Planning summer events can be a balancing act — while the long daylight hours and vibrant outdoor settings offer unbeatable ambiance, the soaring temperatures can be a challenge for attendee comfort. We asked seasoned event pros how they keep guests cool, comfortable, and coming back year after year. Here are their top tips:
Select venues that offer both indoor and outdoor spaces—or those with shaded pavilions, covered patios, or even retractable roofs. Consider the time of day: morning or late afternoon events typically offer cooler conditions. If you're planning an outdoor gathering, always have a climate-controlled backup plan in case temperatures rise unexpectedly.
Dehydration is a quick way to spoil a great event. Go beyond basic water coolers by setting up branded hydration stations with fruit-infused water, electrolyte drinks, or even iced herbal teas. Bonus: Incorporate eco-friendly cups and signage to boost your sustainability credentials.
Think beyond fans. Use misting stations, cooling towels, or branded handheld fans as functional swag. Incorporate light, airy materials in your event décor, and consider cool color palettes like blues, whites, and pastels to visually reinforce a refreshing vibe.
Help your guests dress for success by setting the right expectations. Use phrases like "resort casual" or "weather-appropriate attire" in your invitations. For outdoor staff and vendors, provide breathable uniforms or shaded rest areas to maintain professionalism and safety.
Heavy, hot meals can leave guests sluggish in the heat. Offer lighter fare with chilled options — think cold pasta salads, gazpachos, fresh fruit skewers, or frozen desserts. Signature frozen cocktails or mocktails can also be a major hit at summer soirées.
Use weather-tracking apps and heat index monitors to make real-time decisions about timing and layout. Some planners are even using smart thermostats and portable A/C units that can be controlled via mobile apps for on-the-fly climate management.
Let guests know in advance how you’re prioritizing comfort — shade structures, water availability, and dress suggestions. On-site signage and staff should help guide people to cooling zones, misting areas, or hydration points.
Heat doesn’t have to be the enemy of a successful summer event. With smart planning and a little creativity, you can turn up the experience while keeping temperatures — and tempers — low.
Creator of digital platform meetingpages complete event planning directory and resource delivering leads and national, regional and local exposure for event venues, suppliers and destinations in MN, WI, IA & CO markets. In her free time, this 19 year industry veteran enjoys dance, group fitness, and training her young golden retriever dog in competition obedience and confirmation.
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