Winter festivities may be on the horizon, but now is the perfect time to plan your company’s 2025 summer party.
Getting a head start allows you to secure the best venues, suppliers and rates, ensuring an unforgettable event that has a positive impact on your organisation and makes everyone feel included and valued.
Our expert Reed & Mackay Events team has shared essential tips for creating a successful company party for summer 2025.
1) Find the perfect venue
Choosing a venue that suits the event’s purpose and audience size can be a challenge. And it’s important small details are not overlooked. For outdoor events, it’s important to have a back-up plan in case of bad weather. Adequate seating and shaded areas are essential for warm days, while accessibility features – such as ramps and restrooms – are crucial for inclusivity. Also, ensure your venue meets health and safety standards.
2) Know your audience
A summer party can have different meanings for different individuals. Therefore, it’s crucial to collect information about guest preferences, and consider company culture, prior to booking.
Consider options such as Tower Suites – which offers sweeping panoramic views of London’s skyline including the Tower of London – or The Silver Sturgeon for a luxurious cruise down the River Thames. If your guests want to escape the city, the charming Great Fosters hotel delivers royal history and 50 acres of gardens and grounds.
3) Consider live entertainment & team building
Add energy to your event with live entertainment or team-building activities. Options such as live bands, magicians, comedians or guest speakers can create a lively and enjoyable atmosphere. Team-building activities such as lawn games, art classes, VR experiences or cocktail-making workshops are great for encouraging engagement. For something unique, try ‘it’s a knockout’ inflatables or host a talent show to bring everyone together.
4) Prioritise employee wellbeing
Prioritise employee wellbeing throughout the planning process. Start by considering the timing of the event – if it begins early, consider offering accommodation options for those who may need it. Incorporate activities that promote physical wellness, such as a step challenge or a midday workout, to keep energy levels high.
For larger gatherings, provide quiet areas where attendees can take a break and ensure the schedule allows regular breaks. Offering healthy food and drinks made with natural ingredients is another simple way to support wellbeing. Finally, gather feedback after the event to evaluate its impact and identify areas for improvement.
5) Book the right event catering style
Your catering should align with the goals and tone of your event. Food stations or food trucks offering fresh, globally inspired dishes encourage mingling and help reduce waste. For formal events, family-style meals or tasting menus can add elegance. If you’re opting for a countryside venue, ask if they use locally sourced ingredients to support sustainability.
6) Include diversity and inclusion champions
Creating a planning committee with representatives from various departments, backgrounds and levels of experience can help ensure your event incorporates diverse perspectives. Request the support of team members who are trained in diversity and inclusion.
To support inclusivity, provide a wide range of non-alcoholic drinks, along with teas and coffees. For summer events, consider adding iced drinks and herbal tea options – these thoughtful details can make all the difference in creating a welcoming and enjoyable experience for everyone.
7) Provide a change of scenery
If your office is in the city, consider taking the event to the countryside for a refreshing change. If you are picking a more rural location, look for venues with good transport links or onsite parking and consider encouraging carpooling to reduce carbon emissions.
8) Keep communication coming
Keep all attendees well informed about the event. This includes schedules, dress codes and FAQs. For larger events, Reed & Mackay’s Event Tech team can create a custom website, registration platform and event app so you can communicate with attendees throughout the event.
9) Include downtime and networking
With hybrid working now common, providing time for employees to connect and relax is essential. Schedule informal breaks and networking sessions that encourage collaboration in a relaxed setting.
10) Bring the fun to the event
To make your event truly memorable, add themed touches like Hawaiian or festival themes woven throughout the décor, food and entertainment. Consider surprise elements, like a popular band, a flash mob or a mystery guest speaker to wow attendees. Personalised gifts or unexpected treats on arrival can also elevate the experience.
11) Capture the memories
Capturing high-quality photos of your corporate event or office party is essential. They document important moments and help promote brand identity. They also create content for future campaigns.
Did you know…?
Reed & Mackay clients are assigned dedicated event managers, who can help with everything from venue finding, entertainment and catering to negotiations with suppliers and in-depth reporting on travel costs, connectivity and CO2 analysis.
Get in touch
Mail hello@reedmackay.com to discuss all of your corporate travel and event management needs.
