Now is the ideal time to start planning this year’s summer outdoor company event!

Whether you aim to host an awards ceremony, a product launch, a family fun day, or a team-building day, finding the perfect event space and organising an event requires careful time management and planning.

Here are our top tips to help you successfully plan and organise your summer event.

VENUE

Choose the right venue!

Choosing the right venue takes time and there are several factors to keep in mind:

Venue Size: A crucial aspect to consider.

An excessively large venue may make your event seem empty, whereas a venue which is too small may lead to overcrowding.  Consider the expected number of attendees, seating arrangements, catering options, as well as any entertainment you plan to provide.

Location: Consider the accessibility of the venue and where attendees will be travelling from. If participants are travelling from all over the country, it’s important to select a central location close to road and rail links. Additionally, you may want to consider whether the venue is close to hotels.

Parking: Is there enough parking for all guests? Is it easily accessible to coaches, minivans and cars?

Ambience: Consider the overall appearance and atmosphere of the venue. Does it match your vision and the purpose of the event?

Accessibility: Does the venue meet all of your accessibility requirements?

Flexibility: Does the venue offer flexibility? Are you opting for dry-hire or wet-hire?  With dry-hire you’re simply renting the space giving you the freedom to use your own caterers, equipment and services. Whereas wet-hire includes additional services which could include assistance with running the event, catering, staff and other equipment too.

BUDGET AND TIMELINE

How much can you spend?

When setting a budget consider your requirements and be realistic.

A realistic budget will help ensure your event is executed smoothly and provide you with a structured framework which will enhance efficiency and help control expenditure.

Create an event budget sheet. This will serve as a financial blueprint outlining all expenses and, if relevant, any income.

Categorising your budget can help. Some common event requirements are:

• Venue Hire
• Audio-visual equipment
• Catering
• Marketing and Promotion
• Entertainment
• Signage Requirements
• Insurance and Event Permits

Gather quotes for the various costs involved, and remember to include a contingency fund, it’s surprising how many unforeseen circumstances can crop up.

Regularly update the budget with actual expenses and continue to monitor your budget throughout the event.  

PERMITS

Check with local authorities to see whether a permit is required. For smaller events, under 500 people, a TENS licence (Temporary Event Notice) may be required.  For larger events you may need to apply for a premises licence. 

BE WEATHER READY

Summer is a great time to host an outdoor event, but we all know that the British weather is far from reliable.  Have a contingency plan for both wet and hot weather.

Are there any shady areas or indoor spaces available which would offer protection from the weather? If not, consider whether there is enough room for a marquee or pop-up shelter.

If your event includes outdoor activities don’t forget to create an alternative plan and detail how the activities could be moved or modified if the weather is wet.

Keep a close eye on the weather leading up to the event and be prepared!

Ask attendees to come prepared for adverse weather. Ensure any structures can withstand the elements.

PLAN ACTIVITIES AND ENTERTAINMENT

Plan activities and entertainment which are in line with the purpose of the event. Activities and entertainment can make an event truly memorable.  It can also foster team bonding and encourage engagement.

If you’re considering entertainment, ensure you choose entertainment that suits the theme of the event and your audience, whether it’s live music or interactive entertainment.

FOOD AND BEVERAGE

Once you’ve decided on the fundamentals of your event such as date, venue, and budget, it’s time to think about catering. Outdoor spaces lend themselves well to mobile catering vans, BBQ’s, or hog roasts. An outdoor venue can also be flexible enough to host more formal dining.

COMMUNICATION AND PROMOTION

After all the hard work you’ve put into planning and organising your event, don’t forget to invite your guests!

Create an attendee list and send out invitations well in advance. Regularly update attendees to build anticipation and communicate any changes or additional information.

Hosting an outdoor event offers a unique and memorable experience for your guests. From the fresh air to the flexibility that an outdoor space can offer. The advantages of having an outdoor event are numerous (read more about them in our blog: https://claydonestate.co.uk/the-estate/four-reasons-to-have-your-company-event-outdoors/ )

If you’re looking for a stunning outdoor venue in Buckinghamshire to bring your vision to life, Claydon Estate offers beautiful gardens, parkland and flexible event spaces available for dry-hire. Contact us at [email protected] and start planning today!