TIPS FOR PLANNING A CORPORATE EVENT IN THE SUNSHINE
While the UK bathes in the warm glow of spring, it’s the perfect time to plan an outdoor corporate event. Make the most of the balmy temperatures, let your team soak up all that vitamin D, and watch the joy and motivation multiply.
If it’s a summer soirée, product launch, networking cocktail hour, or outdoor awards and recognition event, the sunshine offers a golden opportunity to combine business with some time to bask in the rays.
But as with any party, rain or shine, perfection is in the planning. TLC’s complete step-by-step checklist and tips for organising a corporate event in the sunshine is here.
SECURE THE RIGHT VENUE
The first point on the event planning checklist is finding the right venue. And if sunshine is on the agenda, it’s even more vital that you strike gold. Choose a venue with outdoor spaces to help you make the most of the weather. Bonus points for those with a luxe aesthetic: rooftop terraces, private gardens, courtyards, or coastal decks.
Other things to check for in your venue recce include:
- Shade—Is there a place to escape if the temperatures soar? Nobody needs guests who are too hot and bothered—or worse, sweating and sunburnt.
- Power sources – Everything is possible with the right AV team, but you need power unless you’re going unplugged. Is it accessible in the outdoor space? Ideally, without a maze of wires and trip hazards.
- Ambient lighting – what happens when the sun sets? Is there mood lighting to allow the party to continue? From a guest’s perspective, a quick transition to a harsh ‘big light’ is unlikely to be a fun one. It is far better to include fairy lights, candles, and subdued lighting to take the sun’s place.
- Guest flow – there’s nothing worse than a cramped, overused staircase or a venue where the bathrooms are three floors down. Check the flow. Are you likely to lose guests to pockets of space outside the main party area, or because they can’t find their way back? Where do you naturally veer towards in the space? It’s likely your guests will follow.
Credit: Decoy Media
Pro Event Planner Tips: To maintain a premium experience, opt for venues that offer exclusive hire or semi-private zones.
Can you think outside the box for venues that maximise the warm weather? How about a yacht or catamaran to take your party on the move? Or a glasshouse or orangery to feel the benefits of the rays with some added cover.
SOPHISTICATED SEASONAL MENUS
Light bites, fresh and zingy salads, and lots of drinks should be on the menu to keep things lively and upbeat at your sunny party. It’s a terrific opportunity to mix up the catering and offer a casual approach. BBQs are the obvious choice, but why not mix it up and have a picnic on the lawn, with luxuriously packed individual picnic baskets? Or offer small plates and tapas served as guests mingle.
Cocktails and mocktails are a welcome sight in the sunshine. Can you create a ‘signature serve’ for your event? Utilise the names of your brand or themes for the day. Bonus points for frozen cocktails—Sgroppino, frozen margaritas, and f’rose bars are all fabulous cooling options that add an extra layer of luxe to your corporate event.
Summer menu tips:
- Offer fresh, light, beautifully plated dishes using seasonal produce.
- Include grazing stations or chef-led food bars for interaction.
- Create a signature summer cocktail or spritz.
Pro Event Planner Tip: Schedule service to keep cold items perfectly chilled and drinks constantly refreshed. It’s all about a seamless event; guests should never actively seek refreshments.
DELIVER BUSINESS WITH POLISH
Speeches, ceremonies, and even fun need to be thought through. Performers and keynote speakers will be less effective when squinting and without the right tech. And though the sun can shine on most things, your event must feel well put together.
Tips for delivering a business or corporate event in the sun, is to include the following considerations:
- Provide shaded areas for presentations or speeches. A sail, marquee, or canopy will do the trick, but be sure to get up on stage and see what they’re seeing. Be mindful of how the sun travels in the sky, too. What is cool and shady in the morning could be blinding and uncomfortable by lunchtime.
- Use quality AV. Wireless microphones, stylish staging, and discreet screens all make a flawless event. Being outside can scramble acoustics, so your AV company should be able to advise on how to create the ideal sound solution.
- Offer elevated seating like linen-covered banquettes or branded deck chairs.
- What’s a suitable dress code? Agree a dress code for attendees. Are you happy with shorts, or do you still want to be more formal despite the hot weather? These are things your guests need to know at a corporate event.
Pro Event Planner Tip: Create breakout areas with luxury outdoor furnishings for informal networking and one-on-ones. You can hire this service to keep costs down and ensure sustainability.
REFINED SUMMER STYLING
We’re talking Amalfi coast effortless sunshine chic. Think flowing linens, rattan textures, soft florals and pastel palettes.
Or take it to the other extreme with some exotic Moroccan influences, plaster shades and terracotta with bright pops of jewel tones or azure, blue. Whichever you opt for, choose a colour scheme that complements the natural light and creates a warm, welcoming space.
Pro Event Planner Tip: Use floral installations or a floral canopy draping to make a visual statement without overwhelming the space.
COMFORT AND STYLE COMBINED
Offer premium sun protection with stylish parasols, branded fans, facial mists, and SPF stations. Ensure a continuous supply of water throughout the day, infusing it with twists of lime, mint, cucumber, or berries.
Elevate the luxury experience by personalising it for guests. Incorporate branded or monogrammed fans. These small details enhance comfort and create Instagram-worthy moments.
Pro Event Planner Tip: Have a backup plan!
Well, it’s the UK, and the weather may change at any minute, so ensure you also have backup options (indoor or covered areas) in case of a downpour.
Want to learn more about why the UK is currently basking in sunshine? This article has a little more insight: https://www.bbc.co.uk/weather/articles/cly507egz2zo
Looking for branding inspiration for your corporate event? Look no further, the Business Desk has some tips for you.