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.
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.
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.
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.
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
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.
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.
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.
Behind-the-Scenes with an Event Organizer
Track 7 Events