The UK, like much of the world, is now seeing average temperatures rise year on year. And whilst we welcome some warm sunshine, it has an increasing impact on event planning. In the last couple of years, for example, the summer temperatures have even led to many services being shut down and talk of planned events being postponed. If you’re reading this, it’s highly likely that you’ve spent months organising a conference or business event. It’s equally likely that you’re not going to want to cancel it just because of the weather. This is why factoring the rising heat into event plans is now just as important as having a ‘rainy day’ option. So, what to do? Here, our CEO LIZ TAYLOR has sweated over the best solutions on how to keep events cool in a heatwave! Read on for her tips for beating the heat when organising a business event…..
CONSIDER MOVING THE TIME
When looking at how to keep events cool in a heatwave, timing is everything. The weather is hottest when the sun is at its highest in the sky, right at the time when your event is likely to take place. It’s worth investigating whether an early start is possible – make the event a breakfast meeting that goes on until lunchtime and finishes with a light lunch.
If it’s a multi-day event, then take your cue from those in hot countries. Start early have a break or ‘siesta’ during the hottest part of the day then welcome delegates back from late afternoon and early evening sessions. You might even notice that there are some extra social/networking benefits for this format. Finish with a light buffet and early evening drinks.
There will be some negotiation with the venue needed as this will have a knock-on effect to staffing levels, however hosting a safe and comfortable event, where everyone has the best experience is in their best interest. An event planner such as myself should be comfortable in negotiating the best outcome for all.
RELAX THE DRESS CODE
A suit and tie/business dress code are a sure-fire way to make sure your guests swelter if a heatwave is on the cards. So, it’s worth communicating that the dress code can be more relaxed in hot weather. Shorts, sandals, and short sleeved shirts should all be permitted – your guests will thank you for it. Remember, planning how to keep events cool in a heatwave is not just about productivity and comfort. Its also a health and safety factor. Nobody wants suited delegates fainting or dehydrating.
SWITCH UP THE MENU
Think lighter options with a cold starter and dessert for the warm weather. Avoid stodgy carbohydrates or you risk your audience dozing off in the afternoon sessions. A selection of salads, cold cuts and cheeses or vegan and vegetarian options like pittas with dips, falafel and hummus would all be great heatwave options. Fresh fruit platters make a healthy final course that’ll also help to hydrate your audience (and it’s cost effective too).
Serve a chilled drink on arrival rather than tea or coffee. You could keep the caffeine and serve it as iced tea or iced coffee or switch it out entirely for fruit juices, fruit infused water or fresh lemonade. Access to water is going to be important for delegates so make sure you keep the supplies topped up throughout the day. You can serve it up in funky coloured glass bottles on the table. Or consider individual, company branded, water bottles that are reusable. It ticks the eco and ‘take-home’ gift boxes too.
Handing round iced towels for guests to freshen up with in the afternoon is always welcomed.
EXPECT DISRUPTION
Trains are often cancelled, travel plans disrupted, there’s even talk that the tarmac on roads could start to melt in some areas of the country. It’s likely that some of your delegates won’t be able to attend the event if the severe heat continues. In my view, you can do one of two things. Offer them a full refund or give them a fully immersive digital experience so they can attend remotely.
Many venues are now completely geared up for putting on hybrid events, so we’re much more prepared for an audience split. The challenge is to make sure digital attendees receive the same rich experience as those who attend in person. Try taking steps to create ‘add ons’ for at home or in the office. Including dispatching engagement boxes with delegate information and a selection of ‘cooling’ goodies to make delegates feel a real part of the event.
AVOID HEAT GENERATING TECH
Lighting rigs and state of the art technology will certainly elevate your event, but these high energy installations are some of the biggest heat generators and energy guzzlers. It may not be possible completely skip them, but you can scale back, especially during the bright sunlight hours.
MAKE THE MOST OF OUTDOOR SPACE
Conference rooms and business venues can be hot and stuffy at the best of times. Take regular breaks (more than usual) and ask people to completely vacate the room so you can let some air in ahead of the next speaker or workshop.
Even better, if there are shaded areas or a cool spot, you can take parts of the event outside. This is where venues that invested in their outdoor spaces will really come into their own. Tipi tents, marquees or gazebos without sides can be utilised to provide a shady retreat. In this heat, I’d always look to hire air conditioning units for a full marquee.
AIR CONDITION AS STANDARD
The question of how to keep events cool in a heatwave is going to become more important as time goes on. As the earth’s climate gets hotter, I predict we will need to become more reliant on air conditioning. However unpopular that opinion may be. TLC does insist that all the venues we use have in built air conditioning and heating systems to allow us to adapt the temperature inside depending on the weather.
Of course, there are a couple of other simple steps you can take. Choose a meeting room on the north side of a venue, it will be cooler. Ask for portable fans to be added to the space, or provide chic miniature personal desk fans on a boardroom table. And ensure blinds are drawn and windows are open from early morning. Once you close them, the air conditioning and additional fans should keep the space cool.
COOL TREATS
So, as you reach mid-afternoon, invest in some cooling treats for delegates. The value of an iced lolly or ice cream served from a traditional ice cream van will go a long way. Alternatively, iced drinks such as a bespoke slushie bar. Here delegates can choose from exotic fruit syrups to infuse their iced drinks.
THE CHILL FACTOR
OK, so I’ve looked at lots of ideas on how to keep events cool in a heatwave. But cool can be cool. In other words take small elements of the event that are designed to keep delegates chilled, and give them a TLC uplift. Here’s three ways:
😎Ice Cube Innovation – Up-level your Frappés with coffee cubes for extra chill. Fruit-infused ice cubes are another fun idea, with bits of lime, blueberries or raspberries invigorating drinks as the ice melts.
😎Summer Swag Bags – How about goody bags that infuse your brand while also serving a practical use? Think bucket hats, fans, flip flops, insect repellent and sun glasses.
😎Head for the Coast – Temperatures are cooler at the coast, so here’s the chance to upgrade your event and try the best beach destinations. An impressive WOW factor. Plus, for seasonal allergy sufferers this will be a bonus too, as pollen levels are much lower near the sea.
