How to beat the Heat with these Cool Tricks

In the Pacific Northwest, summer weddings are popular. Days are longer, there tends to be less rain, and temperatures have begun to rise. And of course, who can forget all that the PNW has to offer in terms of outdoor venues and lush landscapes. Our couples flock towards the summer season and these days tend to fill up quickly for us. But, as the temperatures start to rise there is a chance for very warm weather on your big day. With heat, comes safety concerns. We definitely don’t want to see any guests uncomfortable, sweaty, or succumb to dehydration. So, we’ve compiled our favorite tips that we’ve learned along the way from our past experience to help your guests beat the heat and stay cool. 

#01: Say NO to Clear Tents!
Clear tents have made their way into the wedding industry and trends for the 2024 wedding season. While we love a clear tent in the cooler temps, clear tents do the exact opposite for keeping your guests cool during the summer months. Clear tents do not block any of the UV rays which can lead to dehydration and sunburns galore. Stick with the traditional white tented reception or ceremony and save a clear tent for a rainy day. 

#02: Protect your Skin 
It may be the last thought on your guests minds to sunscreen up prior to attending your wedding day. They may be too concerned with their attire, transportation, or not realize how hot the direct sun can be. Providing mini sunscreen, or sunscreen sticks in your welcome bags, or prior to the ceremony is a great way to remind your guests to stay safe with the sun. 

#03: Keep your Guests Hydrated
The best rule of thumb is to offer water prior to serving any alcohol. Many couples opt to serve alcohol at their ceremony, which is a great idea to stay cool – but opt for serving water to keep your guests hydrated. Alcohol can cause dehydration and it’s better to hydrate before dancing the night away with a few cocktails. It’s best to skip the alcohol at the ceremony and stick to a water station or infused water station to keep your guests hydrated for the wedding events. 

#04: Create a “Cool” Station 
Especially if you have older guests, or guests with little ones, think about providing some sort of space to relieve them of the heat. Whether you have an area with cool misting fans, or a designated indoor area for guests to cool off, we recommend you set up a station or location with tools to stay cool. You can have cooling towels, mini spray bottles, and/or fans to provide some relief from the summer heat. 

#05: Skip the Hot Food at Cocktail Hour 
We don’t know about you, but when it is hotter than hades outside, hot food or appetizers is the last thing on our minds. We suggest that you save the hot dishes for the reception, when the temperatures start to cool down. If you’re serving appetizers, think of cool food that will keep your guests feeling good. Talk to your caterers about a grazing table with fruit and cheeses, opt for a salad bar, or mini popsicles to beat the heat. If you want to keep the cool theme going through dinner, opt for fresh summer elevated sandwiches, or even sushi! 

#06: Give your Guests a Heads Up
It is more than okay to give your guests a heads up of the temperatures on your wedding day. If you’re planning to have your wedding in peak temps outside, it is best to let your guests know ahead of time. You can add these details in a small card with your invitation suite or you could add it on your wedding website. Many of your guests may be traveling from out of town and may not know what to expect. We recommend you give your personal recommendations on attire as well as preparing your guests for the hot temperatures. 

#07: Find or Create your Own Shade
Many outdoor venues have shaded areas. We recommend you explore your venue at the time of your ceremony and reception to determine the layout of your wedding day. If you’re able to find some shade, that is ideal! But, some locations don’t offer shade. If this is the case, do not hesitate to make your own shade! You can create shaded areas using decorations that are not only functional but tasteful. You can order beautiful tents or canopies to create shade. You can even rental parasoles or umbrellas to provide shade for your guests. Don’t be afraid to create your own shade. 

#08: Be Thoughtful about your Timeline
If you’re a summer bride or groom, creating a timeline that works with the temperatures is ideal. This doesn’t mean that a midday ceremony is off limits – it just means that if you’re planning your ceremony during the highest temps of the day, you may want to keep your ceremony on the shorter side if it's outdoors. As you create your timeline, be thoughtful about the summer heat and the events that you have planned. 

Summer is one of our favorite times to coordinate and plan weddings. There is nothing like the fresh sunshine and beautiful summer landscape. We also  know with this beauty comes the heat and there is nothing quite like the hot summer heat in the Pacific Northwest. We recommend as you plan your wedding to be thoughtful about your guests, timeline, and what you are offering to keep your guests cool. Create your little oasis of shade and offer a bit of cool for your guests throughout the day and if you need help creating a plan to beat the heat on your wedding day, reach out to us today! 

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Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 18 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.

How to Plan a Destination Wedding

Are you planning a wedding thousands of miles away from home? If this is you, chances are you are planning a destination wedding. But, before you and your fiance back your bags and head to your favorite international vacation spot, there are many vital details that you need to account for. So, whether you're planning a destination wedding around the world or just on the sandy beaches across the United States, you must understand that the planning may require a different perspective.

We’ve planned and coordinated destination weddings from the white sandy beaches of Maui, to the eclectic shores of Mexico. We know that you’ll need more than just your bags packed and a few phone calls made prior. So, let’s dive into the world of destination weddings and talk about some of the big factors that need to be considered while planning your destination wedding. 

Are Destination Weddings for You? 

If you’re on the fence about taking the jump into a destination wedding, there are a few things to consider. Destination weddings are not for everyone. The couples that fit this style of wedding the best may have friends and family that are spread out across the country or world. If your guests are already having to travel to your residing location, it may be a fun idea to have everyone meet in neutral territory. If you’re wanting to have all your loved ones and guests present, a destination wedding may not be for you. When you decide upon a destination wedding, there has to be a mutual understanding that not everyone will be able to attend. 

Location is Everything 

If you’ve decided that you are ready to start planning a destination wedding, you must select your location first. As you think about your choices for a location, you’ll want to choose somewhere that has all the resources you’ll need. Locations for your destination wedding need to have the following: 

• Accommodations for guests and wedding party 

• Vendors 

• No recent travel warnings or bans 

• Safe areas to travel, including no health issues

• Ensure travel is suitable for all ages and health needs of your guests

You want your location to be accommodating to your guests and be a place that your guests feel safe to travel to. As you select your location, do your extensive research, especially if it is an international location. 

Hire a Wedding Planner

This is a must. If you’re planning a destination wedding, you need a line in the budget to hire a wedding planner or coordinator. We recommend if you are searching locally, to find a planner that has destination wedding packages. If you’re planning on hiring an international planner, ensure that language is not a barrier and set up face to face interviews (whether in person, or on zoom) before hiring. A planner will not only help you with all the behind the scene coordinating prior to the event, but you’ll want your planner to be at the location a few days prior to your wedding day. You will need someone on location to ensure all the details are set for your wedding day. 

Keep your Guests in Mind 

Unless you’re planning a destination wedding with just the two of you, every decision you make must involve your guests. It is not common for the couple to pay their way for each of their guests, as we can imagine it would be costly, you’ll want to consider how to make accommodations and travel fit into your guests’ budgets. You will want to offer a variety of accommodations to stay, including accommodations that don’t require extensive travel to the venue. Check with each hotel or resort and see if you can set up a room block to lower costs. Try to plan ahead and give suggestions for transportation from the airport to the hotel, or from the hotel to the venue. Create options for all budgets. This will help lower the stress of the unknown for your wedding guests. 

Use Local Vendors

Local vendors will be your best option when planning a wedding. Once your location is selected, work with your wedding planner to determine what is in season. This can cut costs, especially for weddings that are around the world. Common research will need to include food, such as fish, vegetables, and fruit, that are in season and of course what seasonal blooms are available. We highly suggest you use and embrace what surrounds your location. After your vendors are selected, work to either meet in person or virtually. It’s always good to meet your vendors face to face, or as close to face to face as possible. Ensure that your vendors have references and reviews or ask your location for referrals. 

Visit your Location 

We highly suggest that you and your fiance visit your location prior to the big event. We will be honest when we say, sometimes pictures do not speak all of the truth. Of course we always suggest extensive research prior to booking the location, but sometimes you need boots on the ground to figure out all the details needed. Now, if you can’t visit in advance, plan your arrival a few days prior to your wedding day. This will allow you to fully get a good sense of your wedding venue and the location that surrounds it. You definitely don’t want any surprises on the big day. 

Create Experiences 

The best part of a destination wedding is it is an all inclusive experience. Many of our couples who chose a destination wedding, turn it into a trip for all. Look into excursions or create some events for your guests to attend. This will allow you to interact and enjoy time with your guests and explore what the local area has to offer. Create wedding guests bags and arrange delivery to each accommodation to ensure guests feel welcome and know all the details about the wedding. We love a destination couple that gives their guests all the information up front. Keep in mind that your guests have traveled far and wide to attend your wedding, so if you can enhance their experience and show your appreciation for their attendance, we encourage you to do so. But, don’t bust the bank or your budget. Find ways to make it work with your budget and wants or needs for your wedding day. 

Destination weddings are a modern way to celebrate the love and bond between two people. Now, we know that they are not for everyone and you may have to be an adventurous soul to even consider planning one, but when done with care– they are a beautiful affair. If you are leaning towards planning a destination wedding, we highly encourage you to hire a planner locally or at your destination before planning anything. They are professionals and can help guide you through the process. Remember to keep your guests in mind, use your location to the maximum, and create an experience of a lifetime. 

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Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 18 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.

8 Hot Ideas to make your Wedding Sizzle!

If you’re one of our southern brides, we know that the summer heat has hit and brought it’s friend, humidity, with them! If you’re a northern bride, you’re still soaking in the last reminisce of spring and hoping that the weather starts to dry and warm up. Most of our couples that choose summer weddings, prefer the summer weather. Now, depending on your location and climate, summer temps may range from the 60s to 100+ degrees. As you plan, you’ll want to keep the weather, sun, and those UV rays in mind. Grab your favorite summer beverage and let’s talk about ways to help your guests say refreshed and enjoy the sparks of your wedding day. 

01: Say hello to the tropics! 

One of our favorite ways to tie in the summer theme or your climate is to create a tropical or summer theme. As you design your theme, think about your location. You can say a quick nod to summer with a coastal or tropical theme. The best part about these themes are they fit a variety of brides. Tropical or coastal can be fun, elegant, sophisticated, modern, or even boho. 

You can keep it simple and utilize color palettes that fit the theme, or you can dive into adding patterns such as monstera or coastal stripes. 

02: Beat the Heat at the Ceremony 

We cannot tell you how many weddings we’ve sat at where we had to wipe the sweat away. A not so glamorous portion of holding your wedding in the summer heat, is that your guests and vendors may glisten a little bit… with sweat. The last thing we want your guests to feel is sweaty and uncomfortable. And often, the ceremony is the time where your guests do the majority of waiting. Guests may need to travel to the venue, they may plan to get there early, or want to ensure they find the venue. Due to many factors, your guests may be sitting in the heat, sun, and UV rays for 30 or more minutes. We love it when our couples opt to have items for their guests to beat the heat. We love, love, love the idea of sun hats, paper fans, program fans, cool misters (yes – you can rent these), cooling fans, parasoles, and iced water while your guests wait for you to make your debut. Ensure that your guests are comfortable and find a way for them to get relief if they need to. 

03: Get Creative with Cuisine!

If you’re from the south, you may love a good crawfish bowl. Or, if you’re from the eastern states, you may enjoy a good clam bake. Whether you choose to have your favorite summer dish at your reception dinner, or have a laid back dining experience at your rehearsal dinner, tying in your favorite summer recipes is sure to make a splash. 

04: Make Splash with a Water Station! 

Let’s face it, summer weddings can be hot. The sun is shining and your guests may be overheating. Adding a simple, but effective, infused water station to your ceremony and reception is a great way to keep your guests cool and hydrated. Your water station is a great cost effective, non-alcoholic, addition to your wedding day. You can add a twist to your water with some fun simple recipes with some of our favs like: strawberries, lemon and basil; blackberries, lemon and rosemary; or pineapple, coconut and lime! 

05: Create a Summer Grazing Table 

One of your favorite trends this upcoming summer is grazing tables! A grazing table is fun and colorful way to incorporate your appetizers during your cocktail hour. Guests can simply pick and choose food at their leisure and graze. Grazing tables can offer a variety of appetizers that will fill up your guests without overindulging. And, when it is hot outside, offering light and bright choices for your guests’ palette is the way to go. Fill our table with delicious cheese, fruit, and veggies 

06: Incorporate Summer Garlands and Fresh Blooms

Summer garlands and fresh seasonal blooms are a fun way to tie in summer. If you’re having your wedding outside, chances are that your location and outdoor scenery will speak for itself. We love the idea of neutral linens and flowers, with pops of color incorporated throughout. Don’t be scared to be a little daring and incorporate summer garlands. These garlands can be incorporated about tables, your ceremony space, or adorn the reception dance floor. A few of our couples have used hanging garlands and blooms and trust us, they are STUNNING. 

07: Simplicity is Key with your Dessert

Dessert hits differently when it is summer. Bring in or ask your caterer for a dessert station such as cold ice cream or gelato. If you’re opting for a traditional cake, talk to your baker about what will work best in the heat (especially if your wedding is outdoors). We’ve seen a few cakes melt and slide in our days, so if you’re opting for buttercream, ensure that you have the facilities to keep it cool and keep it indoors until it’s time for the cake cut. Naked cakes, or cakes with simple designs will keep your cake light and cool and ensure that it lasts through the cake cut. 

08: Welcome Bags

If you’re hosting a destination wedding or even a local event, gifting welcome bags prior to your wedding day is a fun way to greet your guests. You can create guest bags that prep your guests for the big day! Adding some of your favorite essentials, such as your favorite sparkling water, savory protein snack, bug repellent, a fan, etc., is a great way to help your guests prepare for your wedding day. 

Summer weddings are memorable. From the gorgeous scenery, hot summer days, and dancing the night away, there is nothing quite like a summer wedding. Summer weddings also bring the heat, but follow our simple tips to help your guests dance the night away. If you’re looking for more fun ways to incorporate into your wedding planning and budget, but don’t know how to get started, a member of our team would love to help you create and execute a summer fun idea.

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Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 18 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.