The UK is experiencing ever-warmer temperatures, and this summer is no exception. No doubt, if you’re reading this, it’s highly likely that you’ve spent months organising a conference or business event. It’s equally possible you won’t want to cancel it because of the weather. So, what to do?
Here, Francesca Androsiglio, Sales Manager at top conference venue in Sheffield, the Mercure Sheffield Kenwood Hall Hotel & Spa, shares their top five tips for keeping your meeting cool. These simple swaps, ideas, and fixes will make your summer event a cool, surefire success.
TIME SHIFT
Firstly, I understand that some events cannot be rescheduled due to extensive logistical planning. However, where possible, this is a significant consideration. It’s worth investigating whether an early start is possible—consider making the event a breakfast meeting that lasts until lunchtime and concludes with a light lunch, rather than a late-afternoon ending when the heat is most intense.
If it’s a multi-day event, take your cue from those in hot countries. Start early, have a break or ‘siesta’ during the hottest part of the day, and then welcome delegates back from late afternoon and early evening sessions. You might even notice that this format has additional social and networking benefits. Finish with a light buffet and early evening drinks.
It’s certainly worth a conversation with your delegates, speakers, and us so we can ensure everything runs smoothly and coolly.
DRESS DOWN DAY
The second of my five tips to keep your meeting cool is about relaxing the vibe. A suit and tie/business dress code are a surefire way to ensure your delegates flake in the heat. So, it’s worth relaxing the business dress code in hot weather. Smart shorts, sundresses, and short-sleeved shirts should all be permitted. If your delegates feel cool, and relaxed, they will certainly be more open to embracing the day’s learnings.
SWITCH UP THE MENU
I suggest you switch your menu choices to something lighter, fresher tasting, and cooling for the warm weather. Try a selection of fresh and colourful salads, cold meats, and cheeses. Add vegan and vegetarian options such as a Mediterranean-inspired mezze of warm pittas with dips, falafel, nuts, dates, and hummus. Fresh fruit platters, iced parfaits, miniature panna cotta with fresh berries, or a shot glass filled with traditional trifle will also work well. Many of our daily meeting packages already offer cooling mezze options. As a top conference venue in Sheffield, we understand that flexibility is key. Our team of chefs are happy to create a bespoke menu to suit your specific needs.
Serve a chilled drink on arrival rather than tea or coffee. You could keep the caffeine and serve it as iced tea or iced coffee or switch out entirely for a juice bar complete with chilled juices, fruit-infused water, and fresh lemonade. Serve water in pretty coloured glass bottles on the table, or in individual, company-branded, reusable water bottles. This ticks the eco and ‘take-home’ gift boxes too. A win-win. Also, consider handing out iced towels for guests to freshen up with; they will thank you.
AVOID HEAT-GENERATING TECH
Lighting rigs and state-of-the-art technology will undoubtedly elevate your event, but these high-energy installations are some of the biggest heat generators and energy guzzlers. While it may not be possible to skip them altogether, you may be able to scale back the tech, especially during bright sunlight hours.
THE GREAT OUTDOORS
My top five tips to keep your meeting cool just had to include the outdoors. As a leading outdoor conference venue in Sheffield, we are fortunate to have 12 acres of beautiful parkland at the hotel, which is a blessing for events during all seasons, but especially the summer.
Take the opportunity to move parts of your event outdoors. Tipi tents, marquees, or gazebos without sides can be used to provide a shady retreat. You can also find a shady spot under the trees for some brainstorming and blue-sky thinking. I’d always look to hire air conditioning units in the summer heat if you plan to use a full marquee though.
And how about the sunshine? It’s lovely on one hand, but it comes with risks. To avoid too much sun, why not offer all delegates a company-branded hat and umbrella/parasol?
COOL TREATS
Finally, as you reach mid-afternoon, consider investing in some cooling treats for the delegates. The value of an iced lolly or ice cream will go a long way. If you have a bigger budget, we could hire you a traditional ice cream van or a vintage ice cream bike? Many clients also love a gelato station, which lets delegates personalise their ice cream sundaes. Delicious!
And before they head home, I’d suggest you offer a frozen mocktail at the bar. This is great for a post-event cool-down and networking.
CREATE YOUR COOL MEETING….
Our team of conference planners is on hand to guide you through planning your conference or meeting at Mercure Sheffield Kenwood Hall Hotel & Spa. A top conference venue in Sheffield and backed by an experienced team to help make your event a success – whatever the weather! Contact us today at 0114 250 56 00, email sales@kenwoodhall.co.uk, or visit https://www.kenwoodhall.co.uk/conference/ for more information on our summer meeting delegate packages and meeting room availability.