When it comes to hosting lavish outdoor events in the height of summer, heat is one of the biggest challenges. Guests dressed in couture, sipping cocktails and mingling under the sun, don’t want to worry about sweating through their designer looks or feeling overheated.
As experienced event planners, we’ve learned how to craft elegant, enjoyable experiences-even when the temperature climbs above 90 degrees. Here are the behind-the-scenes tricks we use to keep guests cool, comfortable, and thoroughly impressed.
Strategic Shade Is Always the First Step
One of our cardinal rules is to never underestimate the power of shade. For any upscale summer event, we begin by analyzing the venue’s natural shade sources-trees, building angles, awnings-and then enhance them with well-designed tenting. But we never use just any tent. We opt for sailcloth tents with open sides or bespoke cabana-style lounges draped in breezy, light-colored linens. These not only keep the sun at bay but add a sense of luxury and intimacy.
We also integrate oversized umbrellas, chic pergolas, and shaded lounge pods in key gathering areas. Layering shade throughout the space ensures that guests are never far from a cool reprieve.
Custom Cooling Stations That Blend with the Décor
Cooling doesn’t have to look industrial. We create elegant cooling stations that are both functional and on-theme. Discreet fans tucked into floral installations, misting arches that double as art pieces, or even sculptural foggers that subtly release fine mist in high-traffic areas are all part of our playbook.
In luxury settings, we often bring in portable air conditioning units disguised as furniture or part of the bar setup. A marble-topped bar with a built-in AC vent facing guests? It’s a guest favorite-and no one even realizes it’s blowing cool air.
Curated Refreshments with a Cooling Effect
Menu design plays a major role in keeping guests refreshed. Our chefs craft summer menus rich in hydrating foods like cucumber, watermelon, citrus, and fresh herbs. Signature cocktails are topped with edible floral ice cubes or frozen fruit spheres that add both flair and function.
For events with extended outdoor timelines, we love incorporating interactive hydration bars. Guests can build their own flavored water or iced tea with fresh mint, berries, and botanicals. Not only do these look stunning, but they subtly encourage people to hydrate throughout the day.
Cool-Touch Party Favors and Accessories
Luxury doesn’t stop at the décor-it extends to what we place in the hands of our guests. We provide stylish parasols, designer hand fans, and chilled towel trays throughout the venue. In some events, we’ve distributed monogrammed cooling neck wraps and mini facial misters in welcome bags.
One popular amenity at summer garden parties? Cold infusion wristbands. These wearable accessories-infused with peppermint and eucalyptus-provide a subtle cooling sensation and an elevated spa-like experience.
Thoughtful Scheduling and Layout
We always consider the sun’s path when planning seating charts and activity zones. Dining tables are placed under shade, dance floors are uncovered only during twilight, and outdoor ceremonies are timed just before sunset when the temperature dips.
In addition, we cluster lounges and interactive stations near cooling zones. If there’s a pool or fountain, we build the event’s flow around it-people naturally gravitate toward water, and it becomes a built-in chill zone.
Discreet Staff Coordination Keeps Everything Flowing Smoothly
Finally, our staff are trained to monitor guests for signs of overheating. Waitstaff circulate with chilled hand towels and water shots. Behind the scenes, we track the temperature in real-time and can adjust cooling systems or shade coverage as needed.
Every decision is intentional, and every detail serves a purpose: to keep guests cool, cared for, and fully immersed in the event experience.
Creating a stunning summer event is about more than just beauty-it’s about comfort. With thoughtful planning, refined aesthetics, and smart cooling strategies, even the hottest days can feel like a breezy summer escape. At Brett Galley Events, keeping our guests cool is just another way we keep the experience flawless.
