5 Tips and Tricks to Host a Summer Event in the City

​We all look forward to when we say goodbye to the cold temperatures, limited outdoor activities, seasonal illnesses, and the lack of greenery that comes with winter. And usher in the warm weather, natural beauty, and the plethora of outdoor activities that summer has to offer.
 
What better way of milking this beautiful time of year than hosting successful Summer events in the city?
 
Nothing says summer like a well-organized outdoor event. The secret to hosting a remarkable event that would still be talked about long after it’s over is in the details that go into the planning.
 
Hosting a summer event requires careful planning. It may seem challenging, but the payoff is priceless! Creating happy memories and strengthening community bonds are some of the rewards of hosting an outdoor summer event.
 
If you cross i’s and dot your t’s, you’ll realize that hosting summer events are a walk in the park.
 
Here are some helpful tips and tricks we’ve learned along the way to help you host memorable outdoor events in the city.
What tips should I consider before hosting a summer event in the city?What sort of event do you want to plan?Before hosting an event, one of the first things to do is decide on the event you want to host.
 
What is your purpose for hosting?
 
Are you looking to promote a cause, offer recreational activities, celebrate specific occasions or provide entertainment for friends and family?
 
Identifying your purpose for the event would give you clarity on the best way to proceed.
 
For instance, hosting an outdoor event in NYC would require you to consider several factors, such as your target audience, goals, and resources.
 
In a vibrant place like New York City, with its wide range of demographics and interests, there are a few outdoor events unique to the city and its residents.
Summer events such as; Food and drinks festivals with culinary delights from various places around the world. The goal would be to foster community bonds.
 
Concerts are another popular summer events that could either be small, intimate gatherings or large-scale concerts. The goal would be to attract music enthusiasts and provide an enjoyable musical experience.
 
Wellness and fitness events, art and cultural festivals, beach and pool parties, charity fundraisers, and film screenings are some of the popular outdoor events in NYC.
 
Once you’ve figured out the type of summer event you’d like to host, picking a theme would be easy.
 
How do I pick a theme for my summer event?People would be way more excited to attend a summer event with a clear and fun theme. What type of theme would you want your event to have?
 
For a garden-themed event, you want to host your event in a beautiful outdoor space complete with floral decorations, twinkling warm light, and a soft ambiance.
 
For a tropical paradise-themed event, you want to create a beach-like setting complete with vibrant decorations, refreshing cocktails, and maybe some hula dancing.
 
You get the idea.
 
Once you’ve picked out a theme, the next thing to do is pick out a venue.
What venue would be perfect for the theme of your event? Choosing the right venue for your summer event is very important. You want to go for a venue that works with your event theme. Check out the options available at PEERSPACE.
 
You wouldn’t want to have an outdoor garden-themed event at an urban basement venue, would you? That won’t do at all.
 
To choose the perfect venue for your event, take note of the following tips:
 

1. Location: You want to choose a venue close to the roads with ample parking facilities. A location that is convenient and easy to access even at nighttime.

 

1. Capacity: The last thing you want is to have a crowdy venue where your guests find it hard to move around and socialize. You want to choose a venue that has enough capacity to comfortably accommodate all attendees, especially if it is an outdoor event in the city.

 

1. Amenities: This depends on the type of summer event you’re hosting. You need to consider the facilities available when choosing the perfect venue. Restrooms, lighting and power supply, seating, and dining options are important factors to consider. Pick a venue that meets your specific requirements for it.

 

1. Aesthetics: This is probably one of the most essential factors to consider. People love beauty! You want to go for a venue with a scenic backdrop and an ambiance that matches the theme of your summer event. Venues with attractive features would complement and enhance the overall beauty of your event.

How much are you willing to spend?The next step is to have a realistic budget. How much are you willing to spend?
 
 Your budget controls everything else - from the choice of venue to catering and entertainment. While you may want to host the event of the century, can you afford to?
 
Can your budget cover the cost? Hosting a summer event in the city
 
Here are a few tricks to help you create a budget for your summer event:

1. Event size and guest list: This is the foundation of any budget. You need to determine the number of attendees you plan to invite. This gives you a rough estimate of how much you would be spending on food, drinks, seating arrangements, and professional waiting staff.

 

1. Field research: This basically means researching the average costs of all the elements involved with hosting a summer event in the city, from prices of catering to event decor, entertainment options, and any other services you plan to include.

 

1. Create a spending limit: Having a spending limit will let you know when you’re going overboard with your spending. A spending limit shows how much you’re willing to spend, how much you have spent, and what’s left out of your budget for other miscellaneous expenses.
2. Scale of preference: The best way to utilize your budget is to prioritize your expenses. A larger portion of your budget should go for things that are most important to you and your attendees. Whether it is the cuisine, entertainment… whatever.

 

1. Leave room for emergencies: When hosting events, there’s always something! You want to set a small portion of your budget to cover any unexpected expenses that may occur during your event planning process. This way, you are prepared for any surprise, and nothing will hinder your plans.

What will you be serving?What is the menu situation? What will you be serving? You want an inclusive menu. Cuisine that is both vegetarian and non-vegetarian friendly.
 
Keep the menu simple with summer favorites. Fruits and veggies, with fancy finger foods. Maybe a platter for heavy eaters.
 
Create options for everyone!
 
Consider asking your guests if they have an allergy or aversion to a certain food when you send out your invitation.
 
As for the drinks, don’t overthink it. You can create a self-serve situation so that your guests can help themselves. You can stick to the basics; Wine, beer, and refreshing cocktails.
 
Just make sure that there’s enough to go around.
 
What’s a summer event without entertainment?Your entertainment options depend on the type of summer event you plan to host. People are looking to have fun! Especially after a long cold winter.
 
One of the best ways to keep your guests entertained is to ensure fun activities are going on. If your event has a theme, create entertainment around that theme.
 
Show the guests at your summer event that you are passionate and care about their overall experience.
 
Get started! 
Now that you know how to host a summer event in the city, the only thing left unchecked is professional and polished servers to make your event run smoothly.
 
At Tapuz LLC, we have friendly, hardworking, and professional staff for all kinds of events. From servers to bartenders, we’ve got you covered!
 
People may forget what they had to eat or drink, but they’ll never forget how much of a fantastic host you were and how you made them feel!
 
Enjoy the event, too, and have fun! Be positive, and your guests will follow your lead.

Book Staff