{"id":9103,"date":"2016-05-16T07:00:13","date_gmt":"2016-05-16T12:00:13","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=9103"},"modified":"2016-05-16T07:00:13","modified_gmt":"2016-05-16T12:00:13","slug":"top-6-summer-event-planning-mistakes","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2016\/05\/top-6-summer-event-planning-mistakes","title":{"rendered":"Top 6 Summer Event Planning Mistakes"},"content":{"rendered":"<p>Sunshine, blooming flowers, and warm weather\u2014the summer is the perfect time to host an event, right? While summer weather may provide many more opportunities for outdoor events than the spring or fall, there are still several considerations to keep in mind.<\/p>\n<p>The majority of weddings take place in the summer sunshine, as do many parties, but there are a number of things that can go very wrong! Bringing prepared food out into the sunshine can result in foodborne illness, for example, while not having enough shaded areas available can create sunburned, unhappy guests. <\/p>\n<p>As an event planner, keeping your guests hydrated, healthy and happy at summer events is key. Here are six common summer event planning mistakes you <i>don\u2019t<\/i> want to make!<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2016\/05\/top-6-summer-event-planning-mistakes\/#1Leaving_food_in_the_sun\" >1.\tLeaving food in the sun<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2016\/05\/top-6-summer-event-planning-mistakes\/#2Not_enough_shade\" >2.\tNot enough shade<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2016\/05\/top-6-summer-event-planning-mistakes\/#3More_alcohol_than_water\" >3.\tMore alcohol than water<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2016\/05\/top-6-summer-event-planning-mistakes\/#4Not_planning_for_bugs\" >4.\tNot planning for bugs<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2016\/05\/top-6-summer-event-planning-mistakes\/#5Not_making_a_rain_plan\" >5.\tNot making a rain plan<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2016\/05\/top-6-summer-event-planning-mistakes\/#6Leaving_flowers_in_the_sun_for_too_long\" >6.\tLeaving flowers in the sun for too long<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1Leaving_food_in_the_sun\"><\/span>1.\tLeaving food in the sun<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The best piece of advice for a summer party or wedding? Keep the food out of direct sunlight!<\/p>\n<p>As far as wedding traditions go, the cutting and serving of the wedding cake is one of the most honored. At a summer wedding, however, the magnificence of the cake becomes seriously compromised the moment it is exposed to the hot sun. Keep the cake in a shaded area at all times, and if you can, choose a wedding cake with rolled fondant or marzipan icing\u2014they can withstand the hot weather!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"328\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/05\/Food-Safety-Cake.jpg\" alt=\"Remember the hot weather before picking your icing!\" class=\"alignnone size-full wp-image-9106\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Food-Safety-Cake.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Food-Safety-Cake-300x146.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>If you\u2019re hosting a summer party, there\u2019s much more to worry about than simply a cake! You\u2019ll likely be dealing with dishes full of perishable ingredients\u2014potato salad and deviled eggs are two summertime favorites\u2014so here are some top tips to make sure food stays safe and delicious:<\/p>\n<ul>\n<li>Place serving dishes in bowls of ice to keep them cool.<\/li>\n<li>Use a meat thermometer to ensure meats are cooked to a specific internal temperature outlined by the US Department of Agriculture (USDA)\u2014 hamburgers should be cooked to 160 degrees, while chicken breasts to 165 degrees.<\/li>\n<li>Never reuse the platter that was used to transport uncooked food to the grill. And keep tongs clean at all times\u2014they are a breeding ground for bacteria!<\/li>\n<li>You cannot wash your hands enough when working with food! Keep them clean.<\/li>\n<li>Don\u2019t take chances with leftovers\u2014they may still look tasty, but hot, perishable foods that sit out longer than two hours are considered unsafe to eat and should be thrown out. Don\u2019t eat leftovers from the fridge after four days, either. Safety first!<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"2Not_enough_shade\"><\/span>2.\tNot enough shade<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Brides want sunshine on their wedding day, of course, but there is such a thing as too much sunshine! If the wedding takes place outdoors, the seating for the ceremony can be uncovered, as the guests will only be in direct sunlight for usually less than an hour. Any longer than that is too long to be in the sun, so other accommodations should be made to ensure the comfort of the wedding party and guests.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"328\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/05\/Shade.jpg\" alt=\"Guests at a summer event need lots of shade\" class=\"alignnone size-full wp-image-9111\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Shade.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Shade-300x146.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>If you\u2019re planning a summer party in the great outdoors, guests will certainly want to enjoy the sun and heat, but you\u2019ll want to set up seating under large trees where people can have a cool break. The use of a tent is also a great idea\u2014add tables and chairs inside the tent for guests to hang out with their drinks and cool off for a while.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3More_alcohol_than_water\"><\/span>3.\tMore alcohol than water<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>It\u2019s a party, so of course there are going to be alcoholic drinks. In the summer weather, however, alcohol can have dangerous effects on the human body. Dehydration can happen quite quickly, and often before your guests even realize they\u2019re thirsty! <\/p>\n<p>As the event planner, you can control the timing of the party or wedding reception and choose the best time for the open bar to begin. Cocktail hour (usually early evening, and after the wedding ceremony) is the time for light wines, while spritzers, beer and <a href=\"https:\/\/blog.qceventplanning.com\/2015\/07\/3-foolproof-summer-sangria-recipes\" target=\"_blank\" rel=\"noopener\">sangria<\/a> can be served during the reception. Be sure to keep water and other non-alcoholic beverages handy throughout the entire event\u2014a happy guest is a hydrated one!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"328\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/05\/Alcohol.jpg\" alt=\"More alcohol than water is a recipe for disaster at a summer event\" class=\"alignnone size-full wp-image-9110\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Alcohol.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Alcohol-300x146.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Another mistake event planners make at summer weddings and parties is having a cocktail hour and reception that are too long too. Guests can get carried away with an open bar, so beware of the amount of alcohol your guests drink in the summer heat. Remember, dehydration can happen fast!<\/p>\n<p>It all comes down to timing\u2014you\u2019re in control of when drinks are served, so keep cocktail hour short and make sure water is available throughout the entire event.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"4Not_planning_for_bugs\"><\/span>4.\tNot planning for bugs<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>There\u2019s a reason that another word for bugs is \u201cpests\u201d! We don\u2019t need to tell you how annoying they are, and during the summer months it feels like they\u2019re everywhere. <\/p>\n<p>Citronella is a tried-and-tested scent that can be purchased in various forms such as candles and oils. This repellant will help keep away mosquitoes, black flies, fleas and ticks. It can also be burned in a tiki torch that can be placed in the ground, making it perfect for your outdoor party!<\/p>\n<p>Bug lanterns, which attract bugs into the light and then zap them, are also a great idea as they can be hung in different areas. These lanterns have become so popular that they no longer look like ugly bug killers, but rather very attractive lanterns to hang in a backyard.<\/p>\n<p>Finally, no summer party would be complete without bottles of bug spray. A wise wedding idea would be to have bottles available to guests so they can douse themselves before the outdoor cocktail hour or reception. <\/p>\n<h2><span class=\"ez-toc-section\" id=\"5Not_making_a_rain_plan\"><\/span>5.\tNot making a rain plan<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<div style=\"overflow: auto;\">\n<div class=\"half-1\">\n<p>With the amount of planning that goes into a wedding, it\u2019s absolutely necessary to plan for the worst case scenario\u2014in the case of an outdoor wedding, this means <a href=\"https:\/\/blog.qceventplanning.com\/2016\/03\/the-best-rainy-day-event-fixes\" target=\"_blank\" rel=\"noopener\">rain<\/a>!<\/p>\n<p>There are several ways to be organized just in case Mother Nature doesn\u2019t cooperate:<\/p>\n<ul>\n<li>Rent a tent months ahead of time that can be set up easily <\/li>\n<li>Get event insurance in case a big storm prevents some of your guests from attending<\/li>\n<li>Get creative with colorful umbrellas and even ponchos for your guests<\/li>\n<li>Make the best of it!<\/li>\n<\/ul>\n<\/div>\n<div class=\"half-2\">\n<p><img loading=\"lazy\" decoding=\"async\" width=\"323\" height=\"385\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/05\/Rain-Plan_ed.jpg\" alt=\"Any outdoor event needs a rain plan\" class=\"alignnone size-full wp-image-9112\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Rain-Plan_ed.jpg 323w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Rain-Plan_ed-252x300.jpg 252w\" sizes=\"auto, (max-width: 323px) 100vw, 323px\" \/><\/p>\n<\/div>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"6Leaving_flowers_in_the_sun_for_too_long\"><\/span>6.\tLeaving flowers in the sun for too long<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Flowers grow outside, so they\u2019ll be fine in the hot sunshine, right?<\/p>\n<p>Wrong!<\/p>\n<p>The flowers that are created for events such as weddings and parties are arranged carefully and not meant to withstand hours of heat.  If they\u2019re left out too long, they <i>will<\/i> wilt. If your clients are set on having flowers in their photos, be very mindful of how long they are sitting in direct sunlight and be sure to remove them as soon as the photos are taken. To avoid wilting altogether, plan for flowers that will not be sitting out for a long period of time\u2014pick and choose which parts of the wedding you\u2019ll bring them out for. <\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"328\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2016\/05\/Flowers-Sun.jpg\" alt=\"Watch out for flowers wilting in the hot summer sun\" class=\"alignnone size-full wp-image-9113\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Flowers-Sun.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/05\/Flowers-Sun-300x146.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Your clients want to enjoy your centrepieces, bouquets, and other decorative flower arrangements, so be sure to care for them. Plan ahead by picking <a href=\"https:\/\/blog.qceventplanning.com\/2015\/05\/the-most-versatile-flowers-for-summer-events\/\" target=\"_blank\" rel=\"noopener\">hardy summer flowers<\/a> that\u2019ll last throughout the whole event.<\/p>\n<h3 align=\"center\"><i>Now that you know which mistakes to avoid while planning your summer event, it\u2019s time to get planning! With summer just around the corner, check out our top tips for <a href=\"https:\/\/blog.qceventplanning.com\/2015\/07\/how-to-pull-off-the-perfect-pool-party\/\" target=\"_blank\" rel=\"noopener\">throwing the perfect pool party<\/a>! <\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Summer is the most popular season for weddings\u2014but it also has its perils!<\/p>\n","protected":false},"author":11,"featured_media":9105,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[3],"tags":[],"ppma_author":[350],"class_list":["post-9103","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Top 6 Summer Event Planning Mistakes - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Summer is the most popular season for weddings - but it also has its perils! 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