A corporate summer festival can be a great way to celebrate the season, bond with colleagues, and create lasting memories. However, planning a successful summer festival can be a daunting task. From choosing the right venue to organizing entertainment and activities, there are many factors to consider. Here are some tips on how to plan the perfect summer festival.
Before you start planning, define your goals and objectives. What is the purpose of the event? Is it to celebrate a successful year, foster employee relationships, or promote new initiatives? Knowing your objectives will help you make informed decisions about the event's budget, venue, and activities.
Develop a budget that covers all the necessary expenses for the event, including venue rental, decor, food and beverages, entertainment, and activities. Allocating a budget will help you prioritise activities and make informed decisions about the event's offerings. Make sure to work with suppliers who can provide cost-effective solutions within your budget.
Early planning is essential for a corporate summer festival to ensure that all aspects of the event are carefully considered and executed seamlessly. By starting the planning process well in advance, you can secure the ideal venue, suppliers, and resources, thereby avoiding last-minute stress and logistical challenges. Early planning also allows for effective budget allocation, marketing strategies, and coordination of activities, resulting in a well-organised and successful event.
The venue is a crucial aspect of your summer festival. Choose a location that matches your objectives and aligns with the event's theme. Outdoor venues like parks, beaches, or gardens can be perfect for summer festivals. However, you need to make sure to secure the necessary land permissions and ensure compliance with local regulations to avoid any legal issues. Work closely with venue owners or local authorities to ensure that all necessary paperwork is in order before the festival date. Also, consider accessibility, parking, and transportation options for your attendees.
Ensure that the selected venue has adequate water and electrical resources to support the festival activities. Consider the water supply for catering services, restroom facilities, and other operational needs. Additionally, plan for sufficient electrical connections to power lighting, sound systems, vendor stalls, and any other equipment requiring electricity to ensure a smooth and uninterrupted event experience.
While a sunny day is ideal for a summer festival, it is essential to prepare for wet weather contingencies to mitigate the impact of unexpected rain or adverse weather conditions. Consider options such as providing sheltered areas, tents, or marquees for attendees, suppliers, and performers. Create a backup plan for outdoor activities and entertainment to ensure that the festival can continue smoothly in case of inclement weather.
Proper staffing is crucial for the successful execution of any event. Ensure that you have an adequate number of staff members to manage various aspects of the event, including registration, security, logistics, customer service, and emergency response. Assign roles and responsibilities to staff members in advance, conduct training sessions if necessary, and establish clear communication channels to facilitate efficient coordination during the festival.
Food and beverages are an essential part of any festival. Choose a catering service that offers a variety of menu options, including vegetarian and non-vegetarian options. Options such as food trucks, street food style are on trend and fit within a festival theme. Try to work with sustainable and local suppliers, as it doesn’t only help the environment but the local economy.
With a big open space to work with, there is a variety of avenues you can explore when it comes to activities and entertainment. Depending on the overall theme and objectives of your event, you could explore mindfulness and wellbeing activities such as yoga, painting, pottery, drumming and meditation (see our Wellfest case study for more details on this).
Promote the festival in advance through various channels like email, social media, and banners within the office. Encourage employees to share their experiences and feedback on the event. Gather feedback through post-event surveys or employee meetings and use the feedback to improve future events.
Thinking about planning a festival and need a helping hand, get in touch today at hello@besureevents.co.uk or call us on 07872449938 to discuss how we can help you in creating a memorable experience for your employees.
Stay up to date with our latest work, event trends, venues, and destinations and BeSure to follow us on Instagram and LinkedIn.
BeSure Events Ltd is an agency made up of great minds, who are all experts in creating memorable experiences, both virtually and in person.
