Planning a Successful Event In Summer – Here’s What You Must Remember
Summer brings many reasons for being happy. Still, you need to know the dos and don’ts for everything to ensure the heat doesn’t affect you adversely.
As an employer or an event planner, you must know what it takes to pull off a summer event successfully. You can’t expect an event to be successful if the venue doesn’t have functional air conditioning. You also can’t arrange an event outdoors during scorching summer days.
To effectively plan a summer event, you must consider seasonal changes. Each season has its own demands and so does summer.
When it comes to summer event planning, there are three important things you must take care of. Here’s the list!
1. Knowing the Venue
Checking different venues and finalizing one for your event may seem like an obvious part of event planning. However, it is very easy to overlook small things like the location of the venue, ventilation arrangements, and cooling arrangements.
If it is an outdoor event, such as a pool party, you need to take care of other things like the coordination of music and lighting, appropriate menu, and other arrangements related to safety.
In the wake of the fact that your guests will all be drenched most of the time, you will also need to make special arrangements. For example, the placement of water-sensitive equipment should be properly decided in the beginning in order to minimize the risks to the lives of those who attend your event. Don’t forget to check the venue twice for any cables that may be running on the ground, exposing you and your guests’ health and life to harm.
2. Talk About the Air Conditioning System on the Venue and Get a Trial If Possible
In order to ensure maximum comfort for your guests, make it a point to talk to the event venue managers about the air conditioning system. Regardless of whether it is a corporate event, a concert or musical night, or a private event like wedding or birthday parties in summer, none of them can be successful if the air conditioning system isn’t performing well.
Ask the venue managers about the cooling capacity of the cooling system installed on the venue and confirm that it will be enough for the number of people you are expecting on the event day. This is to ensure that your guests stay comfortable throughout and leave the event satisfied and happy.
3. Cross-Check the Availability of the Selected Event Venue on the Chosen Date
Summer calls for parties and celebrations. This implies that most event venues, especially those that are popular, are likely to be booked throughout the season. Therefore, it is important to not only communicate the date of your event clearly to the event planners and summer event venue managers but also cross-check as many times as needed to be sure that the venue is not booked on the day you need it.
This will help you avoid conflicts and save you from the embarrassment of having to inform your guests at the eleventh hour about the event being postponed.
Looking for the best summer event venues in town? Connect with team Scottsdale Private Event Venues now.