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summer conference planning

Beating the Heat: Tips for Summer Conference Planning

Are you responsible for your company’s summer conference planning? Read on to discover how to make your event a sizzling success rather than a hot mess.

Successful summer conference planning

As our planet gets hotter, the success of a summer conference for your employees can depend heavily on how well you manage higher temperatures. Fail to get this right, and you could not only make your attendees uncomfortable but also put them at risk of dehydration, heat exhaustion and heat stroke.

To be successful in your summer conference planning it’s vital to consider how you can keep your guests cool, hydrated and protected from the harmful rays of the sun. To help you, we’ve put together the following hot tips.

How to choose a conference venue

The perfect summer conference venue needs to marry enjoyment of the summer weather with cool, shady areas.

Conference venues that boast both air conditioned indoor space with some outside areas will therefore be a good choice. This will give your teams the option to move indoors during the hottest part of the day to cool down and protect themselves from the sun.

Tipis and marquees are flexible options for creating indoor areas in an outdoor space. Better still, you can also equip them with air conditioning! Shade sails can be erected between natural and manmade structures too.

If you can, take full advantage of any wooded areas in your venue space. Trees can offer some additional natural shade for your guests to mingle under.

Read more: Learn about our free venue finding service.

Summer conference planning

Summer conference planning ideas

A conference doesn’t have to be dry and dull. Summertime can allow you to be a little more playful and capitalise on your guests’ higher energy levels! Once you’ve pinned down your venue, you may therefore like to pick a theme for your corporate event.

For instance, you may want to think about ‘festivalising’ your conference to create a more relaxed atmosphere that plays off the summer vibe. You could even include an employee survey in your summer conference planning process. Giving people an opportunity to get involved with elements such as the choice of theme helps to ensure buy in.

Summer conference room set-up ideas

The set-up of your summer conference space is very important for keeping your guests cool and comfortable, in fact it’s a crucial part of the summer conference planning process.

Firstly, it’s a good idea to consider having any tech and lighting for presentations in shady, air conditioned areas. This is because the equipment will hike up the heat even further. You may also find that equipment struggles to function properly if it is operated in a very hot environment.

You should then think about putting facilities such as the toilets in a place with shade. This will give your employees some respite, and if a queue forms, they won’t have to wait in the blazing sun.

Similarly, water and food stops should be positioned in the shade. This will ensure the refreshments – and your guests – stay cool.

If the temperature is really going to rocket, clever conference ideas can include misting areas, which can be sprayed to give your team a burst of freshness.

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Conference welcome pack ideas

A welcome pack is a genius way of showing your appreciation to attendees while also taking the opportunity to bring the focus to your brand. In high summer, a welcome pack can also include a few essentials to keep your guests happy and healthy.

Some summer conference welcome pack ideas can therefore include:

  • Branded suncream: This is a great way to make sure your guests are protected from the sun while also building your employees’ sense of brand identity.
  • Reusable water bottle: You should certainly prompt your guests to bring their own, but if their bottles were left behind, a branded replacement can be a great gift that your employees can then show off after the event.
  • Hats and sunglasses: Again, this is a perfect opportunity for some branding while also demonstrating your attention to your attendees’ comfort and well-being. If you’re going for a more laid-back vibe, some novelty sunglasses could create some fun photo ops.
  • Face spritzers: A little bottle for a quick cooling spritz could be the perfect accessory for guests in the summertime.
  • Mini handheld fans: When the temperature gets very toasty, a mini fan can help guests to stay comfortable.

Summer conference food and drink

Hot weather means we’re less likely to be reaching for rich, heavy foods and hot drinks. Instead, think about offering up some lighter alternatives such as salads, cold cuts, filled pittas, falafel and plenty of fruit.

To keep guests cool, traditional ice cream and refreshing ice lollies will also be a top choice.

For drinks, it’s important to include plenty of non-alcoholic options as alcohol can lead to dehydration. So, alongside your ice-cold beers and fruity Pimm’s cocktails, consider providing slushies and exciting virgin cocktails. You can even add in some branded ice cubes!

Of course, you should also provide plenty of water refill stations so that employees can stay hydrated throughout the day. Remember: everyone will need to drink more than usual in the heat, so make sure there are plenty of places to top-up water.

Want more inspiration for conference catering? Look here.

Summer conference planning

What to wear to a summer conference

Not so much a case of summer conference planning, but common sense! When it’s hot, it’s time to ditch the dress code. Forget stuffy suits and starched skirts; instead, encourage your employees to wear cool, light-coloured clothing for their summer conference outfits. Hats and sunglasses will also help to protect your guests from the sun.

Your summer conference communications plan

There’s a lot to consider in terms of summer conference planning, and with so many moving parts communications, although crucial, are often overlooked.

In the run-up to your event, keep a close eye on the weather and air pollution forecasts. If it’s looking to be a scorcher, you’ll need to provide your guests with some information so that they know how to stay healthy in the heat. Make sure that regular comms are included in your summer conference planning process.

This advice should include:

  • Avoiding the sun at the hottest part of the day (11am to 3pm). You can reinforce this by hosting activities and presentations in shady, air conditioned areas.
  • Wearing cool and comfortable clothing.
  • Drinking plenty of water and the reminder to bring their own water bottles to fill up.
  • The signs of heat-related illnesses and where they can go for help at the event.
  • The importance of wearing suncream and a hat.

Talk to our summer conference planning experts

As an experienced summer conference planning company, we can ensure that you and your employees have an amazing experience, whatever the weather.

We’ll work as a key extension to your team, handling the many moving parts of your summer conference so that you can focus on being the key decision-maker. And on the big day, we can take the lead to make sure everything is in place for beating the heat.

Contact one of our experienced summer conference planning experts today. Fill in the contact form below, email hello@mgevents.co.uk or ring us on 01932 223333.


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