With the coming of summer, it’s only natural to want to head outdoors.  Your co-workers are no different.  Try taking the party to an outside catering venue when the weather’s nice, instead of to a more traditional indoor venue.  When planning anything from an elaborate corporate function, down to a simple company picnic, the following are some tips for putting together a successful party:

*Research local venues to find something appropriate to the corporate group you’re planning for.  Consider the availability of shaded areas, so there’s a place to escape the heat, but also lots of room to move and sunny outdoor spots for sun worshipers.

*Choosing a possible theme for the meeting as it can help to unite all the elements of your party.  Do you want a Western theme?  A Mardi Gras theme?  A multicultural theme lends itself to a large variety of foods and activities.  A 1920’s theme means an art deco atmosphere.  Maybe a military or vaudeville or beach theme will fit your needs.  Narrow it down to one, and center all the catering, entertainment, and activities around your chosen theme.

*Before the corporate function happens, take the time to familiarize yourself with your planned location and its amenities.  Locate the bathrooms, water sources, and any kitchen or grilling areas, so that you know what to plan for.  If it’s a large area, are there any maps that need to be made available to guests?  What about directions? If the meeting is going to happen at the workplace, it’s still important to evaluate your available space for the needs of the party.  What spaces will the partygoers have access to, and what areas, if any, should be off-limits?

*Determine ahead of time whether or not this function is family appropriate, or primarily oriented toward adults.  This will determine the sorts of catering and activities to be planned, since children and adults will have differing interests and tastes.

*Plan for a balanced combination of individual and group activities.  There needs to be room for spontaneity to happen, but also activities that will draw the corporate group together, sparking conversation and networking activity.

*Make sure that the combined group activities and entertainment is appropriate to the occasion.

*Consider the catering for the picnic.  What kind of budget do you have?  What sort of foods will fit with the theme of the function?  How will you transport, store and serve the food?  Will there be an open bar, a buffet or a more formal situation?  What sort of safety considerations do there need to be in the heat and outdoors?

*From the very beginning phase of your planning, establish good communication with any catering vendors you are working with.  Don’t assume that people know what’s going on…check with them and double-check.  Establish who will be running the activities and who will be coordinating them.  Establish the contact people for the catering and create a schedule if necessary so that everyone knows what’s supposed to happen and when.

*Don’t be hesitant to engage a caterer to make the whole process smoother.  A caterer who specializes in corporate events can work with you no matter the size of the function you’re planning, and can assist with everything from creating the perfect menu to fit your budget, to creating the proper atmosphere to facilitate the purposes of your meeting.