Here in Texas, we love our outdoor events.  Wedding ceremonies are frequently held outside, and summer gatherings for birthdays, barbecues and any other summer celebrations are usually outdoors. However, the scorching heat can pose a challenge when it comes to keeping your guests comfortable. To ensure everyone stays cool and refreshed, we have some essential tips and ideas to help you beat the heat and protect your guests. From practical items to buy to refreshing wedding and event catering options, we’ve got you covered.

Creating a Comfortable Event

Before your outdoor event, it’s crucial to take certain precautions to protect your guests from the heat. Here are a few essential steps to consider:

Provide Ample Shade

Set up shaded areas using tents, canopies, or umbrellas. This will offer respite from the sun’s rays and create comfortable spots for guests to relax.

Hydration Stations

Keep your guests well-hydrated by setting up hydration stations throughout the venue. Offer a variety of refreshing beverages, such as infused water, lemonade, and iced tea. Don’t forget to provide plenty of ice and cups! Your wedding caterer can help create fun drinks that are attractive to the eye as well as taste great!

Essential Cooling Items

Investing in certain cooling items can make a significant difference in keeping your guests cool and comfortable. Here are a few items to consider:

Fans and Misters:

Portable fans and misting systems can provide instant relief from the heat. Place fans strategically throughout the venue, especially in areas where guests are likely to gather, such as seating areas or dance floors.  You can rent these from local event rental companies or purchase your own for use at future events too!

Cooling Towels:

Provide cooling towels to your guests. These towels are made of special fabric that stays cool when wet. Guests can simply wet the towel and drape it around their necks or use it to wipe their faces for instant refreshment.  You can order them in your event colors too!  Check out these we found on Amazon.

Personal Fans:

We own these amazing neck fans and sing their praises constantly!  They might be a little more pricey than the towels, but they are life savers when the temps soar!  They also help with anyone who is carrying a drink since they don’t require hands, which also makes them perfect for event staff.  Don’t forget your wedding catering staff and bartenders!

Refreshing Wedding and Event Catering Ideas

When it comes to catering, incorporating refreshing and hydrating options is a must. Here are some ideas to keep your guests cool and satisfied:

Hydrating Beverages:

As we said before, hydration stations are a must.  This is your chance to have fun with your drinks!  Offer a wide selection of chilled beverages, including fruit-infused water, iced tea, and refreshing mocktails. Consider

serving signature summer drinks like frozen margaritas or fruit smoothies to add a touch of indulgence.

Fresh and Light Food Options:

Opt for a menu that includes light and refreshing dishes. Incorporate seasonal fruits, crisp salads, chilled soups, and seafood options. These choices not only keep guests cool but also provide a delightful culinary experience. Consult with your wedding caterer to find out what is in season and would be fun with your theme, they are sure to have some great ideas!

Frozen Treats:

Surprise your guests with a delightful array of frozen treats. Set up a gelato or ice cream station with various flavors and toppings. You can also offer refreshing popsicles or create a DIY snow cone bar for a fun and interactive experience.  We loved these fun strawberry lemonade granitas served before the outdoor wedding ceremony to help keep guests cool.

Important Things to Know

Consider Those Who Are More Vulnerable:

Older adults, those with chronic health conditions, pregnant women and small children are more susceptible to the heat.  If you have a higher population of these guests, you may want to consider moving the event indoors or provide special areas for them to spend time in and keep away from the heat.

Know the Signs of Heat Related Illnesses

Not to be a downer, but knowing the signs of heat related illnesses can help make sure guests are treated if any issues arise.  Heat cramps are often the first sign of a heat related illness.  Other symptoms include: heavy sweating, nausea, dizziness, headache or fainting.  Move anyone experiencing these to a cool area immediately and apply cool, wet cloths.  Offer them sips of water.  If someone experiences confusion, vomiting, has a temperature of 103 degrees or higher, seek medical attention immediately!   If you know you’ll be busy as the host of the event, make sure you have others aware of what to watch for and can aid any guests who develop symptoms.

Make Your Plans

Keeping guests cool during an outdoor event in the summer requires careful planning and consideration. Follow these tips and we’re sure you can beat the heat and keep your guests cool!