Transforming outdoor events with effective cooling solutions

Outdoor events sound great on paper. They offer event planners more flexibility with the number of guests that can fit in a space and present added opportunities for creativity. (Sure, that outdoor wedding can have a bounce house or petting zoo.) Guests also love these events as they get to breathe in fresh air and not be confined inside with a crowd. Yet in practice, outdoor events can be make or break depending on the weather—and whether organizers have planned for their guests’ comfort with reliable outdoor cooling solutions. 

That’s why we’ve put together this guide for outdoor event cooling. We’ll show you how to keep your guests cool at any outdoor event, from weddings and festivals to concerts, sports, graduation ceremonies, and more.  

Why are cooling solutions critical for outdoor events? 

We’ve all been there. Sweating through a nice outfit, using our hands to fan our hot faces, waiting in a line to grab a cold drink. Best case, we have so much fun at the event that we forget our discomfort and the 100°F temperatures. Often, we leave early, frustrated and potentially writing a bad review. Worst case, suffering from heat exhaustion at outdoor events, which can turn into a serious medical condition like heat stroke.  

As an event planner, you can help your guests avoid these uncomfortable and potentially dangerous situations by choosing the right cooling solution for outdoor venues.  

How do you cool guests at an outdoor event? 

From ice cold water and portable shade to evaporative cooling stations, there are many ways you can keep your guests comfortable in the heat. 

When choosing event cooling equipment, consider:  

• Cooling power: Can you lower ambient air temperatures?  
• Mobility: Is your solution portable? Is it easy to set up?  
• Durability: Will it handle outdoor conditions like rain, wind, and direct sunlight?  
• Power and water usage: Can you keep it running for the whole event without a lot of upkeep? 

What are the best ways to cool guests outside? 

To cool guests at an outdoor event like a wedding or concert, consider a reliable solution like evaporative cooling. This natural process requires water and electricity as the evaporative cooler pulls in hot air, passes it through water-saturated media, and then blows out cooler air.  

Portacool APEX™ Series portable evaporative coolers provide a lot of cooling power—lowering air temperatures by up to 30°F. Our largest unit, the APEX 6500, can cool a large area up to 6,500 sq ft. That’s bigger than your dance floor, catering tent, or dining area. 

Do evaporative coolers work outside? 

Unlike traditional air conditioning, evaporative coolers (also known as swamp coolers) can work well in indoor and outdoor spaces. In fact, evap coolers need access to fresh air for maximum efficiency. This can be an open door or window, or a totally open space like a patio or park.  

To use your Portacool evaporative cooler for outdoor events, simply wheel your cooler to the desired location, add water, and plug it into a power supply. Our coolers are energy efficient, making them easy to power with a generator. They also work with extension cords up to 50ft. long. 

Why fans and shade aren’t enough for outdoor cooling 

Event planners usually turn to fans or shading structures to keep guests cool. Yet these popular solutions don’t have enough cooling power for large outdoor events. 

Fans can only recirculate hot air, not cool it. Fans with misting systems can make your guests feel cooler, but they also get wet, which can lead to more discomfort and ruin clothing. Misters also use more water and can require constant refills. 

Shade structures can lower surrounding air temperatures by 15°-20°F. Yet this may not be enough cooling power to protect your guests from discomfort or heat exhaustion. Shade structures also require additional setup and are difficult to move around as the sun and shadows shift throughout the day. 

Setting up a cooling station for outdoor events 

Keep your guests comfortable and cool for the entirety of your event. Whether it’s a concert, wedding, or corporate picnic, you can position your outdoor evaporative coolers to maximize cooling.  

Positioning evaporative coolers for maximum comfort 

Place your evap coolers near crowded, hot zones like: 

• Places with heavy foot traffic (entrances, food and drink lines) 
• Uncovered seating areas 
• Catering tents, kitchens, grilling areas, or stage lighting 
• VIP or lounge areas 

You can also pair your portable evaporative air cooler with a shaded structure to protect guests from hot temperatures and the sun.  

Make your events memorable with Portacool 

Portacool evaporative coolers are the perfect solution for outdoor events like weddings, concerts, graduation ceremonies, corporate picnics, and more. Your guests may not remember the exact menu, song list, or intricate decorations. But they will remember how you made them feel. By using the best outdoor cooling solutions, you enhance their experience and make your event memorable for the right reasons. 

Our buying guide makes it easy to find the perfect cooler for your venue and taking a stressful part of planning out of the equation. With Portacool handling the cooling, you can focus on what matters most, creating the perfect moment for your guests.