Summer is the perfect time to bring people together, whether it’s for a planning your summer party, a team-building day, or simply an opportunity to unwind and enjoy the sunshine. With warmer weather and longer evenings, a summer party creates the ideal atmosphere for boosting morale, strengthening relationships, and celebrating achievements. But where do you start? Here’s your ultimate guide to planning a summer party that will be remembered for all the right reasons.
1. Define Your Objectives
Before you dive into planning, identify the purpose of your summer party:
- Is it a thank-you event for your team?
- A client networking opportunity?
- A relaxed celebration to build team spirit?
At Bright Vision Events, we believe in creating experiences that inspire collaboration, connection, and enjoyment – values that lie at the heart of everything we do. Clarifying the objective will guide decisions on everything from the venue to the entertainment.
2. Set Your Budget
Understanding your budget early on allows you to prioritise key elements, such as venue, catering, and entertainment. Break down your costs into categories:
- Venue hire
- Food and drinks
- Entertainment and activities
- Decor and AV equipment
- Transportation (if applicable)
At Bright Vision Events, we pride ourselves on delivering exceptional value, ensuring every budget is maximised to achieve memorable outcomes for your team.
Tip: Always set aside a small contingency budget for unexpected expenses.
3. Choose the Right Venue
The venue sets the tone for your summer party, so choose one that aligns with your vision:
- Outdoor venues: Gardens, terraces, or rooftops offer a relaxed summer vibe.
- Indoor options: Always have a backup in case of unpredictable weather.
- Unique locations: Consider quirky spaces like marquees, boat cruises, or even theme parks for something memorable.
When selecting a venue, ensure it can accommodate your guest list, has the necessary facilities (power, restrooms, parking), and offers flexibility with weather contingencies.
Our commitment to creativity and excellence means we can help source and design venues that match your vision while creating unforgettable settings for your celebration.
4. Plan the Food and Drinks
Food and beverages can make or break your summer party, so aim for options that are both seasonal and crowd-pleasing:
- Buffets or BBQs: Perfect for relaxed dining.
- Street food stations: A fun, interactive option with variety.
- Refreshing drinks: Summer spritzers, mocktails, and chilled beers are always a hit.
- Dietary preferences: Ensure vegetarian, vegan, and gluten-free options are available.
We value attention to detail, ensuring every guest enjoys their experience, including thoughtful food and drink options tailored to your attendees.
Don’t forget hydration stations with plenty of water – especially if it’s a hot day!
5. Entertainment That Delights
Entertainment brings energy to your party and keeps guests engaged. Consider:
- Live music: Acoustic bands or summer DJs.
- Games and activities: Lawn games (croquet, giant Jenga), quizzes, or team challenges.
- Performers: Magicians, caricature artists, or fire breathers for a wow factor.
- Photo opportunities: A themed photo booth or fun backdrops for lasting memories.
At Bright Vision Events, we believe in the power of fun and connection to create shared moments that leave a lasting impact. Our team can tailor entertainment options to suit the unique personality of your team.
Think about the demographic of your group and choose entertainment that suits their vibe.
6. Add the Finishing Touches
Small details make a big impact when it comes to creating the right atmosphere:
- Theming and decor: Tropical tiki bar, garden party elegance, or festival-inspired décor.
- Lighting: String lights, lanterns, and uplighting can transform a space as the sun sets.
- Music playlist: Curate a summer soundtrack or hire a professional DJ.
- Branded touches: If it’s a corporate event, add your company branding subtly to signage, drinkware, or favours.
Our core value of exceeding expectations means we pay attention to every finishing touch, ensuring your summer party feels polished, professional, and enjoyable for all.
7. Create a Wet Weather Plan
British summers are famously unpredictable, so always prepare for rain! Options include:
- Booking a venue with indoor and outdoor spaces.
- Renting marquees or tents.
- Having a stash of umbrellas or ponchos for guests.
It’s better to be over prepared than caught off guard.
8. Send Invites and Manage RSVPs
Once your key elements are confirmed, send out invitations well in advance. Use:
- Digital invites (e.g., email, event platforms).
- Calendar reminders to ensure attendance.
Be sure to include all essential details: date, time, location, dress code, and RSVP deadline.
9. On-the-Day Coordination
To ensure a seamless experience, assign a team (or hire professionals) to manage:
- Setup and breakdown
- Guest arrivals
- Catering flow and activities
- AV and tech checks
Having an on-site coordinator means you can relax and enjoy the event yourself.
Bright Vision Events follows value of collaboration ensures we work as an extension of your team, coordinating every detail with precision and professionalism.
10. Follow Up and Celebrate Success
After your summer party, take time to:
- Send a thank-you message to attendees.
- Share photos and highlights from the event.
- Gather feedback to improve future events.
Ready to Plan Your Perfect Summer Party?
At Bright Vision Events, we specialise in creating unforgettable summer celebrations tailored to your team’s needs. From stunning venues to exceptional entertainment, our experienced team can handle every detail, leaving you free to enjoy the party.
Our core values of collaboration, creativity, excellence, and fun guide everything we do, ensuring your event exceeds expectations and creates lasting memories.
Hear it from our clients! –
We’ve used Bright Vision’ Events entertainment services for our corporate annual summer party two years running now and both times they have done a splendid job! The staff helping run the entertainment on the day are super friendly and help generate a good party vibe to the whole event.
The planning and communication on the build-up to the event day was informative, quick and they definitely have the best interests in heart when wanting to make the event as fun as it can be, by recommending and putting together great entertainment packages.
Also, they were very responsive to last minute changes on the day of the event, for example at our last event, they quickly adapted to a hybrid inside/outside event from a fully outdoor event, on the morning of the event day.
We would definitely be happy to use Bright Vision Events again!
Get in touch today and let’s make your summer celebration one to remember!