For many teams the company summer party is the best date of the year – and for the organisers often the most stressful. This checklist shows step by step how to turn "we should celebrate again" into a day people still talk about in autumn: timing, location, bad-weather plan B, programme, budget and the often-forgotten tax advantage.
1. The right timing – and why early matters
The summer months from May to September are by far our busiest booking season – which is exactly why good locations, caterers and free dates go quickly. If you are planning a summer party for July or August, start in spring at the latest. For short-notice celebrations, look at Thursday or Friday: the team experiences the party as a relaxed end to the week, and mid-week, grounds and tents are often cheaper than at the weekend.
2. Location & weather: always have a plan B
A summer party thrives on being outdoors – meadow, courtyard, beer garden, event grounds. The most common planning mistake: no solid bad-weather plan. Our recommendation from 25 years:
- Tent or fixed hall as backup right at the same location – don't improvise on the event day.
- Shade and water for hot days: sun sails, enough drink stations, breaks in the programme.
- Define a weather cut-off: who decides by when (e.g. 24 hours ahead) whether you switch to the indoor programme?
- For large groups: mobile toilets (rule of thumb 1 unit per 50 guests) and arrival/parking sorted early.
3. Programme ideas: from hands-on event to evening show
"Buffet and beer" alone rarely becomes an experience. An active programme point in the afternoon gets the team moving and provides conversation for the evening. Popular formats for the summer party:
- Highland Games – the classic on the lawn, scaling via parallel stations and producing the best photos.
- GPS City Rally – when the party starts in the city centre: teams set off and meet for the finale at the party venue.
- XXL Chain Reaction – every sub-team builds a segment, the joint final run unites everyone. Perfect as a "we" moment.
- Team Quiz Show – tablet-based, large hall projection, ideal as an evening show element.
Expecting 100, 200 or more guests? The guide to large-group team events covers the right formats and the logistics behind them.
4. Budgeting realistically
The range is wide – a compact half-day party starts far lower per person than a full day with tent, catering and evening programme. Three rough orientations:
- Compact (half day): one active programme point + snacks & drinks – office-friendly and predictable.
- Classic (full day): programme + warm catering + drinks + music – the sweet spot for most companies.
- Large (XXL): tent, several stations, stage/show and evening programme – the full celebration.
5. The tax advantage: use the €110 allowance
Up to €110 per employee and event (incl. VAT) are exempt from wage tax and social contributions for company events – and two events per year are eligible. So the summer party is the ideal occasion to use one of the two allowances (the second stays for the Christmas party). If the amount is exceeded, only the excess becomes taxable.
⚠️ This is initial guidance – for the specific tax treatment of your party, please consult your tax advisor.
6. The short checklist for your summer party
- ☐ Set date & weekday (book early, peak season!)
- ☐ Location + binding bad-weather plan B
- ☐ Active programme point chosen (matching the group size)
- ☐ Catering & drinks (incl. service stations for large groups)
- ☐ Arrival, parking, shuttle if needed
- ☐ Budget incl. €110 allowance calculated
- ☐ Invitation with meeting point, dress code & schedule to everyone
We plan your summer party with you
From the format recommendation and weather safeguard to full delivery: we organise company summer parties across Germany – since 2001, for over 100,000 participants. More ideas and examples on our page Company Summer Party.
Or talk to us directly – we'll come back with a concrete proposal including programme, weather plan B and a transparent quote. Request your summer party now →
Frequently asked questions about company summer parties
When should you plan a company summer party?
For dates in peak season (May–September) ideally in spring, and 3–4 months ahead for large groups. Good locations and caterers book out quickly in summer.
What does a company summer party cost per person?
It depends heavily on programme, catering and duration. A compact half-day party is much cheaper than a full day with tent and evening programme. The €110 allowance covers many variants tax-free.
What if the weather is bad?
Always plan a binding indoor or tent plan B at the same location and define a weather cut-off in advance – who decides by when about switching.
Which programme suits a summer party?
Active outdoor formats like Highland Games or the GPS City Rally produce the best images; XXL Chain Reaction and the Quiz Show work as a shared highlight – even for large groups.