How To Host a Company Summer Party | 8 Steps
Summer is the perfect season to celebrate your company’s hard work and success. There’s no better way to achieve that than hosting a company summer party.
A well-executed corporate summer party not only boosts employee morale but also fosters a sense of camaraderie, creating a more productive and unified workforce, as well as being an excellent way to reward your employees’ hard work and celebrate your company’s success.
That being said, organising a company summer party requires a lot of preparation as well as logistical organisation due to the need to bring so many different event elements together.
Therefore, in this blog, we will be telling you exactly how to host your very own company party, as well as all the different event services you may want to consider.
Table of Contents
Step 1: Set Your Corporate Summer Party Objectives
Step 2: Logistics For your Corporate Summer Party
Step 3: Corporate Summer Parties Design
Step 4: Corporate Summer Party Venue and Date
Step 5: Summer Entertainment and Immersive Experiences
Step 6: Consider a Festival Themed Company Summer Party
Step 7: Style Up Your Event Space
Step 8: Capture the Moment
Tips For Hosting Your Own Company Fun Day
All You Need For Your Corporate Summer Party
Step 1: Set Your Corporate Summer Party Objectives
As mentioned, there are multiple different components and event services you’ll need to consider booking for your company’s fun day.
Firstly –
Why are you hosting a corporate summer party? Team building, celebrating success, morale boost?
Before you start booking anything, you will want to thoroughly plan your corporate summer party ideas and logistics based on the objectives behind your event.
By asking yourself the questions below to help understand the exact requirements of your event, you will be able to get a good understanding of your priorities and budget.
- How many attendees will there be?
- What are the interests and ages of my audience?
- Company fun day activities and entertainment
- Will it be outside or inside?
- What are my goals for hosting this event?
- How long will the event be?
By starting to outline these details, you can build out a list of elements you must budget for and what takes priority.
Why not take a look at our previous company fun days and parties to get an idea of the type of event you might like to host?
Step 2: Logistics For your Corporate Summer Party
We understand that coordinating the logistics for a company’s summer party is rarely straightforward.
There are so many different logistical elements you’ll need to consider in the planning process. From managing the site to staffing, ensuring the running order is smooth, to making sure all your suppliers are organised and managed.
Here are some key logistical elements to consider when planning a company summer party:
- Venue access and permissions – Site visits, permits, and access points for suppliers
- Power supply and technical requirements – Generators, lighting, PA systems, AV setup
- Toilets and welfare facilities – Quantity, location, and accessibility for guests and staff
- Running order and event schedule – Timed plan to coordinate entertainment, catering, and activities
- Health & safety planning – Risk assessments, first aid provision, security, and crowd control
- Supplier coordination – Delivery schedules, setup times, point of contact for each vendor
- Transport and parking – Shuttle services, guest parking, logistics for suppliers
- Signage and guest wayfinding – Clear directions across the event space for a smooth experience
- Contingency planning – Backup plans for bad weather, supplier issues, or unexpected delays
There are many challenges to organising an outdoor event, especially if planning corporate summer parties (or any event for that matter) isn’t your full-time job.
That’s why it is essential to hire the right event management company to ensure an exceptional guest experience. At Julia Charles Event Management, we pride ourselves on our attention to detail, including venue selection, design, theming, transportation, and setup.
With our comprehensive company event management services, you can be confident that every aspect of your event will run smoothly and efficiently.
Step 3: Corporate Summer Parties Design
Creating a visually stunning and immersive environment is crucial to hosting a successful company summer party.
We recommend coming up with a clear vision and concept for your event involving a coherent summer theme that your audience will connect with. With this element, you can even add an event story timeline for your guests to immerse themselves in your brand and guide them through different zones or experiences.
Some of our favourite themes for summer corporate events are:
- Enchanted Garden
- White Party
- Jungle
- Festival Theming
- Black and White Theming
- Alice in Wonderland
- Circus and Carnival
Our creative team specialise in providing bespoke themes which you can also mix and match to create a unique twist so your event is truly unforgettable!
You’ll also want to consider how each of the different elements ties into one another, for example, do your marque decorations match the outside decorations? Is your entertainment and catering complimentary to your overall theme?
The crucial event must have….
Furthermore, it is not just the visual elements of your event design you’ll want to consider, but also the practical side of your event design.
Does the layout make sense, are the toilets set up in the right place, and have you got the right power sources? All of these elements must be considered with careful company party management.
Whether you want a traditional company fun day or a more elaborate corporate festival, we have the expertise and resources to bring your vision to life.
Step 4: Corporate Summer Party Venue and Date
Once you have an idea of your summer party theme, you can start to look at suitable venues to host your event.
Initially, you will want to consider venues with appropriate outdoor space as this is a summer event, however, you could also think about indoor venues that have summery interiors such as marquees, orangeries and conservatories.
Indoor vs Outdoor Tips
Outdoors –
- Greater flexibility for large guest numbers and festival-style theming
- Ideal for inflatables, funfair rides, and open-air performances
- Requires weather contingency plans (e.g. marquees, indoor options, or date flexibility)
- Consider access for suppliers and guests, especially on grass or uneven ground
- Ensure power, toilets, and lighting are adequately planned for outdoor settings
- Check for permits, noise restrictions, and public access limitations
Indoors –
- More controlled environment – no risk from unpredictable weather
- Better suited for AV-heavy setups, luxury decor, and immersive lighting
- Limited space may restrict large-scale activations or certain entertainment options
- Easier to manage logistics like parking, catering, and restrooms
- Can often be more accessible for guests and suppliers with reliable infrastructure
- Ideal for formal dinners, awards ceremonies, or high-tech experiences
As for a date, try and pick the best time when the majority of colleagues will be available to attend, that means no summer holidays. It’s also best to choose your day and time based on your activities. If this is a day-to-night celebration party, you will want to think about the next day being free!
Step 5: Summer Entertainment and Immersive Experiences
No company summer party is complete without premier-level entertainment.
When planning your company’s summer party entertainment, you will want to consider live entertainment and attractions that fit your theming and audience’s interests. From captivating acrobatic walkabout performers to fun team-building inflatables:
- Walkabout Performers
- Arena Shows
- Inflatable Hire
- Funfair Rides and Attractions
- Bespoke Shows and Productions
Check out our family fun day entertainment page for lots more ideas and inspiration on what entertainment you may want to book for your company’s summer festival!
Go virtual…
But why stop there? Audiences are now looking for new interactive experiences that can be the talking point of your corporate summer event!
We suggest virtual reality, including metaverse gaming, escape rooms and immersive team-building events that will not only engage employees but leave them wanting more.
From live bands and DJs to stunning LED dance acts, our entertainment options cater to a wide range of interests and preferences. We are also experts at tailoring entertainment to suit your event’s theme, ensuring a cohesive and immersive experience for your guests.
Activites…
As well as entertainment, you will want to consider any activities, take a look at our Outdoor Activities and challenges here or for something a bit different, take a look at our unique company team building activities.
If you would like to discuss your corporate summer event entertainment, just get in touch.
Step 6: Consider a Festival Themed Company Summer Party
Festival-themed parties are becoming increasingly popular among blue-chip corporates.
These events offer a unique and exciting way to engage employees and celebrate the company’s achievements.
At Julia Charles Event Management, we excel at creating one-of-a-kind corporate festival experiences that perfectly align with your brand and goals.
Our festival event services are designed to provide a full-scale, immersive experience that will leave your employees buzzing for weeks.
What’s more, a festival-themed event is ideal for indoors and outdoors, so there are no limitations on scalability and location.
Step 7: Style Up Your Event Space
Key to planning your corporate summer parties is choosing the right venue styling to match your theme and entertainment!
Guests will want to be immersed in your party space, from the entrances to the seating and the food stalls – everything matters.
Transforming your summer event space begins with a theme, but then you have to consider all the event production elements, outside spaces in particular require a particular expertise to create a more intimate and personal experience.
Whether it’s creating hidden corners, immersive zones or adding in marquees and structures, you will want to have expert event knowledge to bring the space together.
Top Tips for Styling Your Summer Event Space
- Start with a strong theme that guides every styling decision, from decor to entertainment
- Create a journey – design your event space so guests move through different immersive zones
- Use entrance features (like arches, signage or lighting) to set the tone from the start
- Incorporate layered styling and branding with furniture, props, draping, and floral to build atmosphere
- Think about the guest experience – are there chill-out zones, photogenic moments, and shaded areas?
- Match styling with functionality – lighting, power, and shelter should feel part of the design
- Use marquees, stretch tents or pergolas to add intimacy and define different spaces outdoors
- Don’t forget night-time styling – lighting can transform a space once the sun goes down
- Work with experienced production teams to ensure everything looks polished and feels seamless
Step 8: Capture the Moment
Make sure you capture every moment at your company’s summer party with shots of guests enjoying the festivities.
From candid shots of guests from photographers, to photo booths and branded installation backdrops, there are plenty of ways to immortalise those moments.
You can then take these images and use them for future internal communication, social media and even marketing campaigns for future events and working with your team.
Tips For Hosting Your Own Company Fun Day
Here at Julia Charles Event Management, we know a thing or two about how to organise a successful company summer party. Therefore, we have included some of our top tips on how to make your next company summer event a success.
Do’s
- Ensure you have planned everything in advance
- Make sure you have a clear understanding of who will be attending
- Set out a clear end goal
- Pick a theme that will resonate with your target audience
- Carefully consider activities and entertainment to suit all attending
- Consider location- is it convenient and sustainable?
- Make sure you have the right team running your event
- Hire reputable and reliable suppliers
Don’t
- Rely on good weather- have a backup plan
- Forget to feed guests! Catering can make or break your event
- Miss out on the opportunity to incorporate your brand
- Forget to monitor who is attending and track event success
- Miss out on the opportunity to get some great pictures – take a look at our photobooths
- Assume that everyone knows what they’re doing, be detailed in allocating out tasks and responsibilities
Remember to be creative! We can help your corporate summer event stand out. Take a look at our creative outdoor event guide for further inspiration.
All You Need For Your Corporate Summer Party
We hope the above information has helped you start to formulate how to plan your own company summer party; however, if you would like to bring in a team of experts, we are on hand to help!
Julia Charles Event Management is your one-stop shop for creating a spectacular company summer party. Our unique selling proposition lies in our ability to provide everything you need for your event, from logistics and staffing to design and entertainment.
Our dedicated team works tirelessly to create unique themes and provide all the event services you need, ensuring that your company’s summer party is a resounding success.
With the help of our corporate event services, hosting a company summer party has never been more fun, straightforward, seamless and memorable for clients and guests!
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