It’s that time of the year when the heat turns up and event planners have to prepare for seasonal changes. From different types of venues to abnormal labor and equipment concerns, summer demands event planners to think outside of the box with summer event planning.
Here are four easy tips to follow when planning an event in the summer months:
1. Know your venue
This may seem like an obvious one, but sometimes it’s easy to overlook some things that can snowball and become a large problem if not dealt with early. For example, many outdoor parties in the summer are pool parties. Since this is less common throughout the rest of the year, it is very important to know the layout of the venue and where the water will be in relation to lighting and sound equipment. Knowing that there will be wet guests and where the high traffic areas will be can give you better foresight about where to set up water-sensitive equipment, where to run cables, and how to set up the location for the DJ booth or band.
2. Talk to building management about air conditioning
When planning an indoor event during the summer, you may not think to talk to the building management about air conditioning beforehand. I’m sure you’ve all been to an event, whether it be a concert, company event, graduation ceremony, or another, where there were a lot of people squeezed into a small space and it got way too hot. Venues (for the most part) will have constant air conditioning, but when large crowds are coming together in a smaller space, the last thing the guests should be is uncomfortable. Talking to the building manager beforehand about cranking up the air conditioning when in crowded situations will keep your guests (and yourselves) happy throughout the event.
3. Plan labor around weather
Larger scale events with more production tend to lead to longer load in and load out times. During the summer months, and especially with outdoor events, it is wise to look at the weather for load in and load out times. Setting up in 100+ degree weather for 5 hours can be exhausting and taxing on the event staff. Finding out if you are able to load in or out earlier in the morning or later at night can avoid problems with heat exhaustion and an unhappy staff.
4. Cross-reference your event’s date and time with other events
Summer months are very popular with music and entertainment festivals. When planning your event in the summer, be sure to check the dates and times of other events. Conflicts with other events may result in lower attendance numbers and upset guests that have to choose between events. Unless your event is trying to directly compete with another, it is helpful to coordinate the time, date, and location of the event to best suit all parties involved.
With these tips in mind, it is time to go out and plan some amazing summer events!
Image credit: Vegas Pool Season