How much does it cost to rent out Rupp Arena? The Ultimate Guide

Hey there! As an events expert, I‘m excited to provide you with this comprehensive guide on renting out the iconic Rupp Arena right in the heart of Lexington, Kentucky. From costs to booking tips, I‘ll share everything you need to know to plan a successful event at this premier venue. Let‘s get started!

All About Rupp Arena

Rupp Arena has been a pillar of Lexington entertainment since opening in 1976. With a maximum capacity of 23,500, Rupp hosts an average of 100 events every year including concerts, family shows, UofK basketball and more.

Some key facts about Rupp:

• Named after legendary UK basketball coach Adolph Rupp.
• Home court for the UK Wildcats men‘s basketball team.
• Over 750,000 square feet with 3 concourses.
• State-of-the-art sound system and HD video screens.
• 7 dressing rooms and 6 star dressing rooms for top talent.

From Elton John to Monster Trucks, Rupp Arena has hosted acts across all genres and demographics. The space is highly adaptable and can accommodate center-stage concerts, theater-style shows, trade shows, and conferences.

Rental Costs

The base rental rate for Rupp Arena is $15,000 for the first 4 hours. After that, each additional hour is $2,000. This does not include any extra costs like:

• Staffing – Additional ushers, security, box office, medical, maintenance, etc.
• Production – Sound, lighting, video, rigging, stagehands.
• Catering – Food and beverage minimums.
• Merchandise and Concessions – Percentage of sales go to Rupp.

I‘ll break down the additional costs in more detail throughout this guide. But as a benchmark, top-tier concerts can easily exceed $100,000 or more when you factor in all the production, staffing, and vendor needs.

How Far in Advance to Book

Rupp Arena books up quickly, especially for weekend dates. Major headliners like Drake, Elton John, and Justin Timberlake have booked shows 9-12 months in advance. My advice is to inquire and submit requests as early as possible to secure your preferred date.

For lower budget events like conferences, booking 3-6 months out may be sufficient, but keep availability risks in mind. Holiday weekends like Labor Day and New Years will be snapped up fast.

Rupp‘s Event Capabilities

With abundant space and in-house production capabilities, Rupp can accommodate:

• Concerts – Seating capacity up to 22,000 for end-stage shows. Hosts about 25 concerts per year.
• Sports – College basketball and gymnastics in main arena. Also hosts wrestling and volleyball in exhibition halls.
• Family Shows – Circus, ice shows, Sesame Street Live. Lots of free space for creative setups.
• Conferences – Several meeting spaces with configurable room layouts.
• Graduations – Rupp hosts many local high school and university graduations.
• Trade Shows – Connected exhibit halls allow for large vendor exhibitions.

The adaptable space and expert staff allow Rupp to take on just about any type of event you can imagine.

Technical Production Needs

To meet Rupp Arena‘s standards, you‘ll need to hire professional production teams to handle:

• Sound – Experienced engineers to run the built-in Meyer Leopard sound system. Additional rentals like mixers, speakers etc. may be required.
• Lighting – Both basic stage washes and programmable/moving fixtures are available in-house. Bring in extra as needed.
• Video – Massive HD screens plus projection mapping capabilities. Provide any additional LED walls or IMAG.
• Rigging – Installation of any lighting/audio/video elements must be done by approved rigging crew.
• Crew – Stagehands for load-in, setup, operation, and tear-down.

Having qualified personnel is mandatory for the safety of all attendees and smooth operation of your event. Budget at least $75,000+ for production depending on specific technical requirements.

Catering Options

Rupp Arena has an exclusive in-house caterer, Centerplate, that all events must use. The good news is that their culinary team can provide a huge range of options from concessions to suites to plated dinners.

Some of the catering you may require includes:

• Suite Service – Catering for VIP suites with food/beverage packages.
• Crew Meals – Feeding any touring staff or vendors.
• Concessions – Standard food/beverage sold during public events.
• Hospitality – Private dining areas for performers, VIPs.
• Alcohol Service – Requires ABC licensing and trained bartenders.

Catering costs will vary dramatically based on your menu selections, guest count, service style, etc. But typically you‘ll have minimum spends between $15,000-$50,000+ on catering alone.

Alcohol Policies

Due to licensing regulations, alcohol service at Rupp Arena is tightly controlled:

• Alcohol must be purchased through Centerplate. No outside alcohol allowed.
• Alcohol can only be served and consumed in approved locations. Sales require ID checks.
• General public possession/consumption of alcohol is prohibited.

If your event will involve any alcohol sales or service, work closely with Centerplate on adhering to all the ABC requirements.

Bag Policy

Rupp Arena strictly enforces its clear bag policy for security reasons:

• Bags must be clear plastic, vinyl or PVC. Maximum size is 12" x 6" x 12".
• Small clutch bags up to 4.5” x 6.5” are allowed.
• All bags, including clear bags, are subject to inspection.

I‘d recommend communicating this policy clearly to attendees ahead of time. Bag size limits are enforced at the door to speed entry and maintain safety.

How Rupp Arena Compares to Other Major Venues

Here‘s a look at published rental rates for other top tier arenas across the US:

Venue	Rental Cost
Madison Square Garden (NYC)	$1 million+
Staples Center (Los Angeles)	$150,000 – $300,000
United Center (Chicago)	$100,000 – $150,000

You can see that Rupp Arena is very reasonably priced, especially for the quality and capacity you get. The prime location in a vibrant, mid-size city like Lexington is also a major perk.

Negotiating Your Rental Costs

While the base rental fee is fixed, you may have some flexibility to negotiate on additional costs like:

• Staff – Provide volunteers to save on ushers, ticket takers, etc.
• Production – Supply your own qualified production team instead of using in-house.
• Catering – Work with Centerplate to lower F&B minimums if guest count is smaller.
• Merch – Negotiate revenue split if you handle your own merchandising.

Any cost savings require advanced planning and commitment. But it’s worth opening a discussion with your Rupp event coordinator to customize options and pricing to your specific needs.

Promoting Your Rupp Arena Event

Marketing and promoting your event effectively ensures you fill all those seats and have a packed house. Rupp Arena offers several sponsorship opportunities including:

• Listing on Rupp Arena‘s official website
• Inclusion in email newsletters
• Social media posts and promotion
• Lobby signage and banners

Beyond that, I recommend negotiating with local radio, television, newspapers and influencers for additional exposure. Lexington offers a vibrant media landscape if you tap into it.

Booking Process and Timeline

To ensure smooth planning, follow this general timeline as an events pro:

• 12 Months Out – Submit your rental inquiry form with prospective event dates. Get initial quote.
• 11 Months Out – Submit signed agreement and deposit to secure date.
• 6 Months Out – Finalize all production, rentals, catering needs.
• 4 Months Out – Start marketing blitz and ticket sales.
• 1 Month Out – Conduct walkthroughs, assign staff schedules.
• Week Of – Oversee load in, rehearsals, setup, etc.

Securing your date ASAP gives you the most time to handle all the logistics. Don‘t leave planning to the last minute!

Economic Impact

Beyond rental revenue, Rupp Arena generates immense economic value for Lexington annually:

• Total Revenue: Over $26 million
• Attendance: 895,000 guests
• Hotel Nights: 154,000 stays
• Total Spending: $47.4 million

Bringing major events and acts continues fueling financial gains city-wide. It‘s a huge boon for local businesses like restaurants, hotels, and retail.

Other Kentucky Venue Options

If Rupp Arena is outside your budget, other venues to consider in state include:

Venue	Capacity	Rental Costs
KFC Yum! Center (Louisville)	22,000	$10,000 – $20,000
Rupp Arena (Lexington)	23,500	$15,000 – $100,000+
Freedom Hall (Louisville)	19,000	$5,000 – $15,000

With multiple options across Kentucky, you can find a venue rental package that fits your specific event needs and budget.

Insurance and Permits

Hosting an event at any major venue requires proper permitting and insurance coverage at your expense. At a minimum, you‘ll need:

• General Liability – Protects against property damage and bodily injury claims. Minimum $1 million.
• Liquor Liability – Required if serving alcohol. Provides coverage for alcohol-related incidents.
• Permits – Venue, health department, performance rights, fire marshal approval.

Work closely with your insurance agent and Rupp Arena team to obtain necessary permits and liability coverage.

Where to Stay in Lexington

If you‘ll be drawing attendees from out of town, promote room blocks at nearby hotels. Popular options a short drive from Rupp include:

• Hilton Lexington/Downtown – Attached to Rupp Arena!
• Hyatt Regency Lexington
• Residence Inn Lexington Downtown
• Four Points by Sheraton Lexington

I recommend partnering with 2-3 hotels that offer discounted group rates to provide choices at different price points. This makes it easy for out-of-town guests.

Getting to Rupp Arena

With only 4,750 parking spots on site, advising guests on parking and transportation is crucial:

• Parking Cost – $10-20 depending on location. Pre-purchase passes online when available.
• Rideshares – Designated Uber/Lyft pickup and drop-off zones.
• Shuttles – Many nearby hotels offer free shuttles on event days. Promote these options.
• Public Transit – Bus routes with stops near Rupp available.

Providing parking FAQs on your event website will help attendees plan their transportation.

Let‘s Bring an Epic Event to Rupp!

I hope this guide gave you a comprehensive overview of everything involved with hosting an event at the iconic Rupp Arena. While costs are significant, the prime location and professional amenities make it a fantastic venue option. With strategic planning and preparation, you can absolutely host a successful and memorable event here in the heart of Lexington, Kentucky!

Let me know if you have any other questions. I‘m happy to share more insights from my decade of experience as an events pro. Here‘s to an epic event at Rupp Arena!