Planning an outdoor event can come with its own unique set of challenges, especially in the summer.

With a little planning ahead and help from your event production partner, there are plenty of ways to ensure that your summer event goes off without a hitch or a heat-related issue. Keep guests cool and avoid any potential meltdowns the day of with these summer event planning tips.

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Timing is everything.

Although it might be tempting to invite guests to gather for a 4 PM post-work celebration on a Friday, resist the urge. Think about it like this: During the heat of the day, folks would much rather be flocking to the beach than sweating it out at your event. If possible, shift the timing of your event back to capitalize on cooler temps as the sun sets. Plus, who doesn't love a good golden hour photo opportunity? Work with your event production partner or planner to accommodate for low light situations and bug prevention if you are having an evening event. Citronella candles (outside, of course) are an option to prevent pesky mosquitoes and cast a soft glow on your event.

Throw some shade.

Take the heat off guests (no pun intended) by planning the layout of your event around shady spaces, whether they are built into the floor plan of your venue or created by your event production partner. Your event production designer or planner can implement ingenious (and chic!) methods to create shade and coverage for your guests, including umbrellas, temporary structures, or even large plants. A shady spot will likely be the most coveted real estate at your summer event, so ensure that they are in numerous supply for your guests to enjoy and take respite from the heat.

Hydrate, hydrate, hydrate.

Ensuring your guests stay hydrated is crucial, especially during the warm months. A dedicated hydration station can be a lifesaver. Think beyond just bottled water; consider providing an array of refreshing options such as infused water, iced teas, and electrolyte drinks. Not only does this keep guests refreshed, but it also adds a fun and interactive element to your event. Customize your hydration station with colorful dispensers, garnishes like mint and citrus slices and even branded cups or straws to tie into your event's theme. Position the station in a shaded area and make it easily accessible so guests can effortlessly grab a drink and stay cool throughout the event.

Favors are your friend.

Keep your guests cool and comfortable at your summer event by offering practical favors such as umbrellas, fans, sunglasses and even cooling towels. Handheld fans can be personalized for your brand or party theme, and provide immediate relief from the heat. Personal umbrellas or parasols can offer shade and add a touch of elegance to your event's aesthetic. Cooling towels are another great (but potentially slightly messy) option if you're truly concerned about guests overheating. By providing these thoughtful favors, you'll ensure your guests have a great experience, no matter how hot it gets. Consider incorporating the favors into your décor (in baskets or on a stylish cart) so guests can easily pick them up as needed.

Choose durable décor.

The last thing you want at an event is for your décor to melt down in the heat, let alone your attendees. Event flowers should be durable and hearty to withstand hotter temperatures. Tropical varieties like anthurium, proteas and orchids are a go-to, along with sturdy greenery like monstera or palm leaves. Your florist or event production partner can work with you to ensure that your arrangements are summer heat-approved and fit your vision for your event. When it comes to food, the same rule applies. Chilly snacks like popsicles, ice cream or chilled fruit will bring immediate relief to your guests and can elevate your décor when stored and presented in an on-theme way. Work with your caterer to identify bites that bring on the brain freeze (in a good way).

Interested in working with the event experts at B Floral? Contact us to kickstart your next event planning process today.