), the Vision Room, a glass-walled multifunctional room. Alternatively, the venue offers three fully furnished and customizable glass offices.

Its vast open-space layout makes it the ideal solution for events requiring large capacities.

MAPIC Italy — the leading business platform for players in the commercial and retail real estate industry — chose Superstudio Maxi to present key updates and future trends in the sector to over 2,000 delegates. It was a powerful moment for sharing insights and developments, where sustainability, innovation, and artificial intelligence took center stage.

Venues in Milan for events exceeding 500 participants

Superstudio Più is not only ideal for hosting over 1.000 guests — it also proves to be an excellent venue in Milan for events with 500 attendees, thanks to its modular layout and multiple rooms. With its high ceilings and versatile spaces, it is the quintessential customizable, multifunctional venue in the heart of Milan.

Specifically, the Daylight Room can accommodate between 400 and 500 people, while the Art Point hosts from 450 up to 1.000 guests.

Whether it's for events in the sectors of fashion, tech and IT, healthcare and pharmaceutical or Christmas dinners and corporate events tailored for 500+ guests, Superstudio Più is the ideal choice.

For example, OnePlus selected our venue for the launch of several new products. With 600 guests expected, the setup was minimal yet impactful, using drapery to reduce the space within the Central Point where the keynote was held. The adjacent Gallery area was used to create engaging “experience zones,” where guests could interact with the brand — for instance, testing the smartphones’ functionality even underwater.

Venues in Milan for events exceeding 200 participants

Thanks to the customization and extreme flexibility of its spaces, Superstudio Events allows for the organization of events with over 200 attendees..

An example?

Computer Gross S.p.A. chose Superstudio Events to host Italy’s largest corporate security event, welcoming around 400 participants.
Their decision was driven by the opportunity to have:

• A spacious and visually striking venue, equipped with a large stage
• Fully customizable spaces
• Tailored exhibition stands
• A professional, dedicated team
• Practical guidance throughout the entire planning process
• A network of specialized and reliable suppliers

Here you cvan find the complete case study

Even Bending Spoons chose one of Superstudio Events’ venues to host Synapse, the symposium on artificial intelligence, which welcomed 250 participants, including students and researchers from universities around the world.

If you're planning an event and looking for a venue in Milan for 200, 500, 1.000, 3.000 or more guests, get in touch with Superstudio Events to choose the perfect space from its wide range of locations.