Tips For Planning Your Next Summer Event

10 Tips For Planning Your Next Summer Event

Along with the warm weather come lots of summer activities! To help make planning a bit easier, we’ve compiled our top 10 tips for planning a summer event.

1. Think about your goal

Whether you’re celebrating a milestone or introducing a new product, your event should have a clear goal. Taking time to define a specific purpose will help filter your planning and keep you on track.

Ask yourself about the objective of the event. What do you hope to accomplish? Are you seeking camaraderie between employees, awareness of a new product, or fundraising? Answering questions like these will help you set your focus.

2. Select a venue

One of the most stressful parts of planning an event is finding a good location. Trying to find a space that meets all of your requirements can prove to be difficult, especially given venues book up quickly. If you’re struggling to find a spot, call us so we can help you find the perfect one! With years of experience in the industry, we know of every venue around town.

When it comes to choosing a site, here are a few quick tips:

  • Make sure there are ample restrooms. Bathroom incidents can definitely put a damper on a party!
  • If your event is during the day and outside, make sure there is enough shade. Coverage from the sun will help keep guests cool and comfortable.
  • If the event is inside, ensure there is plenty of space for everyone. Not only will it keep the room from feeling cramped, but it will also help keep noise at bay.

3. Let people know about the event as soon as possible

Starting your planning early is vital when it comes to summer events. People tend to book out their summer months well in advance, so the sooner you can send out invitations, the better. Let people know a month or two before the occasion to give them enough time to plan.

4. Prepare for all types of weather

Weather might be unpredictable, but that doesn’t mean you can’t arrange for it. Think about all the weather possibilities and what you can do to work out details in advance. Will the temperature be above 80 degrees? Having misters and plenty of water available can help offset the heat. Is there a chance of rain? Select a venue that is indoors or has enough shelter for everyone to stand under.

5. Choose a menu

When it comes to food, we recommend choosing lite bites that include plenty of local and seasonal ingredients. Have a few classic plates that everyone enjoys, but mix in some unique options for people to expand their palates!

6. Have more than enough water

Events held during the dog days of summer call for an overload of water. If your venue has access to a faucet or spigot, this should be fairly easy to plan for, although we do recommend bringing plenty of ice so you can offer cold water! If you are going to provide water bottles, plan on two to three 16-ounce water bottles per person. This might seem like a lot, but it’s better to be overprepared.

And speaking of liquids, make sure not to over-serve alcohol at the bar. Limit guests to a specific number of drinks by handing out punch cards.

7. Have security in place

Having safety guards doesn’t necessarily mean having police officers standing at every entrance. It can mean simply hiring a couple of chaperones to roam through the event and make sure everything remains under control. Having some sort of security can help people feel at ease and keep things running smoothly.

8. Plan lots of activities

For activities, we recommend arranging one or two per age group. Younger children are fairly easy to please, but it can be trickier to find something for older kids. If you’re stuck and out of ideas, check out our rental page for endless, fun options.

9. Plan events during the week

This might not be something you think of! When choosing a date for your event, consider a weekday – not everyone appreciates attending work events on their days off.

10. Help preserve memories

You want people to remember the event and make fond memories. Photo stations are a great way to send people home with a keepsake, not to mention they’re fun for all ages. You can also make goodie bags or thank-you items for guests to grab as they leave.

Still stuck?
If summer event planning has you stressed, take a load off your plate by letting us take care of it for you! Whatever type of summer party you’re coordinating, we can hash out all of the details to make it a success. Here at Fun Productions, it’s our mission to make your summer bashes a blast!