Summer Event Checklist
Outdoor events are a cost-effective way to host a large group. Add in some blue skies and delicious barbequed goodies and you have a guaranteed all-ages crowd-pleaser. But, if you are planning on hosting a Corporate Event this summer, it’s already time to finalize your preparations. Here’s what you need to know:
First of all, you need two plans. One for sun and one for rain. Your rain plan will probably include tents, so set them up before you need them. If it stays sunny, they will be used for shade. If it does start to rain, you don’t want inexperienced volunteers putting up tents in a downpour, long after staging crews have gone home.
For our events we always make sure there’s also an entertainment option for bad weather as well. At one corporate picnic, high winds and heavy rain put a damper on our Mini-Olympics. Luckily, we had planned ahead, bringing classic board games, arts and craft supplies, and a white board to play Pictionary. This pre-planning was invaluable, turning what could have been a dreary experience into a fun afternoon reminiscent of those rainy childhood days at summer camp.
We are often asked what is the best time to begin planning our company summer event. The answer is easy….early in the New Year if you can believe it or not! Usually the Parks Board accepts bookings in January or February. Do your research in the fall so that you are ready to make a booking as soon as they are available to reserve a park in the New Year.
‘ Below is the ‘Bright Ideas’ checklist for your upcoming Summer Event:
- Location – Select the area that you would like to host the event in (i.e. North Shore, Vancouver, Fraser Valley). Keep in mind that it should be a central location for all employees attending the event with easy access to transit.
- Activities – Once the area has been selected, decide which activities you would like to include in your event. This will determine which park to book to accommodate your activities (i.e. base ball diamond, water park, picnic shelter, etc.).
- Date – Next, decide on the day of the week. Weekends are preferred and most highly attended.
- Timing – Decide on timing. Most Summer Events are 4 hours long; typically from 11 am – 3pm or 12:00pm – 4:00pm. Select a time that works best for your guests.
- Theme – Pick a theme. Integrating a theme is fantastic idea as it ties all of the event components together. Advertise the theme starting with the invitations and some guests may even come dressed in theme costumes. Carry the theme on at the event via décor, food, activities & entertainment.
- Activities – Design activities that involve the entire group. Dividing guests into teams for friendly competition creates bonding and builds lasting company morale.
- Entertainment – Choose entertainment to complement the activities. Do not include interactive entertainment that competes with interactive activities.
- Food – including a healthy lunch is important with lots of vegetarian options. Cookies, lemonade and watermelon are sure winners!
- Photographs – hire a professional photographer or designate a staff member to act as photographer. Capturing priceless moments are valuable for future company event promotions.
- Guest giveaway – Everyone loves to go home with goodies. Prepare a gift bag or bag of treats as a thank you to give guests as they leave the event.
Most events require lots of lead time to organize, but even if you’ve put off arranging a spring or summer event until now, there are still ways to host an event that looks like it was months in the planning!
Call us to see how we make last-minute magic!
You might enjoy reading the following: