How to keep cool and carry on

Red weather warnings and unprecedented temperatures are hitting Britain this week brining much of the country to a standstill. Sports clubs, schools and businesses are closing temporarily, trains are being cancelled, as are some planned events.

If you’ve been organising a party or large-scale event for some time, then cancelling your event is a last resort. How then, do you continue with your party plans safely and still ensure your guests can have a fabulous time without overheating?

Liz Taylor of the Taylor Lynn Corporation has been organising high end, luxury parties both here and abroad, for over thirty years. Which means she has more than a few tips for keeping cool and carrying on when the sun comes out to play.

Time to change

The sun is at its hottest when it’s highest in the sky, usually from midday to around 3pm, so if your plan is a daytime party, it’s worth asking your venue if it’s possible to move the party until later in the evening. 5pm would be much more palatable than a mid-afternoon soiree, when the heat could be unbearable.

Negotiation with venue is really in their best interest so that everyone has best experience. Your event planner should be able to help with any negotiations that need to be done.

Relax the dress code

Communicate to your guests that wearing shorts, sandals, summer dresses, and short-sleeved shirts is not just okay, but encouraged.

Outdoors party? Have an eclectic mix of hats available for guests to borrow – encourage this by having a photographer take fun shots of the guests in their bespoke headwear!

Indoor / outdoor

Summertime is where those venues that invested in their outdoors space during Covid, will really see the benefit. Throw open the terrace doors and make use of outside party space.

You’ll need to provide shade of course with a marquee, tipi tent, parasols or gazebo, but any elements of the day that can be done in the fresh air should be. In fact, you could embrace the whole beach festival vibe, and take advantage of the summer sun with a party that makes guests feel like they are on holiday.

Definitely choose the best quality marquee you can afford, as this offers greater flexibility to accommodate different weather conditions, such as sides that can be removed to allow for better ventilation in the heat. Also remember to hire portable air conditioners and fans for the marquee!

If you are dining indoors make sure the curtains or blinds are drawn until you’re ready to use the room, especially if you have large windows. Request that the windows are opened earlier in the day (when it’s colder outside than it is inside) then closed as the sun comes around. I insist that all venues we use have in built or hired-in air conditioning to adapt the temperature inside. Rooms will get warmer when everyone has arrived so flexible temperature control is essential, and we monitor the temperature throughout the day.

Gift cool party favours

Miniature fans embossed with the party details, parasols, sunglasses, or a miniature luxury facial spritz and sun cream. You can simply make sure all of these items are available to your guests or gift them as party favours so they can continue to enjoy them after your event.

Switch up the menu

Adapt food and drinks to suit the weather. Think lighter options with a cold starter and dessert, and lighter main course such as fish. Less formal party? Offer a BBQ with an array of fresh, colourful salads and refreshing fruits. Think tropical eating here. Also, consider serving a chilled cocktail on arrival or, as is popular in Mediterranean countries, offer guests a glass of good chilled red or rose wine.

For fun, serve mini artisan ice cream cone canapes or have an ice cream van at your party– vintage and popular with the children.

You can even serve up bespoke iced lollies (think vodka cocktail, frozen Pimm’s or peach Bellini’s) which go down well in the heat – just make sure you have some non-alcoholic ones for any younger guests and not too heavy on the alcohol, as this will dehydrate guests!

As for cocktails generally – long and cool is the way to go. Offer a selection of iced cocktails with refreshing juices. Beer – chill bottles to arctic temperatures and served in a party themed thermal sleeve, which helps to keep the bottle cool.

Water, water everywhere! Yes, ensure iced water is available throughout the party. Perhaps invest in bespoke branded water bottles that can be refilled at the party. Eco friendly and a lovely gift to take home.

Go coastal

There’s nothing like a coastal breeze to bring down the temperature, why do you think so many people flock to the beach when the weather starts to soar. Choose a venue with a stunning seascape backdrop and let nature keep you cooler. If there are allergy sufferers at the party, they will love you for this choice, as pollen levels are lower on the coast. Beach party anyone?

Check your insurance

If it really does come to the point that a party is untenable because of the heat then you will need to be fully insured to move it. If the decision is made by the venue, then you would certainly have more grounds for making a claim but it’s worth looking into what your insurance covers now, in case the heatwave is here for the duration.

Adding a little TLC

A high-end touch would be to have an army of well-dressed ‘sun shaders’ on hand with beautiful parasols, to escort your guests from the car park into the venue without them getting too hot. Above and beyond in service and style!