2 July 2026
Hot Weather Is on the Way Again: The Essential Summer Event Hire Checklist
Hot Weather Is on the Way Again: The Essential Summer Event Hire Checklist
The sunglasses are coming back out, the drinks are heading into the fridge and outdoor parties are firmly back on the calendar. After an exceptionally warm June, the UK is preparing for another spell of warm, dry and potentially hot weather.
The Met Office expects high pressure to bring plenty of sunshine and increasingly warm conditions across England and Wales, with locally hot weather possible in the South East. Looking further ahead, temperatures are expected to remain above average overall, with a greater-than-normal chance of further hot spells, particularly in southern areas.
For event planners, caterers, venues and anyone organising a summer celebration, now is the time to make sure the practical details are covered. A successful hot-weather event needs more than sunshine and a playlist. Drinks must remain properly chilled, food needs to be prepared and served safely, guests need comfortable outdoor seating and the bar must be able to cope with increased demand.
From BBQs and commercial fridges to ice buckets, Riedel glassware and outdoor furniture, here is the essential summer event hire checklist.
Fire up the BBQ
Few things say summer quite like the smell of food cooking on a barbecue. Whether you are organising a garden wedding, company summer party, sporting celebration, family gathering or outdoor corporate event, a BBQ creates a relaxed atmosphere while allowing food to be cooked fresh in front of guests.
Allens Hire offers several options for events of different sizes, including a six-foot gas barbecue and charcoal barbecues. A griddle plate can also be added to the gas barbecue, providing a versatile cooking surface for burgers, vegetables, breakfast items and other foods that may be difficult to prepare directly over an open grill.
For something a little different, consider building the catering around a hog roast or large paella gas burner and pan. These can create an eye-catching food station and work especially well for informal weddings, festivals, sporting events and large summer parties.
Alongside the cooking equipment, remember to plan sufficient preparation space. Trestle tables and adjustable-height prep tables can help create an organised temporary catering area, while serving platters, buffet risers and food-display pieces can turn the finished dishes into an attractive summer spread.
Keep food and drinks properly chilled
Hot weather can put extra pressure on an event’s refrigeration. A domestic fridge may be adequate for a small gathering, but it can quickly become overwhelmed when it is repeatedly opened or packed with bottles, ingredients, garnishes and prepared food.
For a bar setup, a single-door under-counter fridge is a practical choice. Its compact design allows it to sit beneath a temporary bar while keeping beer, wine, mixers and soft drinks within easy reach and has a temperature range of approximately 2°C to 8°C and offers useful chilled storage without dominating the event space.
Larger celebrations may benefit from a glass-fronted bottle fridge, which makes it easier for bar staff to see stock levels and find drinks quickly. We also stock three-door counter fridges and upright catering fridges for events requiring greater capacity, as well as chest and upright freezers.
It is worth separating food refrigeration from drinks refrigeration wherever possible. This avoids constant bar traffic interfering with catering stock and makes it easier for both teams to work efficiently.
When arranging fridge hire for an outdoor event, check the electrical supply and final equipment position in advance. Refrigeration should stand on a stable surface, away from direct sunlight where possible, with sufficient ventilation around the unit.
Make ice a central part of the plan
At a hot-weather event, ice is not a finishing touch. It is an essential part of the operation.
Plan for ice to be used in drinks, cocktail preparation, bottle chilling and water stations. Demand can rise rapidly in warm weather, particularly during the first hour of a reception or when guests arrive from outside.
Allens Hire’s bar equipment range includes:
Ice scoops and ice tongs
These options make it easier to create different chilling points throughout an event rather than relying on one overcrowded bar. Wine and Champagne can be kept cool at tables, while larger ice bins and chilling boxes can hold reserve bottles behind the scenes.
For large outdoor parties, position a separate hydration station away from the main alcoholic bar. A five-litre juice and water dispenser or eight-litre juice dispenser can be used for chilled water, fruit-infused water, lemonade or alcohol-free punch, helping guests serve themselves without creating another queue.
Build a bar that can handle the heat
A well-planned temporary bar should be attractive, but it must also be practical. Staff need sufficient worktop space, storage, access to refrigeration and a logical route for collecting used glassware.
Allens Hire’s mobile LED bar units can be combined to create a bar that suits the shape and size of the venue. Straight and curved units can be fitted together, while the stainless-steel tops provide a practical working surface. The illuminated design also helps the bar become a visual focal point as daylight fades.
Complete the setup with the smaller pieces that are easily forgotten:
Bar spoons and muddlers
Individually, these may appear to be minor details. Together, they help bartenders serve guests faster and reduce unnecessary movement behind the bar.
Poseur tables, bar stools and outdoor furniture can then be used to create an informal area where guests can gather without occupying dining tables.
Serve summer drinks in Riedel bar glasses
Glassware affects both the appearance of a drink and the guest’s overall experience. For polished weddings, brand events, private parties and cocktail receptions, the Riedel Bar glassware collection offers distinctive shapes for specific serves.
The range available from Allens Hire includes the:
The collection was developed around classic drink styles, providing suitable options for long cocktails, sours, sparkling drinks, spirits served neat and drinks served over ice.
The Riedel Bar Beer Glass is a particularly useful addition to a summer event. Rather than serving premium lager, craft beer or alcohol-free beer in a generic tumbler, it gives the serve a more considered finish.
For cocktails, use the Highball Glass for long, refreshing drinks such as mojitos, spritz-style serves and gin-based coolers. The Fizz Glass suits sparkling cocktails, while the Rocks Glass is ideal for drinks served over plenty of ice.
Do not overlook water glassware. The stemless Riedel Bar Water Glass provides a contemporary option for tables and hydration stations, and its lower profile can be helpful at busy, informal events.
For wine service, Allens also offers a huge selection of wine glasses including a several ranges of varietal specific Riedel glassware.
Give guests somewhere comfortable to sit
Even at an informal standing reception, guests will need places to rest, eat and escape the busiest parts of the event.
For a relaxed garden-party look, Allens Hire’s outdoor range includes wooden garden tables and chairs, Oakland folding furniture and grey rattan wicker furniture sets. Rattan sofas, armchairs and coffee tables can be used to create a comfortable outdoor lounge area, while rattan bar tables and stools work well beside a temporary bar.
Colourful Café Culture chairs in lime green, red, yellow can bring a cheerful festival or street-party feel to the setup. For a more understated scheme, aluminium chairs, teak-effect tables and neutral rattan pieces complement most gardens, marquees and terraces.
Remember to allow generous space between furniture. Crowded seating can feel uncomfortable in hot weather and may make it harder for staff to circulate with drinks and food.
Create shade as well as sunshine
A summer event should never rely on every guest being happy in direct sunlight all day.
Parasols, large 4m cream or 2.5m green parasols and pop-up tents can provide shaded areas for guests, food stations or event staff. These are particularly important for lunchtime events, children’s parties and celebrations attended by older guests.
Shade should be planned as part of the initial layout rather than added as an afterthought. Place seating beneath or close to shaded areas, keep water readily available and avoid positioning food displays in full sun.
A pop-up tent can also provide useful backup if the British summer performs its favourite trick and produces a sudden shower between the sunny spells.
Do not forget hygiene and clearing equipment
Outdoor catering requires careful planning behind the scenes. Portable hand-washing sinks, preparation tables, rubbish bins, restaurant trolleys and thermal boxes may not appear in event photographs, but they help the service run safely and efficiently.
Allens Hire offers non-electric and heated portable hand-washing sinks, alongside a broad range of commercial kitchen equipment and catering accessories.
Bottle skips and rubbish bins should be positioned within easy reach of the bar and catering teams, but out of guests’ direct view. This allows used bottles and packaging to be cleared continuously instead of building up during service.
Book summer event equipment early
Warm weather can cause demand for BBQs, fridges, outdoor furniture, glassware and bar equipment to rise quickly. Leaving these items until the final few days may limit the available choice, particularly on popular summer weekends.
Before placing your order, confirm:
The number of guests
Event timings and access arrangements
Power and gas requirements
Bar and catering layouts
Refrigeration capacity
Quantities of glassware and tableware
Seating and shade requirements
Space for deliveries, setup and collection
Hiring event equipment allows you to create a professional setup without purchasing, storing and cleaning large quantities of specialist items yourself.
Get your summer event ready with Allens Hire
Whether you are planning a private garden party, outdoor wedding, corporate summer celebration, festival or large catered event, Allens Hire has the equipment to help keep guests comfortable, food service organised and drinks refreshingly cold.
Explore our range of BBQs, fridge hire, bar equipment, ice buckets, Riedel glassware, beer glasses, outdoor furniture, parasols and catering equipment, or speak to the Allens Hire team for help building a practical equipment list for your event. Allens provides an extensive range of catering, party, kitchen, glassware and outdoor furniture hire equipment for events of many different styles and sizes.
Plan early, prepare for the temperature and let the summer celebrations begin.
