Summer Event Planning: Top 5 Tips for Outdoor Success

Ah, summer—the season of sunshine, sips, and so many outdoor events. From corporate picnics to beachside soirées, planning under the open sky comes with its own set of challenges (and sweat).

Whether you're a seasoned pro or the lucky team member who got "voluntold" to coordinate the company BBQ, we’ve got your back. Here are our top 5 tips to keep your summer events cool, comfortable, and chaos-free.

1. Heat Happens—Plan for It

Let’s be real: summer heat is no joke, especially when your guests are in full glam or business casual.
✔️ Offer shade—think tents, umbrellas, or draped lounge areas.
✔️ Time it right—avoid midday start times when the sun is most intense. Early evening events = golden hour magic + cooler temps.
✔️ Cooling stations—add fans, misting stations, or even hand fans with your branding. Instant win.

2. Hydration Is Not Optional

It’s not just a thoughtful touch—it’s a must.
✔️ Set up water stations throughout the space and keep them clearly marked.
✔️ Add infused water or electrolyte drinks for a refreshing bonus.
✔️ If you’re serving alcohol, increase your water access and frequency of service. (Drunk + dehydrated = not the vibe.)

3. Dress Code: Summer Smart

You can’t control what guests wear, but you can set expectations.
✔️ Use phrases like “garden party casual” or “sunset chic” in your invites or signage.
✔️ Give vendors the heads-up too—comfortable footwear and breathable fabrics go a long way when working outdoors.

4. Light It Up (the Right Way)

Natural light is dreamy—until the sun sets and you’re left in the dark.
✔️ Map out lighting needs in advance: string lights, uplighting, battery-operated lanterns, or LED candles are your friends.
✔️ Consider lighting for pathways, signage, bars, and bathrooms—areas guests will use most once the sun dips.

5. Always Have a Plan B (and Maybe a Plan C)

Rain. Wind. That one rogue thunderstorm that wasn’t in the forecast.
✔️ Always have a weather backup plan—and communicate it with your team and client.
✔️ Keep an eye on that weather radar. 
✔️ Keep extra supplies on hand: plastic table covers, sandbags, zip ties, and rain ponchos have saved more events than we can count.
✔️ Build in setup buffer time in case conditions shift last minute.

Final Thoughts 💭

Summer events can be dreamy, memorable, and wildly successful—but only if you’re prepped for the elements. A few thoughtful adjustments can take your event from hot mess to total success.

Got a summer event coming up? Save this checklist and thank yourself later. And if you're feeling overwhelmed, you don’t have to go it alone—ENFORMS is here to help you plan smarter, not sweat harder. 😎