Beating the Heat: Keeping Guests Cool at Summer Events
Summer in Ohio is perfect for outdoor celebrations — long days, sunny skies, and beautiful green spaces. But when the temperature rises, keeping guests comfortable becomes just as important as choosing the right tent or décor. Whether you’re hosting a wedding, graduation party, or company picnic, here are practical ways to help everyone stay cool and enjoy the day.
1. Choose the Right Tent
A high-quality tent provides shade and relief from direct sunlight. For summer events, consider a frame tent or pole tent with open sides to allow air circulation. Adding sidewalls that can be rolled up or removed gives you flexibility as temperatures change throughout the day. Our team at Outdoor Occasions & Celebrations can recommend the best style and setup for your event space and guest count.
2. Keep Air Flowing
Air movement makes a huge difference in guest comfort. Portable fans, ceiling-style fans mounted inside the tent, or misting fans can keep air circulating and prevent the space from feeling stagnant. If your event lasts into the evening, these same fans can help discourage mosquitoes and maintain a pleasant atmosphere.
3. Provide Plenty of Shade
Think beyond the main tent. Create shaded lounge areas with smaller canopies, umbrellas, or sail shades. Not only does this offer visual variety, but it gives guests options to relax comfortably between activities. Trees and existing landscape features can also be used to your advantage for natural shade.
4. Hydration is Key
Always keep cold water and beverages easily accessible. Large drink dispensers filled with ice water, lemonade, or fruit-infused water are both refreshing and decorative. For larger gatherings, consider a self-serve beverage station to reduce wait times and encourage guests to stay hydrated throughout the day.
5. Plan a Cool Menu
When it comes to catering, lighter fare works best in the heat. Think fresh fruit, salads, and cold appetizers. Avoid heavy or heat-sensitive dishes that won’t hold up well outdoors. Don’t forget frozen treats or popsicles — they’re a fun way to keep guests cool and happy, especially at family events.
6. Schedule Smart
If possible, plan your event to start later in the afternoon when temperatures begin to drop. Midday sun can be intense, so timing your celebration to take advantage of the cooler evening hours will make a noticeable difference. Pair that with ambient lighting, and your event transitions seamlessly from day to night.
7. Dress the Space (and Guests) for Comfort
Light fabrics and bright colors help create a breezy atmosphere. Encourage guests to dress comfortably for outdoor conditions. For décor, choose light-colored table linens and seating that won’t absorb heat. Add small details like handheld fans, parasols, or personalized paper fans as functional favors that fit your theme.
8. Trust the Experts
With the right preparation and equipment, beating the heat is simple. Our experienced team at Outdoor Occasions & Celebrations can provide tents, tables, chairs, fans, and décor tailored to your event. We’ll handle setup and takedown so you can focus on your guests — not the weather.
Let’s make your summer event as cool as it is unforgettable. Contact Shelley today at shelley@oocrentals.com or call 330-472-7354 to start planning.
