Outdoor Summer Events Essentials: What You Need To Know

The difference between a good summer event and a great one is a little line in the sand called “detail”. How much are you willing to look at the big and little picture to ensure that everything from location to décor is spot on and ties in perfectly with the theme you’ve set out? Here are some tips from our experts that you should follow to ensure your next summer event shines bright!

Find the right balance

You’ve got to find a balance between the type of event you’re looking to host, its purpose and the event’s attendees. By figuring that out, you’ll then be able to create a list of potential venues, decorations and all the logistics that go into event planning. So, once you’ve nailed down if it’s going to be a birthday party, anniversary, networking event or just a BBQ with friends, you can sort out who your guests will be and the entertainment to tie it all together.

If it’s going to be an outdoor event, you’ll need to also get the balance right in terms of seating and standing spaces if it’s going to be a finger-food style event, as well as the table location for food and drinks. Will there be an inside or outside bar? The latter can really set the tone in terms of atmosphere, especially if it’s themed. However, if it’s a smaller-scale event, refrigerating food and drinks indoors might be a better idea.

The time of day that you host the event will also, of course, determine whether any lighting is needed. Does your location already provide that, or will you need to source extra? It would be best to consider the possibility that the event will last longer than expected. If everyone’s having a good time, it’s better to have lighting and not need it rather than need it and not have it. Also, If you’ve got a theme going, you could dress the place with fairy or string lights, which always make for a dreamy summer setting!

The finer details

So, now that you’ve balanced the basics mentioned above, it’s time to turn your attention to the finer details that will see your summer event live long in your guests’ memories. Again, there’s a balance that needs to be struck in terms of accessorizing but ensuring that the items used are either useful or genuinely do add to the atmosphere and aren’t there just for show.

There are plenty of examples of useful accessories. Carafes or large drink dispensers filled with summer-style cocktails and slushes (alcoholic or non-alcoholic) served in mason jars instead of cups are a major summer hit. In addition, you can place ice buckets around the event area and fill them with beer bottles, soda cans, and water. The latter is as important as anything else included in this piece, as you certainly want your guests to remain hydrated and healthy for the duration of the event.

Before the event, identify where the shade will be throughout the day and if these points shift as the sun begins to set, and if you’re going to have a large number of guests, set up your sun-sheltered spots with umbrellas, canopies and gazebos as needed. As for seating, make sure that you include portable options so that if a shaded area has moved, guests can quickly move along with it!

If you’re hosting an event with an outdoor kitchen or cooking area, keep guests well away from it. Primarily, it gives you or the cook more space to operate without the risk of bumping into someone. Furthermore, it keeps guests away from a heat source during an already hot season.

And since we’re on the topic of food, make sure to serve in style and, more importantly, in a well-timed manner. Have your serving platters ready, but there’s no need to bring out the fine china; summer events tend to be much more relaxed than most social gatherings, especially in an outdoor setting. Chopping boards and wooden utensils are pretty popular, and the latter is easily disposed of once the event is through.

Get your summer event planning right

The good thing about summer events is that there’s so much room to manoeuvre in terms of styles, whether it’s a relatively formal celebration or a Moroccan-style blanket and blanket-and-cushions sit-down party. So if you’re thinking of organizing an event but unsure about the possibilities, give MYEventPlanner a shout! We’ll happily run you through what we can put together, explore your ideas, and bring your summer dreams to life.