Though summer is the premier time of the year for summer events, we’re not going to mince words about summer: it gets HOT. Our Chicago summers can alternate between pleasant and sweltering. Though it seems like the only weather forecast you need to worry about for your event is rain and thunderstorms, that kind of thinking can’t be farther from the truth. The weather matters to your guests so it should matter to you.
It’s that kind of consideration—and a few other event planning tips—that makes a summer event a success that attendees want to come back to again and again.
Know your audience.
Hopefully, one of the first rules of event planning is at the forefront of the planning process: know your audience. Plan accordingly when choosing entertainment, setting a menu, scheduling activities, and laying out the event.
Cool them down.
If temperatures on the day of the event are closer to sweltering than pleasant, take every precaution to make the event a cool experience for everyone. Use misters and fans as needed at the event; if it is a family event, make the misters and fans a fun activity for the kids. For a more adult-oriented event, use live entertainers to cool down attendees and create a unique atmosphere.
A summer event shouldn’t turn into a series of medical emergencies; plan on providing an appropriate amount of hydration for attendees. To turn this necessary event task into a part of the event atmosphere, use live entertainers to pass out drinks or provide stylish (and tasty) drink stations throughout the event.
An event surprise is a welcome addition to any event, such as surprise entertainment (or a surprise during the entertainment) or a scrumptious menu item. Don’t hesitate to amaze guests with a surprise appropriate for their demographic or ask the professionals for recommendations for a surprise that everyone’ll remember.
Have a contingency plan.
Summer weather can be beautiful; it can also be unpredictable. Make a plan B an essential part of event planning. Have a back-up venue in case of severe weather and a date that covers those ‘just in case’ scenarios.
Make it interactive.
Interaction is a memorable part of every event. Seize the opportunity, such as using entertainers to serve refreshments or assist attendees with interactive activities. Take every step to ensure an all-encompassing sensory experience that is enjoyable for everyone.
Keep it clean.
Event attendees should enjoy a wonderful summer breeze, not the odor from a trash can. Take efforts to ensure the event venue is kept clean throughout the event or make appropriate arrangements with the venue (use this checklist to choose the right venue for the event).
Fun, fun, fun!
A summer event should be an enjoyable experience for everyone. Don’t let attendees down; tackle the largest details (or contact the pros that can) and meet the small considerations. Your guests’ll appreciate the effort.