Holding your corporate event in the summertime offers many unique advantages. The months from May to September offer the promise of warmth, colorful surroundings, and the chance to be outdoors. By taking advantage of the season’s best features, you can create an experience that is memorable and unique and provides your attendees with a welcome change to the traditional event setting and atmosphere (indoors, in suits and ties).
Here’s what you need to do to make your summer event successful!
Get the Word Out Early
Holding your event in the summer is a great idea, but you’re not the only one who thinks so. You’re likely to face fierce competition on many fronts. Venues, entertainment, and vendors from florists to speakers fill up early during the summer season, so you’ll want to snag the setting and entertainment aspects you want before someone else does.
The summer can be a busy time for your attendees as well. Months ahead of time, they’ll start planning vacations and receiving wedding invitations. The earlier you reserve your event date and let them know about it, the better your attendance will be.
When it comes to summertime events, it’s essential to work with an event planner and get save-the-date information out as soon as your schedule is firm, giving careful thought to whether you want to hold your event on a weekday or on the weekend. If your goal is to be family-friendly, a weekend event is likely to draw the highest attendance. If your invitations are only for employees and colleagues, weekdays (or nights) are your best bet.
If You’ve Got It, Flaunt It
There’s no reason to be subtle when planning a summertime event. Whether you’re working toward a corporate picnic or an elegant nighttime soiree, summer is a season when people feel free to kick back, relax, and have fun, so celebrate!
When you’re planning your event’s activities, celebrate the opportunity to be out in the open air. Complement business with the pleasure of:
• An afternoon round of golf
• Spending some time with business partners cruising the water from the comfort of a private yacht
• A picnic in the park as the sun sets
The more enjoyable the activities, the more memorable and successful your summer event will be.
Plan for Bad Weather
Summer storms can crop up unexpectedly. No matter how perfect your sunny outdoor event is shaping up to be, make sure you also have an alternative indoor activity ready. If you’re holding an event outdoors at a hotel, restaurant, or similar venue, ensure there’s a covered areas where your festivities can continue should some drizzle come down. This is also a good way to provide shade for events should they get a little too sunny!
Fortunately, most places that offer lovely outdoor spaces are usually prepared to move your event indoors at a moment’s notice. Just be sure you speak to the owner or manager about their availability beforehand.
If you’re planning a day at the park or an outdoor barbeque, you definitely need to have a Plan B. Can the celebration be shifted to someone’s house or a nearby event hall?
Anticipating bad weather and developing an enjoyable indoor plan ensures you have options and your event will shine no matter what.
Summer offers unique options for making your corporate event stand out among the rest. Do your due diligence in the winter and spring to ensure you throw an event everyone will remember.