Five tips for a successful summer party

The trainees were tasked with organising this year’s firm summer party. After weeks of planning, ‘ashFEST’ went off with a great success. Looking back, we wanted to share the following tips for future trainees or anyone looking to organise a firm event.

1. Break into committees

With a big cohort of 25 trainees, it can be difficult to make sure everyone plays a fair role. We split into different committees each dealing with a different element of the party planning. We had committees for: entertainment, decorating, charity, transport & accommodation, venue etc… Splitting up each element meant everyone had the opportunity to contribute and get involved.

2. Get the most out of your venue

With a limited budget, it can be difficult to manage how much should be spent on each element of the party. Venue will be a significant cost, therefore you should pick carefully. This year’s summer party was held at Winslade Manor. They were able to offer a package which included food, drinks, decorations and lighting together with the price of the venue. This helped manage costs and also meant coordinating set up of the event was much easier. The venue was excellent and played a massive part in how well the event ran. Speak to your venue and see what packages they can offer and don’t be afraid to negotiate a deal.

3. Book early!

This may seem an obvious tip but it’s incredibly important. Travel and accommodation will take up the  majority of your budget therefore aim to book hotel rooms, train tickets and buses as far in advance as possible to avoid last-minute costs.

4. Check-in regularly

We held bi-weekly catch ups with all trainees and then a separate meeting with a member from each committee and the heads of our marketing team. This kept everyone accountable as we each had to give an update in each meeting. It also helped keep track of what elements had been dealt with and what was left to do. 

5. Fundraising

We wanted to incorporate a charitable element to the summer party to raise funds for our charity of the year, Winston’s Wish. We decided to hold a charity raffle.  We set about contacting a number of companies asking if they would be able to donate any prizes which we could raffle off. We were incredibly fortunate to obtain over 20 prizes. We combined these with three ‘hero’ prizes we purchased with our party budget. We decided to hold the Raffle online by taking donations via Just Giving in the week leading up to the party. This worked well, as there was an extended amount of time for people to purchase tickets and included those that couldn’t make it to the actual party. It also allowed us to give  incentives on tickets throughout the week e.g. next person to buy £10 of tickets gets a free drink at the party. The raffle was a great success and we’re pleased to say we raised just under £2,500 for Winston’s Wish.

We would like to take this opportunity to thank the companies that kindly donated prizes to our raffle. Thank you for your generosity and helping us to raise so much money for a wonderful cause.

Most of all, have fun! Planning a firm event is a great way to get to know other people and contribute to the firm in a positive way.