Summer’s here! And that means it’s the perfect time to throw a brilliant work summer party. Think long sunny afternoons, fruity cocktails, lawn games, and laughter that carries into the evening, what’s not to love?
But before you rush off to book a BBQ and a bouncy castle, let’s be honest: planning a summer party for your team isn’t always a breeze. There are so many moving parts from choosing the right date to making sure everyone feels included. It can start to feel less like fun and more like a full-time job. So we thought we’d share some insider knowledge to help you plan something your team will remember for all the right reasons.
Why it pays to plan your work summer party properly
Now, we’re not saying you need spreadsheets and Gantt charts to pull off a good work summer party (unless that’s your thing, no judgement!). But putting a bit of thought into the day can be the difference between an awkward afternoon of forced fun and a genuinely fantastic experience that strengthens team bonds and shows your people they’re appreciated. There are a few things you’ll want to consider and a little planning goes a long way. And who better to ask for advice than someone who’s pulled off some incredible company parties herself?
We sat down with Tash Churchill, a key part of the team here at Virgin Incentives, Virgin Experience Days and Virgin Experience Gifts. She’s the mastermind behind our past parties and knows exactly what it takes to throw an event that people genuinely look forward to. Tash shares her insider tips, favourite memories, and go-to planning hacks for a work summer party done right.
Summer Party Planning Insights
Getting Started
1. Can you tell us your name a bit about your role within the business?
I’m Tash and I’m the Office Manager & People Experience Partner at Virgin Experience Days. I oversee seamless office operations while championing employee engagement, wellbeing, and a vibrant workplace culture. Team members turn to me for support with workplace needs, resolving people queries, and creating a positive employee experience.
2. Why do you think workplace events like summer parties are important for company culture?
Workplace events like summer parties are important because they bring people together in a relaxed setting, encouraging social interactions that strengthen team culture, boost morale, and foster a more proactive and collaborative work environment.
The Planning Process
3. What are the first things you consider when starting to plan a summer party?
The first things I consider when planning a summer party are the budget, location, and theme. It’s important to understand the budget early on so I can make sure we stay within it while still delivering a great experience – cue the spreadsheets! Choosing the right location is key – it needs to be appropriate for the event and easily accessible for everyone attending. While a theme isn’t always necessary, I find that having one helps spark creativity and brings the whole event together in a more engaging way.
4. How do you choose the right venue and experience to suit everyone in the team?
Choosing the right venue and experience for the whole team can definitely be tricky, but it’s always worth asking for feedback and really listening to what your team wants. The venue should ideally be local for the majority, and if you have remote workers or those traveling far, consider arranging overnight accommodation to make it easier for them to join. Make sure the venue has the facilities you need – like plenty of space if you’re planning to dance the night away! Inclusivity is key, so think about accessibility for people with mobility needs, dietary requirements if there is catering, quiet spaces for those who might need a break, and consider transport options to and from the venue. Taking these factors into account helps ensure everyone feels comfortable, included, and able to enjoy the event.
5. How far in advance should a company start planning their summer party, in your opinion?
In my opinion, the earlier the better – ideally right after you’ve recovered from the winter party (and the dance floor embarrassment). Once you have a date in mind, it’s smart to start scouting venues straight away, as the good ones get snapped up quickly. A bit of early planning goes a long way in avoiding last-minute stress and securing the perfect spot.
Getting It Right for Everyone
6. What are some tips for making sure the party appeals to a wide range of personalities and preferences?
To make sure a party appeals to a wide range of personalities and preferences, it’s important to offer a variety of activities and spaces. Not everyone loves dancing, so providing quieter areas for conversation or relaxation is key. Mix up the entertainment – maybe a live band alongside a chill-out zone or interactive workshops. Offering diverse food and drink options ensures everyone’s tastes and dietary needs are covered. Also, consider different ways for people to get involved, from group games to casual mingling. The goal is to create an inclusive atmosphere where everyone can enjoy themselves in their own way.
7. How do you balance budget with impact, ensuring the event still feels special without overspending?
I think the key to balancing budget and impact is knowing where to invest and where you can get creative. It’s definitely worth allocating budget to things that make a big impression, like food, drinks, and entertainment. But for everything else – like decorations – you can often DIY if you plan ahead. I love turning to Pinterest for inspiration; with a bit of time and creativity, you can make the event feel really special without overspending.
For example, we once made our own Gatsby-themed table centerpieces – they looked fantastic, fit the theme perfectly, and after the event, we sold them on and recouped some of the costs!
8. Do you involve the wider team in the planning process, or do you prefer to keep the big reveal a surprise?
Absolutely! I think involving the wider team is really valuable – fresh ideas and different perspectives can make a big difference, especially during the more stressful parts of the planning. I’m lucky to have a supportive team around me, and delegating not only eases the pressure but also helps everyone feel more invested in the event. While I love a good surprise element, collaboration usually leads to a better overall experience.
9. What have been some of the most memorable workplace parties you’ve helped organise at Virgin Experience Days/Gifts
One of the most memorable workplace parties I’ve helped organise at Virgin Experience Days was our Winter Party awards night with both our UK and US teams. It was such a special evening – having the entire US team join us in person really boosted morale and brought a great sense of unity. We had a beautiful venue, and it was a lovely opportunity to share a bit of UK charm while celebrating the incredible achievements of both teams over the past year.
10. Are there any unexpected moments or surprises from past events that you didn’t anticipate? Potentially to learn from?
There are always unexpected moments, that’s half the fun (and stress!) of event planning. One year, the weather turned despite a sunny forecast, and we had to quickly shuffle everything indoors. It wasn’t exactly the summer vibe we’d planned for, but everyone still had a great time. It taught me the importance of always having a backup plan, no matter how confident you are in the original one. You can’t plan for everything, but you can be prepared to pivot – and usually, those little surprises end up being the stories people remember most.
Pro Tips for Other Businesses
11. What would you say are your top 3 golden rules for planning a workplace summer party that people will actually look forward to?
My top three golden rules for planning a workplace summer party that people will actually look forward to are: first, make sure the food and drink are on point – pre-paid drinks always go down a treat, whether alcoholic or soft, if you can accommodate it.
Second, keep travel and accommodation easy and convenient for your team, especially for those coming from afar.
Third, include some form of entertainment – whether it’s live music, a DJ, games, or an interactive activity – something that keeps the energy up and everyone engaged. And as a bonus, I’d add having a photo booth or a dedicated space where you can capture the fun – it’s a great way to remember the event and bring people closer together even after it’s over.
12. What advice would you give to someone planning their very first workplace summer party?
My advice for someone planning their first workplace summer party would be not to overthink it. As long as there’s good food, a few drinks, a form of entertainment, and a comfortable space for everyone to socialise, you’re already on the right track. Over the years, I’ve learned that not everyone knows exactly what’s ‘meant’ to happen at these events, so don’t stress if things don’t go perfectly – chances are, no one will even notice. The most important thing is everyone having a good time and feeling included.
Looking Ahead
13. If you had an unlimited budget, what would your dream summer party look like?
If I had an unlimited budget… oh, we’re throwing the ultimate summer party. Picture a full-on country-themed festival – cowboy boots, hay bales, denim everything. We’d have live music all day with a super famous country artist headlining (I’m thinking someone like Luke Combs or Morgan Wallen). There’d be dancing under the stars, a silent disco once the noise curfew kicks in, and of course, an unlimited beer tent – because priorities. Add in street food trucks, creative tents with line-dancing workshops, lasso contests, entertainers, and maybe even a bucking bronco for the brave. It’s basically Nashville meets team bonding – and with the way UK weather goes, we might just have to take the whole team to Nashville to make sure the sun actually shows up. Either way, it would be legendary.
Final Thoughts: Make it Meaningful, Make it Memorable
A great work summer party doesn’t have to cost the earth or be over-the-top. What matters most is creating a moment for your team to relax, have fun, and connect outside of the usual daily grind. Whether it’s a sunny rooftop toast, a team day out, or a chilled garden party with games and good vibes, your people will appreciate the effort you’ve made to celebrate them.
And if you’re looking to take your work summer party event to the next level? Add an experiential twist with rewards, team activities, or gift cards that let your employees keep the good vibes going long after the party ends. Get in touch with us below to find out how we can help with these fab extras:
