Planning for mega-events: How governments can prepare for the World Cup

The 2026 FIFA World Cup will bring 5.5 million spectators to 11 U.S. cities, driving a $17.2 billion GDP boost, but traffic congestion, hotel shortages and public service strain pose significant risks. 

Dallas’ nine matches could overwhelm transit to AT&T Stadium, while Philadelphia’s 40,000 hotel rooms may not suffice for 500,000 visitors. Local governments can address these challenges by engaging citizens, partnering with businesses and deploying capabilities like real-time analytics and digital communication platforms. 

By planning ahead of mega-events and ensuring the right digital tools are in place, impacted governments can better ensure safety, efficiency and economic success, creating a lasting civic infrastructure for smarter cities. 

Engage Citizens For Seamless Operations 

Transparent communication is essential to manage disruptions and build resident support. Digital platforms delivering real-time updates on traffic, transit, and security can reduce public complaints and increase support, as shown in a 2022 study on citizen perceptions during mega-events. 

For Atlanta, where eight matches will be hosted, with expected visitors over 300,000, coupling real time analytics with multichannel communications could help streamline coordination between the government and residents, keeping the public informed on schedules for road closures and public transit. Philadelphia’s Fan Fest, anticipating 25,000 daily attendees, would benefit from opt-in two-way communications, like text and SMS, to address resident concerns during its six matches.

With digital solutions that enable ongoing dialogue, governments can collect feedback and respond promptly, which “provides opportunities to create efficiencies...or to enhance the live spectator media experience,” according to a 2016 article. 

The adoption of digital capabilities to enhance the visitor experience has post-World Cup value, too. For instance, implementing technologies equipped with AI and digital agents can enhance services like permitting and public safety communications, ensuring governance improvements and sustained resident engagement.

Partner With Businesses to Drive Economic Impact 

For host cities and the surrounding areas, strategic business partnerships are essential to unlocking the projected $160 to $620 million in economic activity during the World Cup. Digital platforms play a pivotal role in this effort, enabling businesses to connect with customers, suppliers, and employees more efficiently. 

According to the World Bank’s Digital Progress and Trends Report, firms in East Asia quadrupled their digital investments between 2020 and 2022, demonstrating how digitalization can accelerate economic growth and job creation. In fact, the global IT services sector grew twice as fast as the rest of the economy and created jobs at six times the global average, underscoring the transformative potential of digital infrastructure in mega-event planning.

Collaborative efforts between public agencies and businesses, like hotels and short term rental platforms, is critical in mega-event planning. In Kansas City, hotel occupancy is projected to exceed 80% across the metro area, demonstrating the need for the city government, surrounding municipal governments and nearby lodging businesses to coordinate visitor accommodations. 

Meanwhile, New Jersey — which will host the final — would benefit from adopting digital platforms to promote local enterprises, streamline visitor engagement, and ensure that the estimated 450,000 attendees contribute meaningfully to the regional economy.

These digital systems not only enhance visibility and streamline transactions during the event but also lay the groundwork for long-term economic development. As shown in the World Trade Organization’s mega-event tourism report, cities that integrate digital tools into event planning often see sustained tourism growth and improved business resilience. 

Enhance Safety and Efficiency With Smart Technology 

For the host cities which are expected to experience 5.5 million spectators, it’s important for governments to plan for logistical challenges, including traffic congestion, hotel shortages and a strain on public services. Smart technologies can mitigate logistical and safety challenges. 

According to the Federal Highway Administration, cities that implement capabilities like real-time data analytics, integrated communication platforms and interagency coordination can reduce traffic delays and improve citizen satisfaction during large-scale events.

Using multi-channel communications to update citizens and tourists on transportation delays, event schedules, and lodging options can reduce government call volume in cities and the local suburban areas, lessening administrative burden and increasing operational efficiency. Further, governments can ensure crowd safety during matches by coordinating with participating organizations, leveraging data-driven tools and deploying an instant notification system.

The adoption of digital capabilities for mega-events offers lasting benefits for government services and city planning. For instance, event-driven systems can support smart city initiatives like traffic management and emergency response, providing long term value to the government workforce and the citizens.  

A Blueprint for Smarter Cities

By engaging citizens, partnering with businesses, and leveraging smart technologies, state and local governments can transform World Cup challenges into a $17.2 billion economic triumph. 

From multichannel communications to real-time security monitoring, digital capabilities and holistic strategies can help ensure seamless operations and lasting civic benefits. Governments that invest in these tools will not only host a world-class event but also build tech-forward, resilient cities for the future.

Charlotte Lee is director of strategy at Granicus.