Corporate summer party planning: a timeline and checklist

As early as you can

• Agree the budget and who signs it off.
• Set your likely guest numbers and two or three possible dates. Weekday evenings in June and July are the most requested, so have a second choice ready.
• Decide the kind of party: a drinks reception, dinner, activities, or a mix. Our ideas page can help.
• Shortlist venues by group size and area, and check availability.

Three to four months before

• Visit your top two or three venues, ideally at the time of day your party will run.
• Compare like with like: what each price includes, the minimum spend, finishing time and the wet-weather plan.
• Book, and check the deposit, payment dates and cancellation terms before you sign.
• Send a save-the-date so people keep the evening free.

Two months before

• Choose the food and drink package. For outdoor venues, food stations and BBQ menus suit a standing crowd better than a formal dinner.
• Book entertainment or activities: a DJ, games, a band or a host.
• Ask about accessibility and step-free access for anyone who needs it.
• Send the invitation, with the venue, timings and how to get there.

One month before

• Collect dietary requirements and share them with the venue.
• Agree the running order: arrival drinks, food, any speeches, entertainment, last orders.
• Confirm who is responsible on the night, and exchange mobile numbers with the venue's event manager.

One to two weeks before

• Give the venue your final numbers. Most charge for the number you confirm, so do not leave people on the list who have dropped out.
• Recheck the weather forecast and the venue's plan if it rains.
• Send a reminder with travel details and the finish time.

Short on time?

If your party is less than three months away, it can still be done, especially for smaller groups or midweek dates. Send us your brief and we will check which venues are still free on your dates.