Planning a Corporate Summer Party

Planning a corporate summer party? Whether you’ve been officially assigned the task or just happen to be the most organised person in the office, it’s time to turn ideas into action. From choosing a theme to finalising the entertainment, a little planning goes a long way in creating a memorable day for your team.

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In this article, we’ve broken down the planning process into simple steps to help you organise a brilliant corporate summer party without the stress.

Let’s get started.

Know your Audience

Before you dive into the details, start by identifying who the corporate summer party is for. Your guest list will shape everything from the venue to the entertainment.

Here are three common audience types:

Employees only – A chance to thank your team and boost morale. You may or may not choose to include partners.
Employees and families – A more relaxed event that caters to both kids and adults, often with a fun, festival-style feel.
Key stakeholders – An opportunity to build relationships with clients, suppliers or business partners in a more informal setting.

The tone and atmosphere of your summer party will vary depending on your audience, so it’s worth getting clear on this early.

Estimate your headcount

You don’t need final numbers right away, but having a rough idea of attendance will help you plan effectively.

The easiest way to estimate is to look at past events. Consider your industry, company size, team demographics and culture, these all influence turnout. Final numbers usually come together in the last couple of weeks, but you’ll need a ballpark figure to book venues, plan catering and arrange entertainment.

Set your budget early

When it comes to planning a corporate summer party, the budget is often the trickiest part. It can feel like a tug of war between the people organising the event and those signing it off.

That’s why it’s important to clarify the budget as early as possible. There’s no point planning your ideal summer party only to discover it’s not realistic.

If you’re working with limited resources, the key is to prioritise. Focus your spending on what your guests will value most, whether that’s great food, live entertainment, or a unique venue.

Choose the date and time

Unlike Christmas parties, a corporate summer party gives you more flexibility when it comes to picking a date. Here are a few things to consider:

Time of year

Ideally, you want to have the party right before everyone leaves for the Summer holiday. This will change depending on who your audience is. In most cases, late spring or early summer works best.

Try not to leave it too late, or you might find people are already away. You’re aiming to strike a balance between good weather and strong attendance (although “good weather” is, of course, notoriously unpredictable in the UK and Ireland!)

Weekdays vs Weekend

Next, decide whether your party will fall on a weekday or over the weekend. Thursdays, Fridays and Saturdays tend to be the most popular.

Each option has its pros and cons. Friday and Saturday events can feel more relaxed, but guests might already have other plans. Mid-week parties can work well too, especially if your team gets the following morning off.

Midday vs Evening

Afternoon parties tend to suit family-friendly events best. Evening gatherings are often better for adult-only celebrations or when entertaining clients and partners.

Location & Venue of your Corporate Summer Party

Next, you’ll need to consider the event venue and location.

Capacity

Start with the basics. Based on your initial headcount estimate, what size venue do you need?

Location & accessibility

This is key. If you want people to attend, the venue needs to be easy to reach. If guests are unsure how they’ll get there, or more importantly, how they’ll get home, they may choose not to come at all.

Indoor vs outdoor

It’s a summer party, so an outdoor setting is usually ideal. However, you’ll definitely need a backup plan in case the weather turns.

We know both the Irish and the English tend to be optimistic about summer forecasts… Sure, it was sunny last year, so why not this year too?

Food & Drinks

When planning your corporate summer party, it’s a good idea to check the catering options while you’re researching venues. Most venues will either provide onsite catering or have preferred suppliers they regularly work with.

These events are often informal with standing service, but you can absolutely opt for a seated meal if that suits your team better.

Food

Caterers usually charge on a per-person basis rather than by the total amount of food. This can add up quickly, but it does make budgeting easier.

If you’re working with a tight budget, food planning can be a bit of a challenge. At the very least, aim to offer some finger food – guests will get peckish after a few drinks.

Smaller companies might consider asking guests to bring something along, such as desserts, to help keep costs down.

And don’t forget about dietary requirements. Make sure there’s something for everyone, including vegetarians and those with allergies or intolerances.

Drinks

As we’ve discussed previously on the blog, there are multiple ways to handle drinks. Again, drinks aren’t always compatible with a tight budget, but they are always appreciated. Options include:

Cash bar: i.e no free drinks. People pay as they order.
Drink vouchers: A popular option for limited budgets. Each person gets a set number of vouchers to exchange for drinks.
Open bar: Employees can order drinks, and the company will pay the tab at the end of the evening. Generally, you’ll want to agree ahead of time with the venue, how much money you want to spend. After that, the bartenders will revert to a cash bar.
BYOB: “Bring your own bottles”. Certain venues don’t have alcohol licenses so they ask you to pay a corkage fee instead. Whilst uncommon, it can certainly help the budget stretch further, depending on the corkage.

Pro tip: Even with a small budget, offering one free drink on arrival goes a long way in setting a welcoming tone.

Entertainment

Entertainment can make or break your corporate summer party, so it’s worth taking the time to get it right. Whether you’re after live music, walkaround performers or something totally unique, there’s plenty to choose from.

To explore the full range of options, check out our selection of corporate entertainers.

DJ

If you want to get people dancing, a DJ is your best bet. Unlike a playlist, a professional DJ can read the room, take requests, and keep the energy up throughout the night. You can hire a DJ to fit your party style, whether that’s laid-back summer tunes or a full dancefloor set.

Live Bands

Nothing beats the atmosphere of live music. A band can bring serious energy to your event, whether you’re after classic covers, modern pop or something more alternative. It’s a great way to get everyone singing along or up on their feet. Explore your options and book a live band that matches your vibe.

Singers

If you’re hosting a more intimate summer party or working with a smaller venue, a solo singer can set the perfect tone. From acoustic sets to soulful vocals, it’s a simple but effective way to create atmosphere. You can hire a singer who suits your event style and audience.

Magician

For something a little different, a close-up magician can be a brilliant conversation starter. They mingle with guests, perform mini routines and add a touch of wonder to the event. It’s an unexpected twist that leaves people talking. Make your event unforgettable when you hire a magician. We’ve also got a greta blog packed with Tips on Hiring a Magician.

Caricaturists

A caricaturist is a fun addition to any summer party. Guests can get quick, personalised portraits to take home – a unique keepsake that also keeps them entertained while they wait their turn. If you’re looking for something light-hearted, hire a caricaturist to add creative flair to your event.

Dancers

Professional dancers can bring energy, flair and a real sense of occasion to your summer party. Whether it’s a surprise performance or a themed show, it’s a great way to entertain your guests and add something memorable to the day. You could even book an interactive session if you want to get people moving. Hire dancers to bring your event to life.

Bouncy Castle

If your corporate summer party includes families, a bouncy castle is a brilliant way to keep the kids entertained while the adults relax. It adds a playful, festival-style element to the event and helps make it fun for all ages.

Top tip: Set it up slightly away from the main gathering area if possible. Some units can be quite noisy due to the ventilation fans, so a bit of distance helps keep the atmosphere balanced.

Hire a bouncy castle that suits your space and crowd.

Photography

Photographer

If you want high-quality, lasting memories from your corporate summer party, hiring a professional photographer is well worth the investment. Great photos can be used again and again, for internal comms, social media, or even your company website. Hire a photographer to capture the day with style.

Videographer

A short highlight reel or event video is a brilliant way to celebrate the day and encourage even more enthusiasm for future events. If you’re planning something special, or just want a fun keepsake, hire a videographer to document it all.

Photo booths

Photo booths have become party favourites for a reason. They’re fun, interactive, and guests love having something to take home. From classic enclosed booths to open-air selfie stations, there’s a style to suit every event. Hire a photo booth to add instant entertainment and a dash of humour to your day.

Theme

Having a theme is optional, but it can definitely add to the fun and help tie everything together. A strong theme also makes it easier to plan decorations, entertainment and dress codes.

When choosing your theme, think about the goal of your corporate summer party. A charity fundraiser will have a very different feel to a relaxed team get-together.

Need some inspiration? Check out our guide to fun corporate event themes to get started.

Activities

Activities are optional, but including one or two can really add to the fun. Most can be DIY, so they don’t need to stretch your budget, but they do help guests relax and get involved.

Here are a few activity ideas to get you started:

Team challenges – Simple games like tug of war, giant Jenga, or a scavenger hunt can bring out everyone’s competitive side.
DIY cocktail or mocktail station – Let guests mix their own summer drinks with a few fun ingredients and recipe cards.
Photo competitions – Set a theme (like funniest selfie or best team shot) and give out small prizes at the end.
Lawn games – Think boules, rounders, or ring toss. Easy to set up and fun for all ages.
Raffles or prize draws – Great for charity events or just for a bit of extra excitement.
Mini workshops – Short sessions like dance classes, drumming circles, or even basic painting can be a fun twist, especially for smaller groups.

Looking for more ideas? Checkout these articles: 23 Easy Party Games for Adults and for the younger audience: The Ultimate List of Party Games for Kids

Assemble the schedule

Now that you’ve planned all the key elements, it’s time to pull everything together into a simple schedule. As they say, the devil is in the detail.

Create an hour-by-hour breakdown of the event so everyone involved knows what to expect. That said, stay flexible, it’s completely fine to adjust things on the day if needed.

That’s a wrap

We hope you have an amazing time at your corporate summer party. With the right planning, a few creative touches, and the perfect entertainment, it’s sure to be a day your team won’t forget.