7 tips for organizing the perfect corporate summer BBQ

Its that time of year! The sun appears and you think “let’s organize a team moment  to bask one glorious summer evening, sip cocktails, listen to Summertime by Will Smith and watch colleagues play a variety of hilarious games.

So is it a dream to organize the perfect corporate summer BBQ and can you achieve that on your current budget?

Should I just give up now and send each employee a voucher?

Well I’m here to tell you – you can have an incredible summer BBQ – no matter what the weather but it takes a little planning.


 Corporate summer BBQ Tips

Here are the 7 tips you need to organize the perfect corporate summer BBQ

  1. Set a budget
  2. Find a venue
  3. Set a theme
  4. Get help
  5. Plan the food
  6. Set an entertainment mix
  7. Prepare for the worst


1. Set a budget

Always start with the money because everything else depends on this. The minimum budget for a corporate BBQ is €50 per person (assuming a minimum of 100 people).  If you want a 5-star experience, then the budget would be perhaps double that. The key early activity is setting expectations internally. Summer BBQ on €20pp. It just isn’t realistic. Knowing the budget will manage everyone’s expectations.

Finding an event management company with a budget set is much more productive. They won’t waste your time discussing packages that you can’t afford and can serve you better once they know what they’re working with.


2. Find a Venue

Once you know your budget you can begin to find a venue that fits. More expensive venues are more expensive to hire and are also more expensive for each service or amenity they provide (e.g. the food). If your budget barely covers an expensive venue itself, you’re likely to be way over budget by the time everything is factored in. If you don’t have a good knowledge of possible venues, an event management company can help you here. Some event management companies will even offer this as a standalone service – just helping you with venue selection. They will know capacity issues along with places that have the best parking lots. Whatever is important to you, let them know and let them do the rest. If you need any advice selecting a venue in Ireland, feel free to reach out to me with the contact form below.

3. Set a theme

Making a final decision on theme helps focus everyone -, internally and externally. Even simple themes like Summer BBQ can help decision-making and prioritization. Once you know a theme, you can begin to prepare.

  • The easiest events to organize are an old-school “sports day” or a summer BBQ. These are the least expensive and least challenging events to organize. They are very suitable if the event date is soon and great themes to choose if you want an easy event.
  • The Intermediate-complexity events involve hiring in games or equipment. They include Carnival Day, Inflatable Sports and Teambuilding Days – these obviously cost more and require longer to organize.
  • The Advanced events are typically décor heavy events such as Bohemian Picnics or Festival Chic. They will cost even more but can be spectacular experiences if done well.

4. Get help

Event Managers and Party planners are one example of this. You may initially think it is expensive, but they often know where all the best equipment is in the country and often get good deals from them. The time you save is obviously a massive value-add but they help reduce your rental costs on certain items and find things you just wouldn’t have yourself. Let them do the hard work and you take the credit.


5. Plan the food

This may sound obvious – but for many events, the food is an afterthought. Do not organize a Summer BBQ without a BBQ! There are so many options out there in Ireland now that you can tailor the food down to the finest detail. Venues can tailor menus to your requirements while Food trucks are a great alternative to the standard venue meals.


6. Set an entertainment mix

The entertainment should match the theme first of all. And it should also be appropriate to your group. Getting those wrongs creates that awkward feeling you get when someone who should know you gets you completely wrong. I was invited to a Carnival Theme pre lockdown that had no Carnival Games!! Yes it had bouncy Castles and some sports games but not one Carnival Stall and nothing to make it look like any time was spent thinking about the theme. Think about your group, their age demographic and what their interests might be and try and match the entertainment to that. Even the background music is important. Think of your evening as a seamless stage show that needs to be programmed from the minute the first guest arrives to the minute the last one stumbles away.


7. Expect the best, plan for the worst.

We all want it the perfect summer evening but it may or may not come to pass. Think of every event as Sunny with a chance of rain. When booking the venue, consider what will happen if it rains.

  • Will there be space inside for my 200 guests?
  • Will the BBQ get flooded?  It might be you need an extra covered space like a marquee that can be used in all weather.
  • If so what type of look am I going for? There are some beautiful stretch tents in the country that can be decorated to theme so not only is it functional but it ticks the decoration box too.

Have a back up plan too. What happens if the worst happens? No point in ignoring it. The elephant is still in the room. Address it with everyone involved.. the venues, event management agencies, the entertainers. Ask them what are they going to do if the worst happens. Make them come up with a plan for you. It’s their job after all and they have been through this at least once before!



Corporate summer BBQ events are great because they are relatively straight forward to organise and are hugely appreciated by the attendees.

Consider a decent budget of at least 50 per person and select your venue, entertainment and theme very carefully. Plan for the worst and have a backup plan as these events are weather-dependent. Feel free to reach out to me using the contact form if you need help organising an event like this in Ireland.

Remember to

  1. Set a budget
  2. Find a venue
  3. Set a theme
  4. Get help
  5. Plan the food
  6. Set an entertainment mix
  7. Prepare for the worst


Mark Staunton

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Our Junction experience


We hired junction for our recent company party. We were very happy with how it all went. Junction were great to deal with, nothing was too much trouble. They helped us with the planning and with ideas. The staff were all very pleasant, especially Mark who was out main point of contact. We didn't have to do anything on the day except enjoy ourselves. We would definitely recommend them and will use them again

Gabrielle McManus
Gabrielle McManus 11 July 2023

An Amazing Event organised by Junction


John Sisk and Son hired Junction Productions to organise our Family BBQ event in June 2023. We had over 800 adults and children attending, but Mark and the team were amazing, they came up with all the ideas for the day. On the day they set up everything with ease, everyone at Sisk and their family had an amazing day. We had jewellery making, puppet show, acrobats, bouncy castles, slides, games, carnival stalls to name a few. They went above and beyond to make our day a success. It was such an amazing day that we have already booked them in for our event next year. Thank you Mark and the Team. We would definitely recommend Junction Productions to anyone looking to organise a large event.

Jennie - John Sisk & Son
Jennie - John Sisk & Son 28 June 2023

Corporate Summer event - 5 Star!!!!!!!


Mark and the team did a fantastic job on our recent summer event for approx. 200 ppl. We had daytime activities in the office and this led into the big evening event. Nothing was too much trouble and everything seemed effortless. All we had to do was get the people there! Colleagues have been praising the day saying it was so much fun. Mark and the team could not have been more helpful, supportive and full of great ideas and would recommend them without hesitation.

Debbie 28 June 2023

Sweet 30, Private party


I hired Junction productions to do my missus sweet 30, and Mark did such an amazing job, he is very professional, enthusiastic and has amazing attention to detail. From finding the perfect venue, drinks, decoration and general management during the event. we had an amazing party that left everyone speechless. Thank you Mark and your team for an amazing night that will never be forgoten.

customer 21 June 2022

Summer Party 2022


We used Junction for our Summer Party and couldnt have been any happier with service provided. We had 100 people and everyone laughed from start to finish at the casino night. The entire team were very proffesional and made sure our staff were looked after.

James 21 June 2022

These Guys were so great


These Guys were so great. Really professional and good to work with. E used them forva work event and I'd definitely recommend them.

Yvonne 20 June 2022

Corporate hospitality


We hired junction for our company anniversary event and it was a seamless experience, highly recommended

Will 11 April 2022

We hired Junction for a company event &…


We hired Junction for a company event & couldn't have been happier. Mark & his team were very well organised & everybody felt well taken care of & at ease from the moment we arrived. Food & drink was excellent & everybody loved the wide variety of games that were well laid out. Participation was encouraged so even the quietest members of staff came out of their shell! Looking forward to working with them again.

Adrian Brett
Adrian Brett 7 March 2022

Delivered a superb experience


Delivered a superb experience. Great attention to detail, professional & the feedback from attendees was that they had a fantastic time..

Patrick 6 March 2022

Junction Productions always run great…


Junction Productions always run great events. They have been our go to for many years. Mark is great to work with and solves any issues fast that can present themselves at any time. Thanks again from the Crossroads team

Shane 3 March 2022

My wedding reception party was perfect for us


Junction Productions made my small wedding party awesome. They supplied entertainment (DJ), garden games, organised catering, and a very excellent marquee. Highly recommend these guys.

Andrew Miller
Andrew Miller 3 March 2022

An excellent company to deal with from…


An excellent company to deal with from initial contact to event completion. Mark and his Team have a wealth of experience and knowledge to make your event a complete success. I have no hesitation in recommending Juntion Productions.

Glenn Tector
Glenn Tector 3 March 2022