Beat the heat! Summer Event Planning Tips from Team ELE
Summer is the perfect time to get out and about - making it a busy time for events, with conferences, conventions, and exhibitions happening all over the country. The hot weather can be brutal, but with a little planning, you can beat the heat and let your participants enjoy all that summer has to offer. Here at Team ELE, we've got plenty of experience putting on ‘hot’ events, so we thought we'd share some of our top tips for summer event planning!
Note: With the ongoing COVID pandemic, it is important to always check first the latest guidance from health authorities. This will help you determine what other measures need to be in place to keep your attendees safe.
Timing is everything
If possible, plan your event for the cooler hours of the day, like early morning or evening. The heat of the midday sun can be intense, so avoid it if you can. If not, ensure there are plenty of cooling options available for your participants.
You can't have enough water! Make sure you have enough water on hand. Give out water bottles or provide water stations at your event, and make sure to bring more than you think you'll need! Dehydration is no fun, so keep your participants hydrated and they'll be able to enjoy the festivities.
Choose transportation and venues with great AC This is probably one of the most important steps that is often forgotten. Make sure your participants won't be sitting in an uncomfortably hot car, bus, or room by choosing air-conditioned transportation and venues. Request your bus driver and venue contacts to blast the AC an hour before you arrive to hit your desired (cool) temperature before participants come!
Fun fact: Our breath is 98 degrees! Humans constantly emit heat, so the larger the gathering, the warmer each room will feel.
Serve refreshing snacks and beverages Light snacks like fresh salad or fruit are great choices in warm weather. For beverages, we recommend ice cold water, lemonade, and iced tea, which are always welcome on a hot day. If you want something a little more festive, try flavored fruit pops, frozen grapes or watermelon slices! Coconut water is refreshing, hydrating and energy boosting! Filled with electrolytes, it is great for participants suffering from dehydration.
Offer fans or cool, wet towels Perhaps consider having some kind of cooling station! An indoor, air-conditioned space or cooled-down bus with portable fans or misters can be great choices.
Consider shade! If your event is outdoors, make sure there are plenty of shady areas for participants to take a break from the sun. Rent a few umbrellas or set up some tents to create shady oases. And don't forget the sunscreen - small bottles of sunscreen could even be branded with your company name to perform double duty!
Heat stroke is real! Be aware of the signs of heatstroke and have an emergency plan in place in case someone does become overheated. Heat stroke is a real danger, especially when people are out in the sun for extended periods of time. Make sure you're prepared to escalate if necessary.
By following these tips coupled with a little planning and creativity, you can make sure your summer event is a hit - no matter how hot it gets! And if you need an extra hand to keep everything ‘cool’, Team ELE has got you covered!
We hope you find this blog post helpful. If you have more questions about this topic, you can email us at hello@erinleonardevents.com. Also, follow us on social media for more tips, best practices, and industry updates!
