{"id":1852,"date":"2026-05-12T20:02:04","date_gmt":"2026-05-12T20:02:04","guid":{"rendered":"https:\/\/thejazzcafe.co.uk\/blog\/?p=1852"},"modified":"2026-05-12T20:02:04","modified_gmt":"2026-05-12T20:02:04","slug":"how-to-plan-a-last-minute-summer-event","status":"publish","type":"post","link":"https:\/\/thejazzcafe.co.uk\/blog\/2026\/05\/12\/how-to-plan-a-last-minute-summer-event\/","title":{"rendered":"How to plan a last minute summer event"},"content":{"rendered":"\n
Summer may be just round the corner, but don’t worry you haven’t missed your opportunity to host a last minute summer event. Our blog post is going to give you a few helpful tips on how to succeed so you can put your best event-planning foot forward! This post is written with the assumption that you have booked your venue.<\/p>\n\n\n\n
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Prioritise the essentials<\/h2>\n\n\n\n
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It may go without saying, but as you have limited time to plan your event, we would highly suggest prioritising the essentials. We’re thinking guest list, food, drinks and entertainment. We’d start with the guest list and sending out your invites as soon as possible to ensure as many people as possible can attend. Skip paper invites, and send something out digitally for speed.<\/p>\n\n\n\n
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Then, if you’re keen to have either a DJ or a band we would strongly advise reaching out to them to see if they have the availability for your date. If they are unavailable, speak to your venue as they will have other entertainment suppliers on their books that they regularly work with that may be able to help.<\/p>\n\n\n\n
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Once you’ve secured your entertainment, if you’d like to hire a d\u00e9cor company to style your chosen venue \/ event space, that would be next on your list to book. Be mindful that summer will be their busiest time of year due to weddings, however they might still be able to help. If they can only fill part of your request or nothing at all, why not consider doing the d\u00e9cor yourself? Pinterest, TikTok and YouTube can all be very helpful for inspiration, tips and guides.<\/p>\n\n\n\n
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Choose fuss-free food<\/h2>\n\n\n\n
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When planning a last minute event, we would highly recommend opting for a fuss-free menu. For example, if you have invited 40 guests, the last thing you want to be coordinating are menu pre-orders – and there will always be one person who hasn’t returned their choices and will ignore your calls, texts and WhatsApp messages chasing them! By choosing a set menu, where everyone eats the same dish for their starter, main and dessert (with the exception for dietary and allergy requirements) or even a buffet can really take the stress out of planning your event.<\/p>\n\n\n\n
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A buffet is a great choice too because it allows your guests the freedom to choose what they’d like to eat, but also means that you don’t have to worry about a table plan or place cards for designated seating. Another job we would advise skipping when planning a last minute event. <\/p>\n\n\n\n
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Create a realistic timeline<\/h2>\n\n\n\n
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Our final tip for planning your last minute summer event is to create a realistic timeline. You are already short on time, so don’t put yourself under unnecessary time constraints that just aren’t achievable. We advise working backwards from the date of the event in line with what your suppliers need from you. For example, the venue will likely need final numbers, details and payment 4 weeks prior to your event, so you’ll need to ensure you have given your guests enough time to RSVP and yourself enough time to get these details together to hand over to the venue.<\/p>\n\n\n\n
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You’ll also need to comply with your other suppliers that you booked; when do they need payment, what information do they need? Not to mention, you will likely need to get other smaller items sorted, like a cake, extra d\u00e9cor items, a playlist for background music. We advise handing out jobs to friends and family if you can (many hands make light work) and planning ahead to ensure you don’t miss anything that’s important to you. Your venue can help you too with their side of things, so make sure you ask them any questions that you may have – they are always happy to help!<\/p>\n\n\n\n
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