Key Takeaways: 

• Cooling Strategies Matter: Summer events require intentional planning to keep guests safe and comfortable in the heat.
• Rental Choices Make the Difference: Tents, fans, and lounge furniture play a crucial role in temperature control and guest satisfaction.
• EventWorks Has You Covered: With a full range of rental options and expert sales support, EventWorks simplifies your summer event planning.

 

As one of the Southeast’s premier event rental partners, EventWorks Charleston proudly supports thousands of successful weddings, galas, corporate events, and private celebrations each year. With an extensive inventory that includes tents, specialty seating, linens, tables, dance floors, and more, our experienced sales professionals are trusted by planners and hosts alike to deliver elevated event experiences—on time and with unmatched attention to detail.

Hosting outdoor events in Charleston’s summer heat comes with its own set of challenges. Between rising temperatures and the region’s signature humidity, creating a comfortable environment for your guests is no longer optional—it’s essential. Whether you’re planning a waterfront wedding or a garden party in July, small adjustments like airflow, shade, and smart layout decisions can drastically improve the guest experience and keep everyone feeling refreshed and welcome throughout the day.

In this piece, we’ll be discussing practical, effective ways to keep guests cool at your summer event—and how EventWorks can help you make it happen.

 

Why Guest Comfort Matters At Summer Events

When you're hosting a summer event—whether it's a wedding, corporate gathering, or private party—your guests’ comfort should be at the top of your planning checklist. High temperatures and direct sun can quickly turn a festive occasion into an uncomfortable experience. Keeping guests cool isn’t just a nice touch—it’s a necessity that impacts how long they stay, how much they enjoy themselves, and even how likely they are to remember your event fondly.

Overheated guests are less likely to mingle, dance, or participate. They might seek shade away from the main event space or leave early altogether. That's why planning cooling strategies is just as important as your food, entertainment, or décor. Fortunately, with the right rentals and layout, you can create a refreshing oasis even in the middle of a Charleston summer.

From airflow strategies to tent placement and beyond, our experienced team helps you make smart, stylish choices that prioritize guest comfort. Reach out to our Charleston sales team and let us help you create a seamless, well-cooled event your guests will rave about.

 

 

Use Outdoor Event Fans To Keep The Air Moving

One of the most effective ways to keep your guests cool at an outdoor event is by using outdoor event fans. These aren’t your everyday household fans—they’re designed for larger spaces, capable of circulating air efficiently across patios, tents, and open areas. When placed strategically, fans help reduce heat buildup and create a steady breeze that makes high temperatures far more tolerable.

At EventWorks, we offer a variety of outdoor fan options that blend function and style. Whether you need powerful pedestal fans for coverage or sleeker models that integrate into your event design, our sales team can help you choose the best fit for your space. Fans are especially important under tents or in lounge areas, where airflow can otherwise become stagnant.

Pairing fans with shaded seating or hydration stations amplifies their cooling effect—something our team can help you plan for. With the right placement, outdoor event fans become one of the most subtle yet powerful tools for guest comfort.

 

Rent A Tent For Shade And Relief

When temperatures climb, providing shade is essential. Renting a tent isn’t just about aesthetics—it’s a practical solution to protect guests from direct sun exposure while creating a central, comfortable space to gather. Whether you're hosting an intimate garden party or a large outdoor celebration, tents offer flexible coverage for seating, dining, dancing, and more.

At EventWorks, our extensive inventory of tent rentals includes options for every size and style of event. From classic frame tents to elegant sailcloth structures, our sales professionals will guide you in selecting the right size and layout based on your guest count, venue, and setup needs. Tents also allow for additional cooling accessories, such as fans or misting systems, to be installed for enhanced comfort.

Beyond heat protection, tents offer peace of mind. In the unpredictable summer months, they also serve as a backup against sudden rain showers—keeping your event running smoothly no matter the weather.

 

Create Comfortable Lounge Areas

When guests are looking to escape the heat, having a designated lounge area can make a big difference. Think soft seating, shaded coverage, and breezy airflow—elements that encourage guests to relax, recharge, and stay longer. Lounge areas also provide a stylish way to add visual interest and personality to your event layout.

EventWorks offers a range of specialty chairs, sofas, and soft seating pieces that elevate your lounge spaces while keeping them functional. Whether you're going for a chic, modern vibe or something more laid-back and coastal, our lounge furniture options can be customized to suit the mood of your event. Adding a few side tables and low-profile tablescapes completes the look and adds practical use.

To boost the comfort factor even more, place lounge areas near outdoor event fans or under a tented area. It's the perfect way to combine aesthetics and comfort in one inviting space.

 

Choose The Right Seating And Tables

Comfort starts with where your guests sit. While it may be tempting to overlook chairs and tables in favor of showier elements, seating plays a key role in keeping guests cool and at ease during summer events. Sturdy, breathable seating options help guests stay comfortable even during warm-weather ceremonies, meals, or speeches.

At EventWorks, we offer a wide selection of event chairs—from timeless classics to specialty seating that adds personality to your setup. Our team can help you choose options that not only look great but are also practical for outdoor use. Pair those chairs with the right tables, linens, and layouts to ensure proper spacing and air circulation throughout the venue.

For daytime events, lighter-colored linens and furniture reflect sunlight instead of absorbing it, which helps keep surfaces cooler to the touch. It’s a simple but effective design detail that enhances comfort across your entire event space.

 

Serve Refreshing Beverages And Light Snacks

When the temperature rises, hydration becomes key. Offering a variety of cool, refreshing beverages helps guests stay energized and comfortable throughout the event. Think infused waters, iced teas, lemonade stations, and even signature summer cocktails. For added flair, display drinks in stylish dispensers or chilled beverage tubs placed throughout the venue for easy access.

Light snacks are another smart way to help guests beat the heat. Cold fruit skewers, cucumber bites, or frozen treats like popsicles can be a fun and functional part of your menu. Keep portions small and refreshing—guests tend to avoid heavy or hot foods when it’s warm out.

Setting up beverage and snack stations under shaded tents or near lounge areas encourages guests to take breaks and stay hydrated, enhancing the overall comfort of your event. These small touches go a long way in making the summer heat more manageable.

No one knows how to prepare for a Lowcountry summer event like EventWorks. From high-performance outdoor event fans to stylish tents and seating, our extensive inventory and seasoned sales team ensure your event is as comfortable as it is memorable. Connect with EventWorks Charleston today to start planning a cooler, more inviting celebration.

 

 

Plan Around The Hottest Parts Of The Day

Timing is everything when it comes to outdoor summer events. The midday sun—typically from 12 PM to 3 PM—is when temperatures peak and UV exposure is at its highest. If possible, schedule your event for early morning or late afternoon to take advantage of cooler temperatures and more forgiving sunlight.

If your event must take place during peak heat, plan strategically. Offer shaded seating, create airflow with fans, and provide hydration stations throughout the venue. Even small adjustments like rotating the orientation of seating to avoid direct sun or using tents with side panels for added shade can make a noticeable difference in guest comfort.

Our sales professionals at EventWorks are experienced in helping clients plan event layouts that consider both comfort and aesthetics. With the right timing and setup, your summer celebration can feel breezy—even on the hottest days.

 

Designing A Cool Event Layout: Tips That Work

A successful summer event isn’t just about what you rent—it’s also about where and how you set everything up. Thoughtful event layout plays a huge role in regulating temperature, airflow, and guest comfort. The best outdoor setups account for sunlight angles, wind direction, and flow of foot traffic. With smart placement of tents, seating, and cooling elements, you can create a more refreshing environment without compromising your event’s style.

Here’s how to design a layout that works with the heat—not against it.

 

Position Seating Away From Direct Sunlight

Whenever possible, arrange guest seating so it avoids direct afternoon sun. This might mean rotating ceremony chairs or moving dining tables slightly off-center to catch more shade. Your guests will thank you for keeping them out of the glare—especially during longer segments like toasts or speeches.

 

Maximize Natural Shade And Airflow

Use existing trees, structures, or buildings to your advantage. Position lounges, bars, and cooling stations near these shaded zones to enhance comfort. Leave enough open space between tables, furniture, and decor so air can move freely through the venue.

 

Place Cooling Stations Strategically

Don’t cluster all your outdoor event fans or beverage stations in one area. Distribute them throughout the space—especially near high-traffic zones like lounges, tents, and dining areas. This ensures guests always have access to relief no matter where they are.

 

Use Tent Placement To Your Advantage

Tents should be placed where they block the most sun during peak heat hours (typically early to mid-afternoon). Orient openings to face breezier directions if possible, allowing natural airflow to pass through. This simple shift can drastically lower the temperature inside.

 

Avoid Overcrowding The Space

Overcrowded layouts trap heat and restrict movement. Space out tables and decor elements to encourage air circulation. Not only does this improve ventilation, but it also makes your event feel more open and inviting—even with a full guest list.

 

How EventWorks Can Help You Keep Cool

At EventWorks, we know that guest comfort is key to a successful summer event. That’s why we offer a wide range of rentals designed to keep your celebration cool, stylish, and seamless. From outdoor event fans and spacious tents to lounge furniture, tables, specialty chairs, and linens, our extensive inventory gives you the tools to design a well-cooled, welcoming space.

Our experienced sales team is here to help you choose the right combination of rentals for your event size, venue, and theme. We’ll walk you through your options and help you think through layout, placement, and comfort—without compromising on style.

Whether you're planning a wedding, a backyard gathering, or a corporate function, we’re ready to support you with high-quality rentals and expert guidance. Charleston summers are hot—but with the right setup from EventWorks, your event doesn't have to be.

Looking to make a visual statement while keeping guests comfortable? CRUSH by EventWorks brings design-forward luxury to every detail, with lounge furniture and décor that turns cooling zones into chic destinations. Explore the Southeast’s premier event design line and transform your summer event into something unforgettable.

 

 

Final Thoughts

Planning a summer event means more than just picking the perfect date and decor—it means creating an experience where guests can relax, connect, and enjoy themselves despite the heat. With the right mix of shade, airflow, seating, and refreshments, you can keep your guests cool, comfortable, and fully engaged.

At EventWorks, we’re here to help you bring your vision to life while ensuring every detail supports guest comfort. With our extensive inventory of tents, outdoor event fans, lounge pieces, tables, specialty chairs, and linens, you’ll have everything you need to create a summer event that looks beautiful and feels refreshingly breezy.

Let us help you make your next summer gathering unforgettable—for all the right reasons.

 

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Frequently Asked Questions About Cooling Guests Down At Your Summer Event

What size outdoor event fan should I rent for a medium-sized event?

For medium-sized events (50–150 guests), pedestal or misting fans with a 20–30” blade size are typically effective. Placement and airflow coverage are also key factors.

 

Are outdoor event fans noisy?

Most professional-grade event fans are designed for minimal noise output. When placed strategically, they offer strong airflow without disrupting conversations or music.

 

Can outdoor fans be used in high-humidity areas like Charleston?

Yes. In fact, outdoor fans work exceptionally well in humid areas by helping evaporate sweat and moving stagnant air, making the environment feel cooler.

 

Do outdoor event fans require access to electricity?

Yes, most outdoor fans require power. However, some models can be operated using generators or battery-powered setups depending on the venue’s layout and availability.

 

How early should I reserve fans and tents during peak event season?

It’s best to book 2–3 months in advance, especially in the summer, when demand for cooling rentals like fans and tents is at its highest.

 

What’s the difference between a misting fan and a regular outdoor fan?

Misting fans spray a fine mist while blowing air, offering a more direct cooling effect. Regular fans circulate air without moisture, which is better for certain event setups.

 

Can fans be integrated into tented events?

Absolutely. Many fans are designed to mount inside tents or sit unobtrusively in corners, allowing for better airflow within enclosed or partially enclosed spaces.

 

Are outdoor fans safe to use around children and pets?

Yes, as long as they are used properly and cords are secured. Many fan rentals come with safety grills and stable bases to minimize risk.

 

Can outdoor event fans be used at night events?

Yes, they’re just as effective at night, especially if the humidity remains high. Some fans even come with integrated lights for dual functionality.

 

Will fans ruin delicate décor or floral arrangements?

No—when properly placed and set to appropriate speeds, fans won’t disturb décor. Our EventWorks sales team can help plan placement that balances aesthetics and comfort.