Keeping cool in the heat at events
- Chris Jones
- 6 days ago
- 3 min read
Here are 10 practical ways event staff can stay cool and safe in hot weather, tailored to outdoor and indoor events in Oxfordshire and the Cotswolds:
1. Hydrate aggressively and regularly
Drink cool (10–15°C) water every 15–20 minutes, even if you don’t feel thirsty.
Keep freezers full of plastic bottles of water, and place coolers with drinks at volunteer and staff stations in shaded areas.
Add sports drinks or electrolyte solutions to replace salts lost through sweating, especially for long shifts.
2. Use shade and cooling zones strategically
Ensure there are shaded areas (trees, gazebos, marquees, umbrellas) where staff can take regular breaks from the sun.
Create “cooling centres” with misting fans, large outdoor umbrellas, or air-conditioned rooms if available.
Rotate staff out of direct sun every 15–25 minutes to reduce exertion and heat exposure.
3. Choose smart clothing and uniforms
Wear loose-fitting, breathable fabrics (lightweight cotton, linen) in light colours to reflect heat.
If vests or PPE are required, use lightweight mesh styles and avoid heavy, non-breathable materials.
4. Protect your head, face and skin
Wear wide-brimmed hats, baseball caps with neck flaps, or caps with cooling inserts (e.g. ice cubes in a plastic bag inside the hat)
Use UV-protective sunglasses and apply SPF 30+ sunscreen regularly, reapplying when sweating.
Provide a “sunscreen station” with sample bottles and offer moisturiser, aloe vera, and lip balm in first-aid kits.
5. Use cooling tools and aids
Offer cooling cloths/towels, ice vests, or hydration packs for staff doing heavy work outdoors.
Use portable battery-powered fans, misting water bottles, or small misting fans to create a cooling breeze.
Wet your skin with a damp cloth, spray, or wet light clothing; use wet towels on shoulders or neck to enhance cooling.
6. Eat light, cool foods and snacks
Provide small meals, sandwiches, or snacks with cold fruit (watermelon, berries) or low-fat dairy products.
Offer chilled options like shaved ice, popsicles, or sorbet rather than heavy, creamy foods.
Keep food stores cool and avoid leaving items in direct sun or hot vehicles.
7. Avoid caffeine, alcohol and heavy exertion
Avoid caffeine and alcohol, which can worsen dehydration and heat stress.
Schedule strenuous tasks (build, de-rig, heavy carrying) outside peak heat hours, or move to early morning/late evening.
Where possible, arrange night working for marquee builds or tasks in enclosed hot spaces.
8. Monitor staff and plan for vulnerability
Keep an eye on staff who may struggle with heat (e.g. those with medical conditions, older workers, pregnant staff).
Include vulnerable staff in heat risk assessments: give them extra breaks, cooler positions, or shaded roles.
Train all staff to recognise signs of heat illness (dizziness, nausea, confusion) and know when to seek medical help.
9. Use smart environmental controls indoors
For indoor events, choose spaces with minimal south-facing glazing, good ventilation, and airflow.
Keep windows and curtains closed on hot, sunny sides during the day; open windows at night when it’s cooler.
Use fans only when temperatures are below 40°C; above that, fans can heat the body rather than cool it.
10. Build a simple “heat kit” for staff
Prepare a small event kit for each staff member containing:
Sunscreen and moisturiser
Hat and possibly a spare cooling cloth
Refillable water bottle
Rehydration salts or small electrolyte sachets
Basic first-aid items (aloe, lip balm)
Make sure runners or coordinators can dispatch refreshments and kits to staff working in remote or hard-to-reach areas.
Help event staff on hot days.