Summer Event Planning 101
Just like the weather, event planning practices and procedures change with the seasons. For the summer season, clients are attracted to the concept of hosting their special event outside on a warm day with sunshine and a gentle breeze. While that is ideal, clients seldom choose to consider the fact that the weather forecast on the day of the event might leave guests uncomfortable. We know in Austin, Texas, the probability of having an extremely hot and humid forecast requires us to plan for this in advance.
As an event planner, it is your job to cover all possible weather scenarios. Here are some tips for planning events during these hot summer months.
Location
Choosing a venue that can support various summer weather conditions will help the event be a success no matter what. If possible, help your client find a venue that offers a hybrid of indoor and outdoor facilities. An indoor location makes it possible to enjoy the event, regardless of the weather conditions outside. Having the option to be outdoors for part of the event also allows guests to enjoy the weather on a beautiful summer day.
Safety
For summertime events that include time spent outdoors, it’s important to provide guests and staff with shelter from the sun. Rent attractive sun shade structures such as gazebos and pergolas to shield guests from the weather. Take precautions to remind attendees to monitor themselves and drink water to avoid over-heating during the event.
Timing
Whenever possible, schedule the event during the most comfortable hours of the day. An event planned during the heat of the day in July and August will require air conditioning in most locations. However, planning the event for a morning or late evening ensures that guests aren’t subjected to extreme heat. Have the event staff do as much set-up work in the morning as possible.
Event Themes
Incorporate summer weather into the event theme, and capitalize on the abundance of heat and sun. Summer is associated with fun and relaxation, and a few special touches will help your guests get in the warm weather mood. Include summer activities in your event planning such as water activities, to help your guests stay happy.
Protecting the safety, health and comfort of your guests is essential when planning a successful summertime event. When you put these components at the top of your event-planning list, you’ll have confidence that you’ve covered all the steps necessary to enjoy the occasion. Likewise, you will be able to focus on running your event smoothly, rather than spending time on damage control. Your ability to foresee potential summer related challenges will make you sparkle in the client’s eyes.