Hosting an Outdoor Party? 5 Savvy Tips Professional Party Planners Swear By

We don’t care what the calendar says: It’s hot and sunny, which means it’s basically summer. And, sure, beach vacations and camping trips might be great ways to enjoy the beautiful weather, but very few things best represent an easy, breezy summer day quite like an outdoor party. You know, those relaxed-yet-joyful days where you’re sipping lemonade poolside one minute, and the next? You’re wearing a light wearing, sipping on rosé, and roasting marshmallows in the darkness of night. 

A day spent with great food and great weather… what can go wrong? Well, a lot, actually. From burdensome bugs to sweltering heat, there’s more to hosting an epic summer soiree than meets the eye. “The most memorable outdoor gatherings strike a balance between beauty and comfort,” explains Solmaz Burke, founder and creative director of Burke Events in Napa Valley. “When both are considered equally, the result is an experience that feels natural, relaxed, and truly enjoyable for guests.”

To help, we tapped a few party planners to spill their insider tips to ensure your next event al fresco goes off without a hitch.

Elizabeth Warrick

Embrace Your Environment

The beauty of having a summertime hang outside is… well, being outside. So why not let your surroundings take the reins? “I always begin by observing the setting,” says Burke. “Light, landscape, and overall mood, and let that inform the design direction. The goal is to enhance what’s already there rather than compete with it.” In Napa Valley, Burke leans into “soft, tonal pastels and natural textures” to enhance the wine country’s natural beauty.

Keep Your Cool 

If it’s going to be a scorcher, outfit your backyard with your guests’ comfort in mind. And, yes, that requires you to throw shade. Lots of it. “We design with shade and airflow in mind,” Burke explains. “Whether that’s through umbrellas, tenting, or strategic lounge areas.” 

A covered space with a cool breeze might be an easy way to beat the heat, but Burke invites you to go the extra mile with thoughtful touches. Lighter menus, refreshing beverages, and parasols are all fair play, but for the ultimate flex, wet some clean towels and stick them in a fridge for an instant ahh.

Elizabeth Warrick

Beautify Bug Repellent 

Nobody wants a party crasher, but mosquitoes and flies are the worst offenders. You could plop a bunch of bug spray on a table to keep bites and itches at bay, but Cynthia West of Glow Events encourages you to opt for an elevated alternative. 

“Subtle additions like concealing citronella candles in elevated vessels and integrating them into tablescapes or lounge areas offer a purposeful way to repel insects while seamlessly becoming part of the décor,” says West, who is the director of events for the San Francisco-based firm.

Another option: Pouring lavender essential oil into small bottles, which is considerably chicer than store-bought repellent.

Courtesy of Terrain

Let There Be Light

It doesn’t matter if you’re inside your home or enjoying your beautiful backyard, mood lighting is everything. “Vibe lighting can completely transform an environment, creating a fun and immersive atmosphere that enhances the natural setting,” West says. It’s crucial to illuminate pathways and table settings, but why not think outside of the box?

“I like to highlight existing trees and foliage with uplighting or subtle color washes to bring in a sense of whimsy and depth,” West shares. Once the sun sets, your party zone will glow at full wattage.

Courtesy of Parachute

Day to Night Appeal

Speaking of sunsets, West says you need to think through how your home will evolve from day to night. “Even in seemingly calm conditions, wind can pick up quickly, especially in places like wine country, so designing with that variability in mind is essential,” she says. 

For a seamless transition, double down on the details. West says factoring everything from how place cards and menus will stay put after a gust of wind or choosing LED candles over real flames can make a huge difference. Above all else, keep your guests comfortable. 

“Place blankets or pashminas on guest chairs during dinner allows people to comfortably enjoy the sunset without breaking the flow of the evening,” West says. “As the group moves into the next space, having heaters already turned on helps create an immediate sense of warmth and welcome.”

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