How to Organize Events for 15–5000 People at UP Events

20 September 2025

Estimated reading time: 5 minutes

Organizing an event for anywhere from 15 to 5,000 people can feel daunting, but at UP Events, we turn that challenge into an opportunity for unforgettable experiences. With over 15 years of expertise, two expansive venues in Amsterdam West and Weesp, and a passionate team, we make every gathering — big or small — seamless, creative, and fun.

Why Choose UP Events for Your Next Event?

When you’re planning a corporate outing, school event, or large-scale celebration, you need more than just a venue. You need a partner who understands your goals, adapts to your needs, and delivers exceptional value and memorable experiences. Here’s why UP Events stands out:

  • Capacity for 15–5,000 participants with flexible indoor and outdoor spaces.
  • Over 100 unique activities for team building, entertainment, and creativity.
  • All-in-one packages: catering, entertainment, decoration, and event management.
  • Sustainability and accessibility at the heart of our venues.
  • 4.8/5 Google review score from over 2,600 satisfied clients.

Step 1: Define Your Event Objectives

Every successful event starts with a clear purpose. Are you aiming to boost team spirit, celebrate a milestone, launch a product, or simply have fun? Setting objectives helps us recommend the perfect blend of activities, catering, and entertainment.

Pro Tip: According to event industry research, events with clearly defined goals see up to 30% higher participant engagement and satisfaction.

Step 2: Choose the Right Venue and Format

Our two main locations — Amsterdam West (45,000 m²) and Weesp — offer both indoor and outdoor facilities, making them ideal for any group size or season. Whether you’re planning a cozy team-building day for 20 or a festival-style gathering for thousands, we have the space and flexibility to bring your vision to life.

  • Amsterdam West: 9 versatile event spaces, lush greenery, and sustainable design.
  • Weesp: Flexible layouts for creative formats and easy access.

Step 3: Customize Your Program

No two events are the same. That’s why we work closely with you to tailor every detail — from the activities to the menu, decorations, and music.

Popular Activities

  • Expedition Robinson Team Challenge: Perfect for building trust and collaboration.
  • VR Team Challenge: Cutting-edge fun for tech-savvy teams.
  • Outdoor City Games: Explore Amsterdam or Weesp in a playful, interactive way.
  • Cocktail Workshops & Drinks: Mix, mingle, and celebrate.
  • BBQ Parties with Live Entertainment: Festival vibes, great food, and music.

Insider Tip: Combining multiple activities in a festival-style format is a hit for large groups, creating a dynamic and engaging atmosphere.

Step 4: Plan Logistics and Guest Experience

Managing logistics for hundreds or thousands of guests requires expertise. Our venues offer:

  • Free parking and easy access for all guests.
  • Onsite event managers and technical staff to ensure smooth operation.
  • All-season facilities with weather contingency plans — no need to worry about rain or cold.
  • Accessibility: Our spaces are designed to be inclusive and welcoming for everyone.

Expert Quote: “We meet expectations, we prefer to exceed them. Value for money; you get value for money. We promise not just any activity but an experience.”

Step 5: Ensure Compliance and Safety

For large events, compliance with Dutch regulations is essential. We guide you through:

  • Permits: For events over 250 people, permits and crowd management plans may be required.
  • Food Safety: All catering is handled in-house and meets NVWA standards.
  • Noise and Environmental Permits: We manage requirements for outdoor events and temporary structures.

Learn more about our event agency services

Step 6: Add the Finishing Touches

The magic is in the details. Our team handles:

  • Catering: From BBQs to gourmet buffets, tailored to your tastes.
  • Decorations: Seasonal themes, branding, and creative touches.
  • Entertainment: DJs, live bands, and interactive performers.
  • Photography and AV: Capture every moment with professional support.

Sustainability: We use natural materials and eco-friendly practices, aligning with the growing demand for green events.

Step 7: Enjoy and Connect

On event day, our dedicated team ensures everything runs smoothly so you can focus on what matters — connecting, celebrating, and creating memories. As one client put it:

“Visiting UP Events is an experience. After one visit you want more. And when you come back you will have a brand new experience.”

Success Stories: From Small Teams to Multinationals

We’ve hosted everything from intimate strategy sessions to company festivals for thousands. Our clients consistently praise our creativity, service, and the unique atmosphere we create. Whether it’s a school outing, a corporate anniversary, or a product launch, we deliver events that people talk about long after they’re over.

Trends and Innovations in Large-Scale Events

  • Hybrid Events: Combine in-person and virtual elements for broader reach.
  • Outdoor Experiences: Growing demand for open-air activities and wellness-focused programs.
  • Sustainable Events: Eco-friendly practices are increasingly important for corporate clients.

For more on event trends, visit Event Industry News and MeetingsNet.

Frequently Asked Questions

How far in advance should I book an event for 1,000+ people? We recommend booking at least 6–12 months ahead for large-scale events to secure your preferred date and ensure all logistics are perfectly planned.

Can events be customized for specific themes or company branding? Absolutely! We tailor activities, decorations, and catering to match your theme and brand identity.

What happens if the weather changes? Our venues offer both indoor and outdoor spaces, so we always have a backup plan for seamless transitions.

Are your venues accessible for people with disabilities? Yes, both Amsterdam and Weesp locations are fully accessible and inclusive.

Do you handle permits and compliance for large events? Yes, our experienced team manages all necessary permits and ensures compliance with Dutch regulations.

Ready to Organize Your Next Event?

Whether you’re planning a team-building day for 20 or a spectacular festival for 5,000, UP Events is your trusted partner for creativity, reliability, and fun. Let’s make your next event unforgettable!

Experience the difference with UP Events — where every event is a new adventure!

Further Reading

For more inspiration and ideas, visit our official website.