​Secrets to Making Outdoor Summer Events Work in the South

Planning an event in the middle of summer might be a daunting thought. Especially with this

year’s record heat across the nation. Atlanta has not been immune to this sometimes-

uncomfortable weather pattern. But with just a couple of months left to actually enjoy the

warmer weather, it’s time to discover how make it work for you and your guests. Georgia has

some of the greatest mountain ranges, parks, as well as other outdoor space and venues that are

perfect for an outdoor gathering. Whether you’re planning on hosting a corporate event, charity

gala, or birthday party, you can incorporate certain measures, big and small, that are designed not

to beat the heat, but to embrace it.

• Tents can be used for their function and looks

A tent is the common solution for providing shade, or even air conditioning, while also still

technically hosting an outdoor event. Tents can be customized dependent on your event’s theme,

or the look you desire. A child-heavy or just whimsical adult party can incorporate a circus tent

to provide decoration as well as the shelter needed. For a more elegant

nighttime gala under the stars, a transparent tent can be used to create atmosphere. Remember to

make sure a venue or site allows for and has the proper permits as well as landscaping to

accommodate any tent you want or need.

• Refreshments both creative and hydrating

Providing drinks is a no-brainer for any event, regardless of the season. In the summer, hydration

is also a concern to make sure guests don’t leave dehydrated. Depending on the size of the event

(and the venue), one or two water stations strategically placed around the space can help keep

lines at bars shorter and guests more comfortable. Also, creating unique refreshments can be a

fun way to keep temperatures down and spirits up. For instance, a variety of infused ices, such as

lemonade cubes to accompany iced tea beverages, is a simple way to impress a crowd.

• Props can be cool

Different, useful, props can always liven up an event, while also proving useful. Giving guests

customized sunglasses or bandanas to wipe their brows for a daytime event, is a cost-effective

solution for a hotter-than- average day. Not all events are supposed to feel like a bar mitzvah, but

sometimes these little touches are appropriate and appreciated, as long as the prop is in line with

the atmosphere you’re trying to create. The key is chic, not cheese. A nice parasol cools guests

down, while also keeping an event fired up. Living in the south has its perks; sometimes

embracing the culture works, look at the successful theme parties the crew on Southern Charm

enjoys. You can also recreate that charm, without the drama.

• Indoor or Outdoor? You don’t have to choose.

An advantage to having so many venues to choose from in the area, either within metro Atlanta,

Buckhead, or further in northern Georgia, is that you don’t have to settle for a primarily outside

or indoor setting. Spaces, such as the Trolly Barn, that allow you to enjoy outdoor patios and

gardens, but also allow guests to escape inside if they wish, or if weather demands, are perfect

for a summer gathering. Which brings us to the next, critical consideration in outdoor event

planning.

• Flexibility is a friend

Always have an alternate plan - as we all know, summer weather is unpredictable. Event

planners need to be flexible and account for the possibility of rain or another natural occurrences

common in summer months. Cancellations are not ideal, or always necessary, especially if you

strategize ahead for alternative arrangements in case of weather concerns.

• Information is power

On any invites or event website pages, give guests as much information as possible to help them

make critical decisions for themselves. This information should include the fact that the event is

being held outside, whether or not it will occur ‘rain or shine,’ as well as the proper attire

requested. Letting guests know if casual attire is acceptable for a summer event, especially held

during the daytime, can ensure they dress comfortably. Comfort is key for the success of an

outdoor summer event.

• Helping those helping you

The heat affects event staff too. Sometimes even more so, as they need to carry and set up heavy

equipment, as well as continue to make sure everything is running smoothly during the event.

The simple inquiry into whether or not set up, or breakdown, may be done in the less-hot hours

of early morning or the night before an event can make a difference for staff, and ensure they

remain focused on your event’s needs.

Speaking with an experienced Atlanta-based event planning professional about your goals and

expectations helps in crafting your perfect event. Contact us today to

brainstorm ideas for your next celebration.