How to Plan a Summer Party (Without the Stress)
1. Set a Clear Goal for the Event
First, ask yourself. Why are we doing this?
Is it to reward the team?
Boost morale?
Entertain clients?
Celebrate a milestone?
Once you’ve got a why, the rest of the decisions get a lot easier. If it’s about team bonding, for example, you’ll want something interactive and fun (like a live game show #ItsShowTimeLondon).
2. How Do You Want People to Feel?
I always ask this. It helps so much.
Close your eyes and picture it. What does it look like in your head?
What are people saying to you?
Are they blown away?
Do they feel like they’ve learnt something?
Are they laughing about something that happened?
What do you want them to say to you afterwards? That was the best night ever or You’ve outdone yourself
Once you get that bit, how you want them to feel, the rest of the party comes easier too.
3. Pick a Date That Works for Most People
This is often the hardest bit because people’s calendars can be chaos.
Avoid busy periods like month-end
Give people plenty of notice
Consider a weekday, rather than an evening. You’re more likely to get everyone then
Give yourself a break. Not everyone can come and you’ll upset someone with the date, but just plant your flag in the sand
4. Choose the Right Venue
London has loads of great venues. You’ll need one that fits your vibe and your numbers
Intimate team night? A private room or smaller venue works
Big staff party? Look for somewhere central and easy to get to
Something special? Have a think about the home counties. 35 mins outside London and you’re in places that have roaming fields, fresh air and lovely old mansion houses
Pro tip. Make sure it’s close to the train station links and if it’s a late one, think about nearby hotels
5. Sort the Entertainment
This is where the fun happens. (Jim rubs his hands together) This is the bit where you can make the event really memorable
If you want people talking about it afterwards, ditch the pub quiz, karaoke or Flight Club
Try something interactive like a live game show experience. Fast-paced, competitive, completely unique and a guaranteed laugh
(At Show Time London, we bring the game show to you. Your team stars in the show, minus the gold suit, and we handle everything. Even you can play)
6. Food and Drink. Keep It Simple
You don’t need to overcomplicate it
Buffets, sharing platters or food stations work well for mingling
Dietary options. If someone doesn't like garlic, that’s their problem. But Halal, vegan, nuts etc... you gotta get them in early
Drinks packages can keep things easier on the budget and the bar queue. Most venues offer that
7. Communicate Clearly (and Often)
Once you’ve got the basics sorted, make sure everyone knows
Where to be
When to be there
What they need to bring (or not bring)
A few reminders in the run-up don’t hurt either
Make a few posts with Canva. It’s free to use and really gives your event some sparkle
8. Ditch the Work
Honestly, people want the summer party to be just that. A party
Ditch the end-of-year review
Don’t run a team-building session that’s all how we make the customer happy or whatever drab thing you’ve been told to do
It should be a time to completely relax, switch off and enjoy themselves
You’ve worked hard all year. This is the time to let your hair down (or what’s left of it). No flipcharts, no KPIs, no actionable takeaways. Just good food, great fun and a well-earned laugh
9. Let Someone Else Handle the Details
If you want to actually enjoy the night instead of running around like a blue arsed fly, get someone else to run the event on the day
Many venues and entertainment providers (like us) handle all the logistics
You just show up, relax, and take the credit for organising a brilliant night
