11 Tips for Organising a Corporate Summer BBQ
Summer is almost here, and it’s the perfect time to host a corporate summer BBQ to celebrate your team’s achievements and boost employee morale. However, organising a successful corporate BBQ can be challenging, especially if it’s your first time. But don’t worry, we’ve got you covered!
Organising a corporate summer BBQ is a great inexpensive work summer party idea and can be a fun and rewarding experience, but it also requires careful planning and attention to detail. It’s vital to create an event that not only meets the needs of your employees but also reflects your company’s culture and values.
To ensure a successful corporate BBQ, here are some tips to follow:
- Set a Clear Objective
- Establish a Budget
- Secure the Venue
- Create a Menu
- Arrange for Equipment and Supplies
- Provide the Entertainment
- Provide Beverages
- Organize Seating and Dining Areas
- Communication is Key!
- Have a Back-Up Plan
- Capture Memories
Tips for Organising a Corporate BBQ
1. Set a Clear Objective
Define the purpose of the event. Is it a team-building activity, a celebration, or a networking opportunity? Having a clear objective will help you plan the event accordingly.
2. Establish a Budget
Establishing a budget for your corporate summer BBQ is a vital part of the planning process. It’s important to determine how much you can spend on the event to ensure you don’t overspend and exceed your company’s financial resources.
Begin by outlining the event’s primary expenses, such as food, drinks, entertainment, and venue rental whilst making sure to factor in extra costs, such as decorations, staff, and any required permits or licenses.
Once you have an idea of the expenses involved, determine how much your company can comfortably spend and allocate funds accordingly. Remember to keep track of your spending throughout the planning process to ensure you stay within budget.
3. Secure the Venue
When planning a corporate summer BBQ, choosing the right location is crucial to the event’s success. If you have a spacious outdoor area at your company, it could be a suitable option.
However, hiring an outdoor venue such as Sedgebrook Hall which offers an outdoor space suitable for corporate summer BBQs with many modern facilities available is a great choice for your corporate event.
Considering factors like parking, public transport routes and location is important when looking to create a relaxing atmosphere for employees.
4. Create a Menu
When planning a bbq food list at a corporate summer party, it’s important to ensure that the BBQ food on offer caters to everyone’s dietary requirements. Consider offering a range of options, including vegetarian, vegan, and gluten-free dishes. This way, everyone can enjoy the food and feel included in the event.
It’s also a good idea to offer a variety of dishes to suit different tastes. A summer BBQ is all about the food, so make sure there is enough variety to keep your guests happy. Include options like burgers, hot dogs, grilled vegetables, salads, and fruit platters to cater to different preferences.
Choosing a venue that has BBQ catering facilities will make it easier to provide your guests with a range of good food options and ensures that everything runs smoothly. Many venues such as Sedgebrook Hall offer this, but it’s worth discussing any specific dietary requirements or preferences with the event catering team to ensure that everyone is catered for.
5. Arrange for Equipment and Supplies
Ensure you have all the necessary BBQ equipment, such as grills, fuel, cooking utensils, and cleaning supplies. Rent or purchase additional tables, chairs, and tents if needed. Don’t forget to provide paper plates, napkins, cutlery, and trash bins.
6. Provide the Entertainment
Entertainment is crucial at a corporate BBQ. Consider outdoor games, team-building activities, live music or hiring a local band or musician to keep your guests engaged. Outdoor corporate events are always more fun with outdoor games such as giant Jenga, cornhole or a scavenger hunt is a great corporate barbecue idea to include and is easy to set up whilst bringing employees together. Discover more fun company team building activities here.
Providing entertainment will ensure that your guests have a great time and leave with positive memories.
7. Provide Beverages
Any BBQ catering wouldn’t be the same without a good supply of refreshing beverages. Offer a variety of drinks to suit different preferences, including soft drinks, water, juices, and alcoholic beverages if appropriate. Ensure you have enough ice and coolers to keep the drinks cold throughout the event.
8. Organize seating and dining areas
Set up seating areas with tables and chairs to create a comfortable dining environment. One of our outdoor bbq ideas is creating separate zones for eating, mingling, and relaxing to help create the perfect atmosphere for a bbq party!
9. Communication is Key!
Effective communication is crucial for organising a successful corporate summer BBQ. It’s important to keep your employees informed about all the important event details, such as the date, time, and location. One way to do this is to send out an initial announcement well in advance of the event, so everyone has plenty of time to plan for it.
In addition to the initial announcement, consider sending out a reminder email a few days before the event. This will help ensure that everyone is aware of the event and knows what to expect. The reminder email can also include any last-minute updates or changes to the event, such as the addition of new activities or a change in the menu.
You should also encourage your employees to RSVP to the event, so you can get an accurate headcount for catering and other planning purposes. You can make the RSVP process easy by setting up an online form or using a tool like Eventbrite or Evite.
10. Have a Back-Up Plan
Having a backup plan is crucial when organising a work BBQ, especially during the summer when the weather can be unpredictable. One moment, the sun could be shining, and the next, there could be a sudden downpour. To ensure your event is not ruined by unforeseen weather conditions, it’s vital to have a backup plan.
Consider renting a marquee or an indoor space as an option in case the weather turns sour. This will provide shelter and keep your guests dry if it starts raining. If the weather becomes too hot and sunny, having an indoor space with air conditioning can provide a cool and comfortable environment for your guests to relax in.
Having a backup plan ensures that your event runs smoothly and shows that you’ve taken the right precautions to ensure your guests are comfortable, regardless of the weather conditions. By planning ahead and having a backup plan in place, you can ensure that your corporate BBQ is a success, no matter what the weather.
11. Capture Memories
Arrange for someone to take photos or videos during the event to capture the fun moments and memories. These can be shared with attendees afterwards or used for internal communications.
What Time is Best for a Summer BBQ?
The best time for a summer BBQ is typically in the late afternoon or early evening when the temperature is cooler, and the sun is not as intense. Starting the BBQ around 4-5 pm allows guests to enjoy the warm weather while avoiding the hottest part of the day.
How do I Host a BBQ on a Budget?
Hosting a BBQ on a budget can be challenging, but with some smart planning, it’s possible to throw a great event without overspending. Firstly, consider hosting the BBQ at a venue that offers affordable packages or deals.
Secondly, buying food and supplies in bulk can save money in the long run. Opt for simple and affordable menu options like hot dogs, hamburgers, and potato chips. You can also ask guests to bring a dish or contribute to the food and supplies to share the cost.
Focus on creating a fun and casual atmosphere rather than overspending on fancy decorations or entertainment. With these tips in mind, you can host a great summer BBQ party without breaking the bank.
What is the Most Popular BBQ Meat in the Summer?
The most popular BBQ meat in the summer varies depending on the region and personal preference, but generally speaking, it is likely to be either chicken, pork ribs, or burgers. These meats are often seasoned with a variety of herbs and spices and then grilled over hot coals or gas flames until cooked to perfection.
Some people also enjoy street food options such as BBQ brisket, sausages, or hot dogs. Whatever your choice may be, BBQ meat is a classic summertime staple that brings friends and family together for a delicious outdoor feast.
Organise Your Corporate Summer BBQ Today
Organising a corporate summer BBQ can be a fun and rewarding experience that brings your team together and strengthens the company culture. By following our tips on our outdoor BBQ ideas, you can ensure that your event runs smoothly and leaves a lasting impression on your guests.
Remember to choose a suitable location, plan your menu carefully, and create a relaxed and welcoming atmosphere. With some careful preparation and a little bit of creativity, your corporate summer BBQ is sure to be a success. So get ready to fire up the grill and enjoy some delicious food, great company, and a memorable event.
At Sedgebrook Hall we welcome you to host your work summer BBQ and have years of experience in hosting successful corporate events. With 13 acres of outdoor grounds, comfortable accommodation, BBQ catering, team building facilities and free onsite car parking available, our outdoor venue hire is a great choice for your next summer event.
Get in touch today to book your corporate summer BBQ.
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