July gave us a real weather rollercoaster – from scorching sun to sudden downpours and gusty winds. What will August bring? It’s hard to predict. One thing is certain, though: when organizing a summer event, you must be prepared for anything. Katarzyna Lewandowska, Catering Sales Director at Mazurkas Catering 360°, shares her insights on how to host friends, colleagues, or business partners at an outdoor event.
“Deckchairs under the trees, cold drinks, the smell of grilled food, and favorite music in the background. From a participant’s perspective, a summer corporate picnic or outdoor team-building event seems incredibly simple. However, for this holiday comfort to be truly palpable, everything must be buttoned up to the last detail. In a hotel, we have ready-made infrastructure: a kitchen, electricity, cold stores, toilets. Outdoors, there are no permanent facilities—everything has to be created from scratch here,” notes Katarzyna Lewandowska.
Plan A is Not Enough
The key to a successful outdoor event is foresight. You need to prepare for various scenarios, and ideally, also for a situation where the first backup plan proves insufficient. Instead of relying solely on cloudless skies, it is worth considering every weather variant from the start: a shaded zone for the heat, roofing to protect against passing rain, and blankets or patio heaters in case it gets chilly in the evening.
Participants primarily remember whether they were comfortable, whether they didn’t have to look for shade, and whether they could freely use the prepared infrastructure. Therefore, striking solutions should not be chosen solely for their visual potential. What looks great in a design can, in practice, reduce attendee comfort and hinder event operations.
“I remember a summer event where the client really wanted a transparent roof. Visually, the solution looked excellent: the tent was surrounded by greenery, and the clear roof was supposed to emphasize the outdoor nature of the event and provide guests with an attractive view. However, the intense sun during the event meant that it quickly became very hot and stuffy under the tent. Metal cutlery heated up to the point that it was difficult to use. Of course, we reacted immediately, but the lesson remained. Today we know that in such situations, we must advocate even more strongly for solutions that guarantee the safety and comfort of guests. Sometimes the organizer’s experience must take precedence over the client’s most spectacular vision,” emphasizes Katarzyna Lewandowska.
Freshness, Lightness, and Moderation
A sunny day forces a complete change in approach to the served menu. Heavy dishes and spicy seasonings act on the body like an additional source of heat. It is best to opt for refreshing cold soups, grilled fish, seafood, light skewers, and an abundance of fresh vegetables. You should also forgo cakes and cream desserts, which quickly lose their proper consistency and appearance in high temperatures. It is also worth avoiding preparing food in advance. Putting out too much food in the grill zone, especially when most guests have already eaten, is one of the most common mistakes during such events.
“Instead of laying out large portions that remain exposed to high temperatures and the sun for a long time, it is better to serve dishes successively, in smaller batches. This ensures that the food reaches participants fresh and properly presented, while the remaining products can safely wait in the refrigerated back-of-house, which should be a fundamental element of the infrastructure. Equally important is effectively shielding the food from direct sunlight—both for quality and safety reasons,” the expert adds.
Space Ergonomics
Outdoor event attendees quickly switch into relaxation mode, but a line for a drink, a lack of ice, or a single overloaded catering station can instantly ruin that comfort. The event schedule also matters. Outdoors, participants move more slowly, stop to talk more often, and find it harder to adhere to a rigid agenda, so the program should allow them more freedom.
“Guests shouldn’t have to wonder where to go, in which direction, or where to find drinks, food, or the kids’ zone. Everything should be intuitive, and the number of catering points large enough to prevent queues from forming. When participants feel comfortable and easily find what they need, the atmosphere practically creates itself,” says Katarzyna Lewandowska.
An Imagination Test
Before the event attendees arrive, Katarzyna Lewandowska recommends conducting a simple imagination test:
“Close your eyes and imagine the entire event step by step, as if you were a participant yourself. Where will you go after entering? Will you easily find food and drinks? Will you have somewhere to sit and rest? What might you be missing? Such a simple test really helps. It is worth serving guests the way we would like to be served ourselves,” advises the expert.
The true freedom of a summer corporate event does not stem from a lack of planning. It is the result of well-prepared logistics, a thoughtfully crafted menu, and attention to detail, thanks to which every participant—including the organizers—can fully enjoy the event.
