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Hot Weather, Cool Guests: Ensuring Comfort and Safety at Outdoor Events

Summer is the season for being outdoors! From concerts and beach days to weddings and picnics, outdoor activities are the perfect way to enjoy good weather while we have it. Especially in Rochester, NY, it’s important to soak up some Vitamin D and enjoy the sunshine before it hides away in fall and winter.

While it’s easy to thoughtlessly enjoy a beautiful summer day, it’s important to remember the potential health and wellness risks that come with hot, sunny weather. If you’re hosting an outdoor event, you want to be careful not to overlook your guests’ comfort in the summer sun. Being mindful of hot weather safety will keep everyone healthy, happy, and having a great time!

Sun Protection is Vital

It’s important not to underestimate the value of sunscreen. While it can be annoying to take the time to apply it, it’s way better than suffering a terrible sunburn—or worse, skin cancer later down the line. SPF 30 or above is recommended for adequate protection. If your guests are swimming or sweating a lot, you’ll want to encourage them to reapply frequently. Keeping sunscreen on hand for any guests that forgot their own is a great idea and it’ll be helpful to have shady areas to protect everyone from both UV rays and the heat.

Practice Heat Safety

Providing shady areas is vital not only to protect from the sun but also from its heat. Encourage your guests to dress for the weather as much as possible. Black tuxedos are a classic but dark colors and heavy layers will get very warm in direct sunlight. It would also be wise to have an indoor air conditioned area available for anyone in danger of overheating. Misters and fans can also help keep an outdoor area cool.

Most importantly, keep your guests hydrated. Plenty of cold beverages should be accessible at all times, especially water. On particularly hot and sweaty days, you may want to discourage your guests from drinking anything with caffeine or alcohol as these drinks make it more difficult for the body to rehydrate itself. It would also be wise to have a snack bar with plenty of salty treats to help to rehydrate more efficiently. When paired with water, the salt helps the body to absorb vital minerals lost through sweat. Sports drinks containing electrolytes can also help with rehydration and nutrient replenishment.

Don’t Overlook Food Safety

On the topic of snacks, don’t forget about the rest of the food at your event. Especially for perishable items, keeping everything at the correct temperature is very important to prevent spoiling or bacteria growth. Cold food should stay cold with the help of coolers and ice packs. In order to be safe to eat, the food should be kept at 40° Fahrenheit. It’s recommended to keep beverages and food in separate coolers so cold food is exposed to as little heat as possible.

For any events involving a grill, knowing grill safety is of the utmost importance. Keep any grills and firepits in open areas, away from flammable material including loose clothing. It’s also important to check that meat is thoroughly cooked with a thermometer and to keep food hot by moving it to the side of the grill rack. Do not reuse any dirty utensils!

Insect Control

During the day, you have to worry about flies, bees, and wasps. Once the sun sets, mosquitos, June beetles, and moths can become an annoyance at the party. Incorporating some sort of insect prevention into your event can help to minimize pests that will annoy you and your guests. Using bug spray, insect screens can help. Some outdoor venues have been treated to prevent bugs, though the pesticides used can sometimes be harmful to children or pets.

Weather Safety

It’s impossible to control the weather so it’s important to monitor the forecast for the day of your event and to make backup plans in advance. A sudden storm can really disrupt your party! Rain is a relatively minor annoyance but lightning is a serious safety risk. Be sure to provide a safe place for your guests to go if it starts storming. Tents, trees, and gazebos do not protect from lightning and can even make it more likely to be electrocuted. Having an indoor area accessible is of the utmost importance. Having a plan will also help you to be calm and in control of the situation in case of unexpected weather, which will in turn make your guests feel more confident in their safety.

Emergency Preparedness is Important!

Even the best made plans can’t account for every situation. It’s important to be prepared in case anything goes awry so you’re able to keep your guests safe. Preparing a first aid kit can remedy most basic ailments. It’s recommended to have saline, bandages, antibiotic ointment, tweezers, and a cold compress on hand in case of any accidents.

Everyone wants to have fun in the sun but even the best event can quickly turn sour after an emergency situation. The last thing anyone wants is to disrupt your special day by passing out in the heat or getting sick from dehydration. Being mindful of the health and safety risks of summer weather and preparing for heat, storms, or other seasonal conditions will help everything run smoothly and allow you to put on the best event of the season!

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snacks catered for an event at Oaks Manor

How to Create a Vendor List from Scratch

To start building your vendor list, begin with a list of wedding vendors that are most essential to your vision. At Oaks Manor, couples often bring in their own:

  • Caterers and bartenders
  • Florists and decorators
  • Musicians or DJs
  • Photographers and videographers
  • Officiants
  • Hair and makeup teams
  • Rental companies for furniture, tents, or décor

    You can use a vendor list template, a spreadsheet, a wedding planning app, or even a shared Google Document to track key details. Be sure to include names, contact info, arrival/setup times, and payment deadlines. Your event vendor list doesn’t need to be fancy; it just needs to be clear, accessible, and shared with the people who need it.

    Choosing the Right Vendors for an Estate Wedding

    Since Oaks Manor is only a host location, we don’t lock you into a preferred vendor list. That means you’re free to work with the professionals you love most and build a day that reflects your style, priorities, and budget. 

    Still, the best vendors are those who understand you, your style, your pace, and your goals. Set up calls, read reviews, and don’t be afraid to ask, “Have you worked at an event venue like this before?” The right team will be just as excited as you are to bring your ideas to life.

    Best Practices for a Vendor List 

    As you finalize your list of vendors for an event, consider the following tips.

    1. Keep everything in one place. Whether it’s digital or on paper, your vendor list should include full names, phone numbers, email addresses, contracts, and notes regarding responsibilities.
    2. Share your timeline. Your vendors should know when they can arrive, when they need to be finished, and where they will be setting up. Oaks Manor’s flexibility makes this easy; we offer extended access for setup and breakdown.
    3. Confirm details in writing. A well-organized vendor contact list is your insurance against miscommunication.
    4. Stay in touch. A quick check-in with each vendor a week before your wedding helps avoid last-minute surprises.

    Maintaining clear communication and records of conversations will help you keep track of your plans and ensure everything is clear for you and your vendors.

    FAQ’s

    Seeking more information on creating a vendor list? See the frequently asked questions below or contact our team, and we will be happy to help!

    Why is a vendor list important?

    A vendor list helps you stay organized, ensures vendors know where and when to appear, and provides everyone with a clear point of contact. 

    When you’re managing an event as unique as a wedding at a private estate, that level of coordination can make all the difference.

    What is a Vendor List?

    A document that keeps track of all the professionals and services involved in your event. Including how to contact them, dates, prices, arrival and departure times, legal information, important details or conversations, and any other relevant information you need to keep track of for your event. 

    How to Create a Vendor List?

    This is your all-in-one organizer. Your vendor list should include each vendor’s business name, contact person, phone number & email, arrival/setup times, contract status, remaining balance due, important conversations, legal agreements, and any other relevant details you want to remember. Keep it somewhere accessible, such as a shared Google Sheet, a wedding planning app, or a printed folder that you bring to the venue.

    Plan Your Event at Oaks Manor

    At Oaks Manor, we offer space for up to 180 guests, provide outdoor ceremonies, and feature a brand-new carriage house that is perfect for cocktail hour. Please get in touch with our team, and we will arrange a time for you to take a tour.