5 steps to planning your next corporate summer event

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A summer event can be the perfect opportunity for the company to come together in an informal setting. Whether you’re celebrating the successes of the first half of the year, boost staff morale or foster team cohesion, it’s nice to meet away from the office and socialise with colleagues.

If you’ve been tasked with organising your company’s summer party, it’s a good idea to start your preparations early to secure the right venue, caterers, entertainers and whatever else you may need without undue stress later on. Here’s how to go about it.

Step 1: Choose a date

Get the event date into people’s diaries early to avoid clashes with other work commitments, meetings or holidays. For a large share of the workforce missing out on the event would totally defeat its purpose. June, July and August are the most popular holiday months, so this is definitely a case of the early bird catches the worm.

Weekend dates are particularly precious in the summer as most people will have family commitments of one form or another. If the budget allows, perhaps think of including spouses and children in the invitation and make it a family friendly event.

Step 2: Set the theme

What sort of event do you have in mind? Outdoor fun or evening glitz? Themes for corporate summer parties can range from Beach Party Picnic to Black Tie Buffet, Vintage Cocktail Evening to Club Night Rave, Enchanted Garden to Rule Britannia. In fact, there are so many fantastic themes that could work for your summer works do offering a host of creative opportunities for décor, catering and entertainment.

Choose your theme first, then find a venue to match your vision.

Step 3: Select a venue

Outdoor space grandstand for summer parties

For a summer event, outdoor space is pretty much de rigeur. Who wants to be stuck indoors on a (hopefully) hot, sweltering summer’s day or night? Whether you’re holding your summer party in the heart of London or deep in the countryside, find a venue that has outdoor areas you can use. It could be an intimate roof terrace, a formal patio, a country cottage garden or extensive grounds.

To help you find the right venue, look for a reputable venue finding agency to do all the hard work for you. Armed with your brief, these events professionals will hunt high and low to find just the right venue for your event, saving you time, hassle and money.

At Function Fixers, we have thousands of diverse venues on our books, 20+ years’ experience of doing all the legwork, and the skill to negotiate the best deals for you. Contact us today on 020 7186 8686 to find out how we can help.

Step 4: Create the ambience

Once the basic elements are in place, you can turn your attention to all the little things needed to create the perfect ambience.

From outdoor party lighting solutions to sound systems and stage installations, get to grips with any technical issues early. Entertainment should be booked as far in advance as possible unless you want to run the risk of missing out on the best bands, close-up magicians, comedians or other acts.

Catering should be tailored to your type of event. You can choose to have nibbles served on trays, finger buffets, picnics and hog roasts or more formal sit-down dinners. Find a great caterer who can respond to your brief with creative flair for a memorable event.

Step 5: Make it your event

Finally, just because it’s not a client facing event, it doesn’t mean that you shouldn’t promote your brand. Why not add little corporate personality to the day, with a few touches to reinforce company values among your staff?

Decorate your summer event with balloons adorned with the company name and logo, give away branded sweets and treats, order a company customised cake or prepare a special goody bag to say thank you for attending. Whether you’re a local family run company or a multinational corporation, it will help everyone feel part of one big happy family.

Posted within: corporate venues, summer party venues

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