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Beat the Heat: Keeping Guests Cool During an Outdoor Wedding or Event in Summer


Ask The Expert, Wedding Planning Advice

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.

Photo by Wiler Weddings

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!

Strawberry Lemonade Granita
Photo by Savannah Peterson Photography

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!

 

Disclosure: Some of the links in this post/ content are affiliate links and if you go through them to make a purchase I will earn a commission. Keep in mind that I only share about companies that I truly believe in.

Wedding Menu – Gluten-Free, Dairy-Free, and Vegan, Oh My!


Wedding Planning Advice

How to Handle Wedding Guest Dietary Restrictions

 

Keeping your guests happy with great food while offering options that conform to multiple dietary restrictions can be tricky.  The most common guest requests that we see are gluten-free, dairy-free, nut-free, and vegan or vegetarian.  Many of our couples struggle to balance guest experience with cost and availability.  Is it really reasonable to offer 6 different entrees in the hope of keeping everyone happy?  For most couples, the answer is no.  But there are many small tweaks that can be made to an existing meal to make it food allergy friendly. - Wedding Catering - Wedding Planner - Each & Every Detail

Photo courtesy of Two Pair Photography

 

Keeping your guests happy with great food while offering options that conform to multiple dietary restrictions can be tricky.  The most common guest requests that we see are gluten-free, dairy-free, nut-free, and vegan or vegetarian.  Many of our couples struggle to balance guest experience with cost and availability.  Is it really reasonable to offer 6 different entrees in the hope of keeping everyone happy?  For most couples, the answer is no.  But there are many small tweaks that can be made to an existing meal to make it food allergy friendly.

 

Gluten is a protein compound present in many grains, particularly wheat, that is responsible for the elasticity of dough.  If you’ve got dough or a crust, you probably have gluten.  There are two secrets to giving lots of gluten-free options: keep it simple when it comes to sauces and preparations; and consider the extended world of non-grain flours.  - Wedding Catering - Food Allergies - Wedding Planner Dallas - Each & Every Detail

Photo courtesy of Ryan O’Dowd Photography

 

Gluten-Free Tweaks

Gluten is a protein compound present in many grains, particularly wheat, that is responsible for the elasticity of dough.  If you’ve got dough or a crust, you probably have gluten.  There are two secrets to giving lots of gluten-free options: keep it simple when it comes to sauces and preparations; and consider the extended world of non-grain flours. 

Keeping It Simple: If your dishes stick largely to fruits, vegetables, and meats, you’re already taking a step in the right direction from almost all allergy-compliant meals!  Look at items that are baked or grilled rather than fried.  Use spices rather than sauces for flavor.  Gluten tends to sneak in when sauces and marinades need to be thickened.  Simple preparations like rubs in oil, eliminate any fear of gluten!

Non-Grain Flours: Ask your kitchen if they can substitute a flour without gluten to keep the menu unaltered.  This is a win some-lose some solution in some ways, because the most popular non-grain flours are made with nuts (almond flour, etc.).  So you may gain on the gluten-free side, but lose on the nut-free side.

 

Dairy-free dieters are becoming easier to compensate for within your catering options due to the upswing in prevalence of substitutes like coconut milk, almond milk, cashew milk, and soy milk.  Even non-dairy cheeses are getting better and better! Be aware of butter.  This is the sneaky thing for dairy-free options.  Ask your kitchen about cooking with oil instead of butter where possible, and that will eliminate one of the big dairy-free roadblocks. - Wedding Catering - McKinney Wedding Planner - Each & Every Detail - Food Allergy

 

Dairy-Free Tweaks

Dairy-free dieters are becoming easier to compensate for within your catering options due to the upswing in prevalence of substitutes like coconut milk, almond milk, cashew milk, and soy milk.  Even non-dairy cheeses are getting better and better!

Be aware of butter.  This is the sneaky thing for dairy-free options.  Ask your kitchen about cooking with oil instead of butter where possible, and that will eliminate one of the big dairy-free roadblocks.

 

Nut-Free Tweaks

Nut-free can be a tough one, simply because nut allergies can be so severe.  If you know one of your guests is allergic to the point of requiring a nut-free kitchen, you might consider asking them to either bring their own food or offer a delivery meal from a nearby restaurant that they’re comfortable consuming.  While not ideal from a hospitality perspective, avoiding anaphylactic shock is always a good idea.

At a broader level, watch out for nut flavorings and extracts as well as actual nuts.  Almond flavored wedding cake is a classic flavor, but a true almond extract will set off a nut allergy.  Also, as aforementioned, confirm that none of your flour or dairy substitutes are nut-based.

 

Nut-free can be a tough one, simply because nut allergies can be so severe.  If you know one of your guests is allergic to the point of requiring a nut-free kitchen, you might consider asking them to either bring their own food or offer a delivery meal from a nearby restaurant that they’re comfortable consuming.  While not ideal from a hospitality perspective, avoiding anaphylactic shock is always a good idea. - Wedding Catering - Food Allergies - Dallas Wedding Planner - Each & Every Detail

Photo courtesy of Tony Valadez Photography

 

Vegetarian and Vegan Tweaks

Vegetarian diets are not too difficult to accommodate – just ensure you have an option without meat or fish.  Vegan diets are the holy grail of meal accommodation.  Creating an interesting, tasty vegan menu is absolutely possible, but it requires extreme attentiveness! 

With a vegan menu, it definitely helps to use a flavorful taste profile to keep things interesting for non-vegan guests.  Think Indian or Mediterranean when it comes to dishes and spices.  Also, be vigilant on your animal products.  There are many that slip through the cracks – for example, honey.

 

Vegetarian diets are not too difficult to accommodate – just ensure you have an option without meat or fish.  Vegan diets are the holy grail of meal accommodation.  Creating an interesting, tasty vegan menu is absolutely possible, but it requires extreme attentiveness! - Wedding Catering - Food Allergies - McKinney Wedding Planner - Each & Every Detail

 

Hopefully this gives you some guidelines for menu planning creatively while being sensitive to your guest needs.  What’s your favorite recipe that’s allergy-sensitive that would be great for a wedding?  Here’s a client favorite from a recent wedding – vegan tofu butter paneer!  Send yours our way, and we’ll add it to our post! 

 

Are you having trouble accommodating your wedding guests and their dietary restrictions? We would be happy to help you find options that fit you and the right caterer for your event! Contact us! 

 
 

Keeping your guests happy with great food while offering options that conform to multiple dietary restrictions can be tricky.  The most common guest requests that we see are gluten-free, dairy-free, nut-free, and vegan or vegetarian.  Many of our couples struggle to balance guest experience with cost and availability.  Is it really reasonable to offer 6 different entrees in the hope of keeping everyone happy?  For most couples, the answer is no.  But there are many small tweaks that can be made to an existing meal to make it food allergy friendly. - Dietary Restrictions - Wedding Planner - Each & Every Detail

Vendor Spotlight: Tastefully Yours Catering


Ask The Expert

 

Photo courtesy of Leslie Spurlock Photography

 

Tastefully Yours has been cooking amazing, unique food for weddings for ten years. Their one of a kind chef and attention to detail makes their food tasty but also beautiful.  We had the chance to talk with Lisa about what it takes to set yourself apart in the catering world.

1. Describe your favorite type of client.

We love a couple that loves food!

 

Photo provided by Katie Cassidy Photography

 

2. What makes you different at what you do?

There are quite a few things that make us different. The first main thing is our chef is European, which means we have fresh food with no preservatives because we shop the day of for food. We also bring the art into serving food by bringing our own tables capes and using unique serving platters (as opposed to chafing dishes). We appreciate the beauty of the presentation of food! Our veggie latter is also to die for and that definitely sets us apart.

 

Photo provided by Tastefully Yours Catering

 

3. Why do you think your clients choose Tastefully Yours Catering?

The quantity and quality of the food as well as our commitment to professionalism. We are very transparent.

 

Photo provided by Tastefully Yours Catering

 

4. What do you love most about weddings/engagements?

I love hearing the couple’s story. They are all so different! This gives us a chance to make their wedding day special and unique to them. We want to make a memorable contribution to their big day.

You can contact Lisa for more information about Tastefully Yours Catering at (817) 749-0896 or at visit their website at www.tastefullyyours.com

 

If you would like to discuss catering styles and options contact us!

What Catering Options are the Best Fit for Your Event?


Wedding Planning Advice

An elegant plated meal, a variety of food trucks, a fun late-night snack… which catering option is right for you?

 

There are tons of catering options on the menu when it comes to food at your reception! The style of food service will definitely impact your guests' perception of the evening - are you going for something elegant and timeless or more along the lines of fast and fun?  Let's take a look at some of the common catering options when thinking about catering and service styles.

Photo courtesy of Jennifer Yarbro Photography

Catering by Dallas Tower Club

 

There are tons of catering options on the menu when it comes to food at your reception! The style of food service will definitely impact your guests’ perception of the evening – are you going for something elegant and timeless or more along the lines of fast and fun?  Let’s take a look at some of the common catering options when thinking about catering and service styles.

(No matter which form of food service you select, be sure to discuss timing with your caterer!  How long will it take to serve, and how does that affect the rest of your evening’s agenda?)

 

Maybe you're thinking you'd like to keep things light!  Passed hors d'oeuvres are a great option for a mid afternoon or brunch reception.  They're also very popular for cocktail hour.  Small, bite-sized appetizers are passed by tray to guests, who generally are standing and eating.  There's a tricky balance to achieve though, between a small but satisfying amount of food and cranky guests.

Photo courtesy of Kylie Crump Photography

Catering by CRO Catering

 

Passed Hors D’oeuvres 

Maybe you’re thinking you’d like to keep things light!  Passed hors d’oeuvres are a great option for a mid afternoon or brunch reception.  They’re also very popular for cocktail hour.  Small, bite-sized appetizers are passed by tray to guests, who generally are standing and eating.  There’s a tricky balance to achieve though, between a small but satisfying amount of food and cranky guests.

 

This is a very common choice! Partially for generally lower price point, and partially for the more relaxed feeling of a buffet. Allowing your guests a choice of entrees, getting everyone on their feet and moving around, and offering the opportunity for seconds really appeals to many couples

Photo courtesy of Two Pair Photography

Catering by Wolfgang Puck at Union Station

 

Buffet

This is a very common choice! Partially for generally lower price point, and partially for the more relaxed feeling of a buffet. Allowing your guests a choice of entrees, getting everyone on their feet and moving around, and offering the opportunity for seconds really appeals to many couples.  When considering a buffet, be sure to clarify with your caterer:

  • Is the buffet served (i.e., the staff serves each guest, controlling the portion size), or is it self serve?
  • If self serve, is it a one-sided line or a two-sided line?
  • Does the caterer provide china, flatware, and glasses, or do they provide plastic plates and tableware?

 

Stations

Stations are sort of halfway between passed hors d’oeuvres and a buffet.  Bite-sized appetizers are passed to guests, while 2-4 heartier small plate stations are space out around the room.

 

We've been seeing more and more couple interested in family style dinners.  This allows for a happy medium between a fully set, formal table and a more informal method of service.  Entrees and sides are served to each table by placing platters in the center of the table and allowing guests to pass and serve themselves while seated. It can also mean having  staff serve guests table side platters of entrees and sides.  Keep in mind that if you will have platters set in the middle of your table, you need a) small profile centerpieces that leave room on the table for the food and possibly b) larger than standard tables!

Photo courtesy of Feather & Twine Photography

 

Family Style

We’ve been seeing more and more couple interested in family style dinners.  This allows for a happy medium between a fully set, formal table and a more informal method of service.  Entrees and sides are served to each table by placing platters in the center of the table and allowing guests to pass and serve themselves while seated. It can also mean having  staff serve guests table side platters of entrees and sides.  Keep in mind that if you will have platters set in the middle of your table, you need a) small profile centerpieces that leave room on the table for the food and possibly b) larger than standard tables!

 

A served or plated meal is both the most traditional and most formal option for your wedding.  For a particularly lovely touch, some caterers offer service in concert. This is when all of the servers place the plates around the table simultaneously.  Plated meals can offer guests a choice of entrees (in advance, selected when a guest RSVPs) or a duo plate, which combines two entrees on the same plate and eliminates the need for guests to choose.

Photo courtesy of Dot & Anchor Photography

Catering by Tastefully Yours

 

Served or Plated

A served or plated meal is both the most traditional and most formal option for your wedding.  For a particularly lovely touch, some caterers offer service in concert. This is when all of the servers place the plates around the table simultaneously.  Plated meals can offer guests a choice of entrees (in advance, selected when a guest RSVPs) or a duo plate, which combines two entrees on the same plate and eliminates the need for guests to choose.  With a served meal, be sure to discuss with your caterer:

  • How will servers identify which guest has selected which entree?
  • Can the caterer offer special meal plates for vegetarians and guests with allergies?
  • Are there multiple courses?

 

The least formal of all the options!  Food trucks are a fun way to keep things casual and express your personality.

Photo courtesy of Cactus & Coast Photography

Food Trucks: Bite My Biscuit & Texas Burrito Company

 

Food Trucks

The least formal of all the options!  Food trucks are a fun way to keep things casual and express your personality. A couple things you want to keep in mind with this option:

  • How many food trucks do you need? What different styles of food do you want available? How many trucks do you need to serve your guests in a timely manner? With food trucks, the food is made once the guests place the order (food trucks can only serve 50 or so guests each hour). We recommend to be finished with dinner in an hour, with 200 guests, to have at least 4 trucks.
  • How do you want the food served? A lot of trucks bring those red and white boats standard for their food. If you want something other than that then be prepared to bring your own plates and silverware.
  • Who will cut the cake and bus the tables? Food trucks offer delicious food, but no other service. Who will cut and serve that beautiful cake later in the evening? You may need to hire additional service staff to help clean up and take out the trash at the end of the night.
  • Where do they park? Is there a convenient place for food trucks to pull up or is there some strategic planning that needs to happen? 

 

A passed late night snack is always a fun way to add a little extra flair to your food!  Timing is crucial. You need to have enough time after cake that people feel like eating again, but not so late that you've lost too many guests to eat it.  Late night snacks are often more creative, fun foods, like sliders and fries, street tacos, or donuts

Photo courtesy of Two Pair Photography

Catering by Wolfgang Puck at Union Station

Late Night Snacks

A passed late night snack is always a fun way to add a little extra flair to your food!  Timing is crucial. You need to have enough time after cake that people feel like eating again, but not so late that you’ve lost too many guests to eat it.  Late night snacks are often more creative, fun foods, like sliders and fries, street tacos, or donuts.

 

 

What catering style or creative food are you using for your wedding? Let us know in the comments.  If you would like to discuss what options for catering would be best for your wedding please contact us!

 

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Updated on 10/01/18 by:

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Vendor Spotlight: Gil’s Elegant Catering


Ask The Expert

 

Gils Catering After Hours

Photos provided by Gil’s Elegant Catering 

When we think of fantastic food and wonderful service, Gil’s Elegant Catering is always on our list of the best options!  We have Jackie Albers, Director of Sales, on the blog today, talking about her experiences and the fabulousness that is Gil’s.  Read on!

When and how did you get into the wedding industry?

Back in 2001 while I was still in college, my mother and I owned a catering company in Sherman, Texas where we catered weddings and social events! A few years later we sold the business, and I went to work at the City Club in Fort Worth in 2004 as their wedding planner. I loved that job and learned the true ins and outs of the wedding industry from my incredible boss. I left there in 2007 and became the Social Event Director at the Warwick Melrose Hotel, where I was involved in planning some of the most beautiful hotel weddings. That was such a glamorous job! After about 3 years my mother and I decided to start working together again at Gils Elegant Catering and we have been here ever since. Gil’s has been in operation for nearly 34 years.  I love this company and I truly love working with my mother every day planning beautiful events with the backing of an amazing culinary team.

Gils Elegant Catering Avocado display

Where are you based and where do you meet with clients? 

Our kitchen is located in Grand Prairie, Texas. We host our private tastings here. Client meetings are held all over the city – really wherever is most convenient for the bride.

Describe your favorite type of client.

Clients that love to personalize their wedding through food. I love the brides who tell me about their first date with their fiancé, tell me what they had for dinner and then we try to recreate that moment for them. Brides that want to be original and adventurous with food – those are my favorite.

Gils Elegant Catering Bar Service

What makes you different at what you do?

I truly have a passion for catering and creating a beautiful dining experience for people. My mother always said “the way to a man’s heart is through his stomach” and I took that to heart and applied it to how I sell food to my brides. I am not afraid to take risks with food presentation, ingredients, and flavors. No two weddings are the same because no two brides are the same. Each one deserves her own menu that reflects her personality.

What do you love most about weddings?

Cake 🙂 [EED: Yasssss!] and all the smiling faces and clean dinner plates 🙂

Gils Elegant Catering Action Stations

When you think of opulent yet traditional weddings in your portfolio, what have been some of your favorite aspects? 

Big white tents with gold rimmed china, champagne flowing all night long, white orchids, a raw bar with chefs shucking oysters, “Black Tie” written on the invitation!

If you’re interested in learning more about Gil’s Elegant Catering, please contact Jackie at  Jackie@GilsElegantCatering.com or 214.717.3142.

 

Catering Considerations


Wedding Planning Advice

 

Black Eyed Pea appetizer Feather and Twine Photography

Photo courtesy of Feather and Twine Photography

Choosing a caterer is tricky business.  There are lots of bits and bobs to consider!  If your venue does not require you to use a specific caterer, check out our thoughts below to help you through the search and contracting process.

Finding the Right Price Range

First things first.  How much are you looking to spend – or, from another perspective, does what you’ve budgeted match your needs?  We highly recommend reading about A Practical Wedding’s Olive Garden Rule to help you out on this.  Once you know what you’re thinking you’ll spend per head and what that includes beyond food and beverage (china? silver? tables and chairs?), multiply that number by your estimated guest count, followed by 30% to cover the cost of staffing and tax.  That should be your catering and bar budget, if you’re sticking with your original plan.  Now you have a rough idea of not only what you’re going to spend, but what cost level you should be looking at when searching for catering options.

Do You Like the Food?

One very difficult aspect of the wedding catering world is tastings.  All caterers will include some sort of tasting – it’s the timing that varies.  Some caterers allow you to taste the food before signing a contract.  Others may charge you a fee for doing so.  Others may only offer monthly, quarterly, or annual group tastings – which may be open to all or limited to booked clients.  Some vendors may only offer a tasting after being booked and close to the wedding date.  It’s up to you to decide what you are comfortable with in this area.  Tip – keep an eye out for wedding open houses and other events where your potential caterer might be serving to get a free taste.  Also, if your caterer is affiliated with a restaurant, dinner out may tell you what you need to know!

Head Counts, Minimums, and Contracts

You’ve heard it a million times, we know – ALWAYS read your contracts before signing.  In the case of catering, this can be extremely important!  Your catering contract will describe for you if the quoted amount is:

a) a minimum, meaning that you will need to reach this number (usually pre-service charge and tax, which is that 30% from above) at a minimum.  If you go above this number, you will owe that additional amount as well.

b) a guarantee, meaning that you will be paying for at least the number of guests listed on the contract.  If this is your caterer, aim low on your head count so that you don’t end up paying for food that won’t be served!  Do not contract for the total number of people being invited!

c) a placeholder, meaning that the final amount will vary depending on your final guest count, which could go up or down from the quoted amount.  Most final guest counts will be due 7-14 days prior to you wedding, which is also when your balance is due!