Now you may be thinking “why do i need top tips for running a summer event, aren’t all events the same regardless of the weather and time of year”? There are many challenges and things to consider when planning an event in the summer as opposed to the winter.
You want to achieve…
• Maximum enjoyment
• Guests comfort
• An engaging atmosphere
• Your reputation to achieve the above, here are some helpful tips and considerations to think about to achieve your summer event success.
Good venue selection
If you can, opt for a fun, colourful and vibrant venue, that will complement the time of year and your theme, perhaps a secret garden, a venue with a private beach, a park or a venue with hectares of land, a restaurant with a nice terrace, or a unique hotel that will give you and your guests that special summer feeling.
Preferably the venue should have outdoor space, so your guests can enjoy the glorious summer weather, and indoor space also, for some shade and the great British wet weather contingency plan. Make sure you have plenty of seating indoors and out, and the venue is accessible for all guests. Having a contingency plan for the weather as we know best the “Summer” weather can be very unpredictable, so make sure you have a backup plan in case of rain and extreme heat.
Put out ponchos and umbrellas for the potential rain, and ensure you have enough shaded areas for the extreme heat in case of a heatwave. If your event is solely outdoors, maybe consider hiring a gazebo or tipis for that shade and shelter for the rain and sun. You want your event to run smoothly come rain or shine, so ensure you are prepared for every eventuality.
Engaging activities and diverse entertainment
Make use of the outdoor space you have, lawn games, live music, fairground stalls, make use of the venues outdoor activities if they have any, it’s always worth asking as some venues have their own games they can put out. How about a live caricature artist for your guests, a magician or even circus acts. If your venue is near water, maybe consider some water activities, kayaking, canoeing or paddleboarding with a professional team to support with the delivery of this.
Food and plenty of fluids!
Staying hydrated and having plenty of water stations is a must, you want your guests to be refreshed and raring to go.
Set up some stations with iced water, fans, misting water. Choose a menu containing light and fresh dishes, such as salads, grilled foods, fresh fruit, sorbets and ice creams. Keep the food flowing; it is important to eat plenty and stay hydrated so as not to feel sluggish or unwell in extreme heat.
For an alternative
Adequate staffing
Summer events need more staffing than normal, this is to ensure that each member gets regular breaks, to sit, eat and drink in the shade. It also enables more hands to carry out the tasks; to complete them quicker so they are not working or standing in the hot weather for too long. It is important just as with your guests to provide your team and staff with shelter, food and fluids.
A comfortable environment
Make sure all your guests have everything to hand, food is best served to them, so maybe opt for canapes, or a bowl of food. Bring the drinks to the guests, if this is not possible, as mentioned above set up some “Hydration Stations” around the venue. Ensuring that amenities are within easy reach and not too far away to walk or access is helpful. Plenty of chairs is very important, in the heat nobody will want to stand for too long, they want to rest or have a place they know they can sit down if they wish to. Safety, as with any event, is of paramount importance.
Especially important for summer events, think about sun protection, first aid points, if you have a large event with hundreds of people, hiring independent first aiders such as St Johns Ambulance is well worth the investment. Alcohol and heat react quite quickly, so if your event involves alcohol, make sure guests get home safely, perhaps arrange transport so the guests are not driving themselves, its well-known we get dehydrated very quickly in the heat, so by having just one alcoholic drink this could have a serious effect on somebody.
Finally, remember to have a fun day! Get in touch today if you feel we could help support you and your team with your future events;
hello@sheeredge.co.uk or call us: 0330 223 3176
