The annual summer party is the jewel in the crown of the corporate event calendar. Here’s how to ensure it goes off without a hitch with our summer party planning checklist.

Avoiding the potential pitfalls of planning your corporate summer party can be a rather daunting task. You certainly don’t want to forget to book a DJ or misplace the coals for the BBQ. To ensure summer party success just print out our handy summer party planning checklist and carry out the listed actions at the times specified. There’ll be nothing but blue skies from here on out.

Checklist for Planning a Killer Summer Party

We’ve split the checklist into the timings of when you need to do each thing. That way it’s easy for you to get a good overview of all the things you need to do. Because we know it can be stressful planning the perfect event.

3–6 Months Before The Summer Party

We know it might sound insane but most corporate event planners start organising their summer parties long before the hot months. Given it’s one of the corporate calendar’s most important events it makes perfect sense to make sure it’s a good one. You’ll also be able to call dibs on all the coolest summer party venues.

1. Establish Event Goals and Objectives

What do you want to achieve with the summer party? The answer might just be ‘have fun’, meaning you understand the value of your employee’s wellbeing. It doesn’t have to be something big but to put words to your objectives will make it easier for you to know if it’d been a success.

2. Select an Event Date

Any good party needs a date. Another advantage of starting to plan early is that you’ll be able to get all your guests to put the date in their calendars before other plans pop up.

3. Make a Guest List

One of the most important things to plan is of course who you’re going to invite. We find it’s a good idea to make an Excel sheet or a Google sheet right away with everyone you’re going to invite where you note down every time you get an RSVP.

3. Source the Venue

When you’ve picked the date it’s time to pick your venue. With VenueScanner you can easily source the perfect venue for your event. Keep the number of guests and activities in mind when looking for the perfect space to host your party.

4. Get Cost Estimates

Get all the estimates for catering, equipment, entertainment and more before you move on to finalise your budget.

5. Finalise your event budget

Time to finalise the budget! This way you’ll be able to know how much you’ll spend and luckily you have so much time before summer’s here you can make adjustments accordingly.

6. Create and Launch a Publicity Plan and Brand Your Event

Make the most of the event by branding it and planning for some good PR. If you start this early you’ll be sure to get some really good press going.

7. Choose a Theme

Summer parties are a great chance to capitalise on those tropical vibes. Alternatively, why not throw a classic British fête? The perfect kitschy but cool theme. Your imagination is the limit!

8. Send Invitations

Send out all the invitations, making sure everyone has the date in their calendar. Get creative when designing your invitations, even if they’re digital.

9. Confirm Catering Arrangements

A party with hungry guests will soon turn into a disaster so make sure to confirm catering arrangements in good time before the big day.

10. Identify and confirm the event coordinator(s)

If someone else is coordinating your summer party it’s high time to find them and get a slot in their diary. Most good parties come down to the planning so make sure you have the best (wo)man for the job.

11. Confirm and Identify Furniture and Decoration Hire

Make sure you have plenty of time before the summer party to confirm all the furniture and decorations you need for the venue. If you want to get really creative with decorations you might want to consider a blank canvas venue.

12. Identify and Confirm AV Equipment and Lighting

If you need AV equipment and/or lighting, make sure you identify if the venue you’ve booked have it. If not; confirm an external provider.

13. Identify and Confirm Entertainment

Planning to have some fun entertainment? Good idea! Just make sure you’ve sourced and confirmed it in good time before the party.

14. Confirm and Identify Sponsors and Partners

It’s easier than you think to get sponsors for a big party, especially if you have a strong brand identity yourself. Take the time to contact companies that you’ve worked with in the past or new ones for a collaboration. You might be able to get some free stuff and leverage your own brand.

15. Finalise Security Arrangements

The security of your guests should be a top priority. Make sure security arrangements are booked and organised.

16. Confirm the Photographer(s)

Even if your summer party is just for fun you’ll want to make sure you make memories that last. Having a photographer at your event is not just a nice way to build company culture, it’s also a good way to work on your employer brand by sharing it on social channels.

2–3 Months Before the Event

Even though your event is still a long way ahead you might be able to smell spring in the air now and picture the party. Time to start planning the details – because that’s what will make your event stand out.

1. Plan Travel and Accommodation Arrangements

If you have guests coming from far away make sure you’ve planned for and organised both travel and accommodation. Note that hotels nearby the venue might get booked up so make sure you have plenty of time and options when taking care of this. That way you’ll avoid stress.

2. Sign Your Venue Contract

Be sure you’ve signed a contract with the venue to avoid surprises on the day. Have a look at our helpful venue contract checklist.

3. Get All Supplier Contracts Signed and Finalised

Same as the above of course applies to suppliers too.

4. Investigate Logistics on Permits, Insurance and Licences

Permits can be expensive and time-consuming to acquire. When planning for any kind of event, it’s important to interview a number of different local agencies that might have jurisdiction over your type of event. That way you can secure the necessary permits in advance and avoid paying fees upon arrival at the venue. At most venues they’ll be able to tell you what applies to your event.

5. Taste and Finalise the Menu.

While you’re busy planning your summer party or event, it’s easy to overlook the fact that your menu will have a significant impact on the success of your event. Choosing a well-balanced menu is less of a science and more of an art, but it’s important to do things right.

6. Finalise the Decorations

When you make the final calls regarding your decorations, keep in mind that the decor is what hopefully will make it to everyone’s feeds. Make it fun, quirky, and instagramable.

7. Finalise the Photography Arrangement

As mentioned before, having a good photographer is a must for your event to keep bringing value even after the last barrels have been emptied. Be sure to confirm the booking with your photographer in good time before the doors open to the party of the year.

8. Confirm the AV Equipment

Get the final confirmations on AV equipment.

9. Finalise the entertainment.

Make sure you’ve confirmed the entertainment for the night. No party without good entertainment.

10. Finalise All Setup Arrangements

Stay in touch with the venue you’ve chosen and finalise all setup arrangements.

11. Request Logos and Materials From Sponsors for Printed Material

Get the materials and logos from your sponsors in good time before the event. this way you’ll be able to plan for it when decorating the space.

12. Produce and Order All Printed Material

Don’t forget your own printed material. You don’t have to be a designer to produce some material that will personalise your event and make your brand name pop in everyone’s stories.

13. Review the Guest List

Let’s be realistic, people are bad at RSVPing, but don’t let that stop you. Make sure you’ve documented everyone who’s already said they’re coming to keep track of them.

1 Month Before the Big Day

You’re closing in on the big day and hopefully, you’ve done it all right up to this point so there’s no stress. Time to start getting your guests and yourself in party mode.

1. Remind Your Guests

It’s been a while since you sent out your invitations so it’s time to send out reminders to guests that’s confirmed they’re coming and chase the ones that haven’t. Take this chance to hype up your guests and create some excitement.

2. Confirm Travel and Accommodation

Make sure none of your guests will get stranded by confirming all travel plans and hotel bookings.

3. Finalise the Event Schedule

Time to add the final touches to the schedule and double-check that it all makes sense.

4. Brief Everyone on Duties and Event Timings

Give everyone involved the brief for your event and make sure people know and are happy with the schedule for the day.

5. Finalise the Seating Plan

Make sure to make and finalise the seating plan if you’re planning for a sit-down event.

6. Finalise Printed Materials

Time to finalise all your printed materials, make sure it’ll all be delivered in plenty of time before your summer party.

1 Week Ahead of the Summer Party

1. Get Everyone Involved to Confirm the Details

Get all involved organisers to meet and confirm the event details. Arrange backups for ‘worst-case’ event scenarios.

2. Provide Final Guest Numbers to Your Caterer

Get the final numbers to the caterer so you don’t end up paying for food you won’t eat, or even worse run out of canapés.

3. Finalise Presentations

Planning for some presentations and speeches? Then it’s high time you finalise the agenda and what everyone is going to say. Email all speakers and get them to confirm they’re still up for the task.

Summer party planning checklist 1 day ahead

It’s just one day before your summer party and it’s time for the very last touches. After having done this you’ll be able to run a smooth and easy event.

1. Confirm With Any Media Attending

Get some control of what press your event is going to bring by confirming all the details with media attending.

2. Set Up the Event Space

Time to start setting everything up in your event space. You might have to do this on the actual day as the venue could have other bookings the day before.

3. Finalise Arrangements for Dismantling the Event Decor

The big day is almost here and the last thing you’ll need to prepare is arrange for dismantling decor and event furniture. Now you’re all set!

For more advice on how to plan the perfect summer party, take a look at our detailed blog post here. Alternatively, if you’re ready to start your venue search, take a look at our summer party venues.