Beat the Heat: Our Summer Event Tips

How to "Keep it Cool" at Outdoor Summer Events

It’s HOT in Texas. Inside venues book quickly during the summer, leaving a lot of events to tough it out in the heat. This means, as an event planner you need to take extra care of yourself, your team, your clients, and your attendees. You also have to put some extra thought into event logistics and event promotion to make it more attractive to your audience.

At the CE Group, we love to come prepared. We bring our standard supply boxes to every event, which contains anything we could possibly need, such as a first aid kit, zip ties, flashlights, safety vests, clipboards, caution tape, etc. In the summer, we stock up on some extra essential items to keep us cool and safe:

Tips to Keep Your Staff Cool

Electrolytes: Whether you’re getting your electrolytes from Gatorade or Liquid IV, make sure you have some electrolytes on hand. Electrolytes help with many processes in the body, including hydration, pH balance, nutrient movement, muscle contractions, nerve impulses and heart signaling (all of which can be affected by heat and dehydration).

Sun Protection

Hats: Keep the sun off your head and out of your eyes with a cute and functional ballcap! A simple ballcap can be found online (bonus points if it’s your client’s brand colors – or their actual merch) for a reasonable price.
Sunscreen: Don’t forget both face and body sunscreen and to reapply. Have one person set an alarm for reapplication and remind everyone else. Pro tip: Don’t forget the tops of your ears especially if you have your hair pulled up.
Cheap Sunglasses: Try to keep a pair on you and an extra in your car or work bag. There’s no need to risk losing or breaking expensive glasses at an event.

Cooling Neck Wraps and Neck Fans: These are extra but so worth it and it’s easy to find affordable ones online. Pro-tip: Order custom ones and add your company logo to these for extra brand awareness!

Deodorant, perfume and a change of clothes: Chances are you will be at your event before it starts and after it ends, which means you will be in the sun for several hours. Keep these essentials in the car or in your onsite bag to freshen up.

Extra breaks: Make sure you have enough staff on hand so that you can put break times for everyone in your run-of-show. Sometimes 20 minutes in AC is all you need to feel recharged.

CE Staff in Sunglasses and Hats at the Kerrville Eclipse Festival

Branded Mini Fans that Connect to Phone

Tips to Keep Clients & Attendees Cool

Tents and umbrellas: Tents are especially important if there aren’t a lot of natural shade-providers at your event, such as trees or awnings. You can invest in a few smaller tents, but there are plenty of tent rentals available for larger events. Use these as another visual branding opportunity by renting one in the client’s brand color, adding their logo or slogan, or hanging decorative details from it.

Fans: We recommend considering venues that already have big fans installed. If not, you can purchase large electric fans or battery-powered fans to ensure that there will be a breeze. Pro tip: Misting fans!

Hydration, hydration, hydration: Make sure there is free, visible, and easily accessible water available to all guests. Whether you’re offering refreshing mocktails at the bar or water monsters at hydration stations, keep different options for cooling off with liquids at your events.

Water Activities: Whether you want to host a water balloon fight or bring in a dunk tank, the most fun way to beat the heat is with some water sports.

Partner with a refreshing vendor: Whether it’s ice cream, ice coffee, or mai tais, it’s always great to have a sweet treat vendor at a hot event. Also, try to avoid serving too many hot foods.

Timing: Plan your program during the early morning or at sunset to avoid the hottest and brightest hours of the day.

Most Importantly...

Most of all, make sure your event is well-promoted and has specific attractions that will make people leave the comfort of their AC to come out and participate in your event in the heat. If your event has water activities or elements, make sure to say so on your event marketing collateral! Be safe, keep cool, and have fun!