Building summer-proof events, from venues to staff pacing and menu choices

Scorching summers are becoming the new normal. As we stand, climate change is only set to worsen, and contingency plans for heatwaves must become a standard aspect of event planning. And as temperatures rise, so do the expectations around how we protect people’s comfort, energy and health on site. Heatwaves are a design challenge. And like all good challenges, they come with solutions.

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Planning for heat shows care for participants, staff and the planet. From how we select venues to what’s on the plate, here’s how to design events that stay cool under pressure.

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Think beyond “air conditioning included"

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Venue specs can make or break your summer plan. ACs can go a long way, but your energy bill (and climate impact) will equally go very far. Instead of relying solely on them, look for spaces with natural airflow, good insulation, and energy-efficient cooling.

If you’re working outdoors, shade is your best friend. Permanent canopy structures or temporary white stretch tents can make the day. And don’t forget the site visit: check how the venue feels when the sun is up before you commit.

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Adapt your agenda to the weather

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Avoid the peak heat hours of 12:00–16:00 whenever possible. Shifting start and end times earlier or later helps everyone stay fresher.

Build in longer and more frequent breaks. Keep indoor sessions short, especially in hybrid setups, and intersperse them with low-stress, off-screen activities.

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Serve food that helps people feel good

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Menus should lighten up too. Prioritise cold options like salads, seasonal fruits and easy-to-serve items. Skip any catering that needs to be reheated onsite.

Hydration is critical. Cold water stations with infused options (think lemon, cucumber or mint) are better received than endless piles of branded plastic bottles.

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Support the people running the show

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Your staff and crew are the first to feel the heat. Rotate shifts for anyone working outside or on the move. Opt for breathable uniforms like light cotton T-shirts; skip polyester or dark colours.

If you’re running a livestream or AV-heavy setup, keep misting kits or fans on standby to prevent overheating (for both gear and people).

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Communicate like it’s part of the plan

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Small details make a big difference. Let attendees know it’s OK to dress for the weather, and encourage them to bring reusable water bottles. Give speakers a heads-up that heat-appropriate attire is fine.

If your event is hybrid, keep a flexible option for participants to join online in case the heat becomes a barrier.

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Keep an eye on the forecast

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Don’t just glance at the weather app. Build a checklist based on 3-day and 24-hour updates. Have a clear plan for adjusting AV setups, menus or session locations if the forecast calls for extreme heat or heavy rain.

And if your venue gets too hot to handle? Be ready to relocate a session, pause the programme, or move a portion online. Having a plan B is part of responsible planning.

Designing for summer means staying attentive to people’s wellbeing, to the limits of your space, and to the opportunities that come from working with the season. Need help finding the perfect solutions for your summer event? We're ready when you are.

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