How to book a great Summer Party

Planning your company Summer Party? Perhaps you are looking to book a late Summer Party in September – look no further!

Employee morale can be up and down so hosting a company summer party is one way to keep everyone happy and motivated.  A Summer Party breaks up the year and gives people something to look forward to (& talk about afterwards!)

Lots of companies will be throwing a summer party and like Christmas there will always be popular dates so make sure you get in quick, or you’ll miss out!

The first thing you need to do is decide on the date. It is a good idea to be flexible in case your chosen date(s) are not available. For example, weekends and afternoons are not so popular because people won’t want to give up their free time, so consider holding a weekday afternoon or late afternoon/early evening party instead.

It’s best to avoid school summer holidays as this will make it trickier for your guests to organise childcare and they may have holidays booked.

Where you can try and check if there are any large events taking place in the location you are looking to book your party which may affect your numbers.

Shortlist a couple of dates and ask around the best date for everyone – you will of course not please everybody so will have to go with the majority.

Venue hire costs will vary depending on the day of the week too, so it’s worth considering a few options.

Once you’ve decided to hold the party you then need to think about the kind of party you want to throw. Are you thinking of holding a casual afternoon with the team or a high-end soiree with clients and stakeholders? A rooftop party or a formal garden party?

Do you want to theme the event? Summer parties are a great chance to capitalise on those summery vibes; Garden Party, Mardi Gras, Sports Day, Beach Party etc but remember that not everyone in the office will want to dress up in a costume so don’t make it compulsory!

Continue the theme in your choice of food and drinks, decorations, entertainment, branding and music.

Some venues theme their summer spaces and offer packages, which is cost effective and means less planning for you!

This is where we come in! Our free venue finding service can help you find your venue for your Summer Party.

Try and have a clear idea of the type of venue you are looking for – whether you want an indoor or outdoor venue or a mix of both. Do consider a contingency plan for inclement weather and equally you also need to consider shade from the sun!

As we have already highlighted, some venues theme their summer spaces and offer packages which can be very cost effective.

The cost of venues vary immensely so you must get an idea of your budget so we can go to the right venues for you.

Once we have taken a brief from you, we will contact the venues and prepare a bespoke proposal outlining the costs so you know exactly what you are spending.

TIP – Thursdays and now more recently Wednesdays are proving to be popular days of the week for events so if your budget is limited maybe consider holding your event on a Monday or Tuesday instead.

Do you want your party to be within walking distance of the office or are you happy to travel a little further?

Also bear in mind how people are going to get home when the party finishes – is it near public transport, for example, so people can get home easily? Booking a fabulous venue in a location where it is difficult to get people to and from, may put some people off attending.

Depending on your group size, company culture, budget or theme, choose a food and drink menu that suits. There is a huge variety – BBQ’s, Bowl Food, Canapes, Pizza, sharing boards, Food stalls…   the list is endless

Don’t forget about guests with special dietary requirements and ensure there are alternatives available, so no one goes hungry.

Drinks will most definitely play a part in the summer party celebrations. How about creating a Summer Cocktail for the arrival drink?

Many venues offer unlimited beer, wine and soft drink packages which can then cover everyone’s tastes and helps with your budget planning.

There is a huge choice of corporate entertainment options to choose from for summer parties; from a live band to a DJ, magicians, games or just background music.

Why not organise an activity alongside your party or event?

Summer activities in the open air can offer some great choices whether it is alongside your summer meeting or as part of your party or celebration

Choose from genteel garden games to inflatable games like ‘It’s a Knockout’ or relive your youth with a School Sports Day activity.