Tips on how to plan the perfect summer event

With summer fast approaching, we wanted to write you an article that will remind you how much fun a good summer party can be. At Champions Music and Entertainment, we can find you the perfect acts for your summer event to make sure you have some entertainment whilst enjoying an ice cold beverage in the sunshine.

Plan, plan, plan!

Indoor events are definitely something to consider when the sun has gone away, but during the summer you can enjoy a larger space and get that festival feeling for your event. But lets run over the groundwork for running a party in the summer, whether this is a small BBQ or a large festival – the same rules apply:

1) Do consider shade and water.

Photo by Lobo Limón (Flickr)

Photo by Lobo Limón (Flickr)

Everyone always loves the sun, except for vampires – they are the rare exception. But you need to remember that spending all day in the sun isn’t a good thing, and many problems can stem from being outdoors. If you want to keep your guests well, you should make sure to have a large supply of bottled water on hand to give out to any attendees. The second very important thing is to ensure that there is enough shade for all of the attendees should they want to escape for a mid-afternoon siesta or cool down from a bad case of sun burn.

2) Remember to book a large enough space.

Photo by Nicholas A. Tonelli (Flickr)

Photo by Nicholas A. Tonelli (Flickr)

When throwing any outdoor event, make sure you overestimate the number of people turning up. This ensures you will never overbook and, as a result, your guests will have a better time. There are obviously the health and safety implications to consider when hiring land too, so remember any licensing will have to be accurate to the number of attendees.

3) Did you remember power?

Photo By Rachel Docherty (Flickr)

Photo By Rachel Docherty (Flickr)

If you are throwing a party in a gorgeous field near a wonderful lake, is there any access to power? If the answer is yes – then you are very lucky, but for the most part you’ll need to invest in the hire of generators to make sure a sufficient power supply is in place for all those attending.

4) Do make it easy to find stuff.

So many events are hard to navigate, so don’t be the event that got a bad review because you placed the burger van three miles away from the main festivities. Layout is very important so everything needs to be considered, scrutinised and then put into action.

5) Don’t forget about your budget!

Budget is crucial when planning an event. You must always make sure you plan accordingly; a great rule is to never spend more than 75% of your budget, therefore leaving a little extra in reserve just incase you need it.

6) Don’t understaff your event.

There is a huge amount of legislation over what you can and can’t do regarding running an event, the biggest of which is the number of staff you require. The number can vary greatly depending on the size and scope of your summer event, but if you find yourself short on budget you could consider giving people a free ticket or food in exchange for volunteering?

7) Don’t oversell on what you can provide.

Photo by Lisa Clarke (Flickr)

Photo by Lisa Clarke (Flickr)


Running a fantastic summer event is really simple, get some great music, tasty food, and run the event like a well-oiled machine. The guests will do the rest to make the event unforgettable.

8) Do make a schedule

Creating a schedule is key to ensuring your event runs smoothly, and it will ensure you have a solid plan of what is happening at the event for your guests. It also means you can plan how many staff you need at particular times and in certain locations.

9) Do remember the environment.

If you are throwing a party outside in the sun, litter can become a problem if sufficient bins aren’t located around the site. One option could be to hire litter collectors alongside placing several bins at heavily congested areas.

10) Don’t forget to choose great bands.

Incase you have forgotten to book entertainment for your summer event, Champions Music & Entertainment has you covered. With a fantastic range of DJ’s, solo acts, tribute bands and entertainers, we can promise you that we’ll find something incredible for your event.

11) Consider sponsor your event.

Sponsors are a great way of increasing exposure for your event and can also bring a huge amount of value too. Quite simply, you provide them with some of the ‘limelight’ to market their products and you benefit from increased funding and added exposure.

12) Remember, people love food.

Photo by Lisa Clarke (Flickr)

Photo by Lisa Clarke (Flickr)

Food is one of the most important things! Everyone loves a good BBQ right?

13) Don’t forget car parking!

Car Parking by Robin Hodson

Photo by Robin Hodson (Flickr)

When people arrive at your event, are they going to have places to park their cars? Consider finding a location that is a short walk from the planned event, but still out of the way from the main area.

14) Remember branding, leaflets, souvenirs.

If you plan on running more events, selling your next event will be a lot easier with great branding already in place. Branding can be anything from flag poles to t-shirts, and leaflets are always effective when ensuring guests have quick and easy access to important information.

15) Don’t forget public liability insurance.

Insurance is vital when you are planning a large scale event, or even a small one. It provides cover in the event of someone injuring themselves at your event and avoids you having to pay a large fine should you be classed as negligible.

16) Backup plans.

Should the worst happen, you need to be prepared. Sometimes we can’t predict a torrential rainstorm or a lighting storm, so remember to have emergency plans in place.

17) Hire a DJ with a killer stage

Photo by Rebecka Bjurmell (Flickr)

Photo by Rebecka Bjurmell (Flickr)

18) Enjoy the sunset

Photo by Red Rose (Flickr)

Photo by Red Rose (Flickr)


19) Think outside the box with unique performers

Photo by Dave Pape (Website)

Photo by Dave Pape (Website)

20) Set the scene with decorations that suit the event theme and entertain event attendees.

Tip submitted by Event Planning Blueprint

21) Hire an awesome dance act like this..

You can find a huge variety of acts for hire in our dance acts for hire / DJ section.

In Conclusion

There you have it, a one stop guide to planning the perfect summer party. Don’t forget, if you need entertainment we have a wide range of music acts that can make your event one of a kind. To discuss our wide range of music and entertainment acts, contact Champions Music & Entertainment by calling us on +44 1509 85 29 27 or by filling in our online form today.

I’m writing to say a heartfelt thank you to Champions for your magnificent support to raise approximately £18000, which from one night is quite astonishing!