Every couple knows they need to have a rain plan, but here in the PNW we don’t really think about a wedding heat plan.
As we head into a record heat wave this weekend (100-110 forecasted in Western WA), many couples are scrambling to make sure that not only do they have a comfortable day, but their guests and even their cake and floral, do too.
We’ve put together some suggestions on ways you can plan to beat the heat and keep things cool all day long. There are options that take some time and DIY skills, and some of these are great for those last minute “sudden heat wave” kind of wedding days.
Not sure if you’ll need a wedding heat plan? Check out the Farmer’s Almanac for previous year weather patterns on and around your wedding day. Our PNW summers have been getting drier, warmer, and fire-smokier, so if you’re getting married between June and September, it may just be best to create a wedding heat plan as a backup.
So what all should you consider for a wedding heat plan?
Personal Cooling
Handheld Fans
Set a paper or wicker fan on every seat for guests.
Handheld Misters/Mini Spray Bottles
Want to invest in a wedding favor your guests will actually use? Purchase handheld misters in bulk, or even DIY your own with mini spray bottles.
Cooling towels for couple, wedding party, family & the elderly
Cooling towels are a great option and easy to use, and they won’t get you wet! Frogg Togg is a popular brand, but we personally use the Alfamo cooling towels.
Washcloth cooler
Fill a nice cooler with ice water and washcloths that your guests can come and grab anytime they need a quick cool down. Just make sure you have someone to keep re-stocking the ice.
Cooling necklace/bracelet
Want something a little higher end? While usually for hot flashes, this jewelry would work for a hot wedding too.
Fan in both ready rooms
You’re going to be HOT once you’re dressed (probably even before). Bring a box fan for both ready rooms… and get a fan for your bouquet or under your suit, too.
Strip it down
Consider lighter fabrics, going sans suit jacket, and even taking off your dress or suit between photos and ceremony. Having a short reception dress can be a great thing to add to your wedding heat plan, too.
Instant Ice Packs
Pop one of these awesome things into your dress or suit and keep cool. This can be a useful thing to have at the guest book or entry table for guests to grab as they come in.
KEEP READING FOR MORE …
Ceremony & Reception Cooling
Misting Tents & Arches
Actually, this is something you can rent – and usually they come and install it for you!
Misting Kits
Will your venue allow you to hook up misters along their tent systems or on the property? If so, purchase a few kits and install them during set up.
Misting Fans
You can buy or rent misting fans for around your reception.
Industrial Fans
While they don’t throw off a cooling mist, these industrial fans are amazing for air flow.
Hose down any cement spaces to keep the ground cooler
Cooling down the cement will help the surface temperature while people are mingling or even dancing.
Splash Pads/Large Kiddie Pools
Ok, I know this sounds a bit … weird … but hear me out. These can make great places for guests to stand, shoes off, and keep cool.
Adjust your start time
Sometimes this is easier said then done, but if there is an easy way to communicate with your guests, try to move your ceremony start time to later in the evening, once it’s a little more shady or 2 hours before sunset.
Consider your ceremony length
Ask your officiant to keep your ceremony time to 10-15 minutes max. The less time people have to be out in the sun, the better.
Hydration
Most of what we list below is going to be self explanatory – but to sum it all up, have a LOT of beverage options in your wedding heat plan, and make sure you have more on hand than you think you’ll need. Guests should be drinking at least 1 waterbottle worth of fluid every hour on a hot wedding day.
Water
Iced Tea
Lemonade
Electrolyte drinks (Gatorade, Powerade, or electrolyte infused water)
Frozen Signature Drinks (like daquiris or margaritas)
Hydration Multipliers
Hydration Multipliers add to your water bottle and increase the body’s ability to absorb water, by 2-3x.
Frozen Desserts (ice cream, snow cones, ice pops, slushies, frozen Italian ice)
Did you know there are local vendors that offer this as part of their services?
Chilled Fruit Platters
Serving fruit on ice is a hydrating snack option that you can keep out all reception long.
Plenty of ICE
Like, tons of this. Make sure you have plenty of freezer space for several bags of ice. Several is not 3.
Sun Protection
Sunscreen
Another favor that your guests will use time and again! Guests mention all the time that this is the one thing they forget. Make sure you have enough for yourselves, your wedding party and family, too!
Umbrellas
Not just for rain (but definitely don’t buy the clear kind for sun!). Umbrellas can help guests create their own shade and keep them cool at the same time.
Tenting to create shade space
Another thing that crosses over from rain plans – tent rentals. Ample shade space is incredibly important in a wedding heat plan and often overlooked.
Reception Table Umbrellas
Just like your patio, the best tables to sit at are ones with umbrellas. This is an easy addition to your wedding heat plan, and they don’t even require special tables to use.
Sunglasses
Yay for more useful favor ideas. Eye protection on a hot wedding day is just as important as protecting the skin.
Floral Care
Frozen Vases
In traditionally hot areas, “frozen vases” are a thing. What they really are is a little more simple – adding ice to your vases before you add the floral. Some floral companies work with ice sculptors to create a really awesome look.
Dried Floral
Want to ensure your wedding floral won’t wilt on your wedding day? Use dried floral instead. Ask your florist if they have this as an option.
Wait to put up/use your floral until right before ceremony
Your venue will need to have ample empty refrigeration space and someone on hand who knows how to install large items … or make sure you are ok with your florist arriving an hour or so before ceremony to install your arch piece/statement piece. The longer your floral is in the sun before the big event, the worse it will look.
Cake Considerations (cupcakes too!)
Oh man, if anything is forgotten in a wedding heat plan, it’s cakes/cupcakes! We have seen many a cake and cupcake die in the heat, so hopefully we can help prevent that!
Transporting
If you’re the one transporting your cake/cupcakes, you need to make sure you have a flat space in the trunk for the cake/cupcakes to sit – not on a car seat (this also makes sure the cake is in a shaded space).
You also need to have the AC on at full blast the entire time the cake/cupcakes are in the car (so no running other errands afterwards), and in a spot where the cake/cupcakes are also impacted by the cool AC air. Buttercream melts, and this is the most common way cakes and cupcakes die.
Storing
As soon as you get to the venue, the cake/cupcakes need to go into the refrigerator.
Display
Choose a shaded, cool spot for your cake/cupcake display, and don’t bring them out until right before it’s time to cut (just make sure your photographer has 5-10 minutes to photograph the cake/cupcake display before you do).
What tips do you have for summer wedding heat plans?
Let us know in the comments.
