Plus 4 Common Mistakes to Avoid
Written by: Dianna Candido
Outdoor events can give you everything you and your guests want for an event—charm, energy, ambiance, a stunning view.
But it also comes with the weather.
It’s easy to focus on things like catering, entertainment, and decor, but none of those things can make up for guest discomfort.
Guest comfort is actually only one of the reasons why heating your event is important. Temperature control doesn’t just mean your guests have a better experience. It also impacts:
- Food quality
- Event flow
- Decor and equipment protection
- Budget
We’ve been chatting with our team behind the scenes to give you everything you need to know about heating your outdoor event so your guests leave satisfied and happy, not reaching for their sweaters.
What Most People Miss About Outdoor Heating Solutions
If you’re already planning your event and nailing down details, it’s good that you’re thinking about heating your event now. If you don’t have a ton of industry experience, you might miss some important details. Including…
- Heating an event isn’t just about your event size.
The number of guests attending is important, but so is the size of the event space, the height of your tent’s ceilings (if you’re using one) and where you want guests to congregate.
- The heat will affect the flow.
People will congregate where they’re comfortable. Temperature is also impacted by the number of people, even outside on a cooler evening. Without proper and balanced heating, the event may not flow properly.
- You might need a permit.
San Francisco is big on safety, so permits are often a must. Venues may also have restrictions or limitations on the type and amount of heating.
- Timing is important.
This is particularly important with tents, because it will need to be heated before guests arrive. Again, this is where having professionals consulting with you (and working on execution) will make the process go more smoothly.
Options and Safety for Heating a Tented Event
Planning a tented event? This is where heating can get tricky.
There are usually rules and regulations for safety reasons. Open flames (and therefore heaters with open flames) are often prohibited, and you may even need special permits depending on where you hold your event.
“We always recommend clients confirm with their local fire authority before the event, so there are no surprises day-of!” says Chantal Call, Account Executive here at Unica. “We are happy to guide clients through this and serve as a resource, as it can be hard to navigate all at once.”
Don’t get caught up thinking about all the hoops you need to jump through. We’ll be here to guide you through the process or point you in the right direction.
You’ll need to keep logistics in mind. Heating affects your flow, and adding heating elements near decor and tent fabric should be done intentionally and carefully. If you rent your equipment from us or have support with planning or execution, ask for insight on where it will be best to place heaters.
Tent heating can be done with electric heaters or propane tent heaters. Patio heaters don’t usually go in tents because of (obvious) flammability reasons. At Unica, we always recommend tent heaters because they do the job well without unnecessary risk.
These heaters are made for tents, and they’re placed outside of the tent with warm air blown inside. They’re safe, up to code, don’t take up valuable space inside, and provide adjustable temperature control. It’s all the convenience and flexibility you need from an outdoor heating solution.
As your tent company, we (and your venue) can help get this process started.
Heating Patios and Outdoor Venues
While tents protect from the elements, a patio or outdoor venue may align more with your event’s vision or goals.
For patios, consider freestanding patio or torch heaters. They work best for seated guests, perimeters, or gatherings. At Unica, we recommend our patio heater.
“It’s the classic freestanding tower style that covers a solid radius, so you can place them strategically around seating clusters or the perimeter. The key is being intentional about placement if it’s an exposed patio with wind, tuck them near walls so the heat isn’t just blowing away,” says Chantal.
For larger outdoor venues, it’s more strategic. Instead of heating the entire event space, create “heat zones.” At Unica, that means we get creative with clients to give them the best solution for their event. Often, that means using a combination of heating elements.
“We love combining our freestanding heaters with our Canyon Ridge Stone Fire Pit to anchor key gathering spots, the lounge area, cocktail hour, and dining tables,” says Chantal. “The fire pit especially becomes a natural magnet that guests gravitate toward, which also helps with energy flow and crowd movement. It’s function and ambiance all in one.”
If you’re really leaning into the ambience, you can go one step further for your guests. “To create an even cozier atmosphere, you can incorporate throw pillows and blankets for added comfort and style,” says Javier Diaz, Account Manager here at Unica.
The goal is to work within the limitations of your event space, but maximize guest comfort. That’s why we work closely with venues and clients to make sure all the pieces fit together.
Common Mistakes To Avoid When Planning A Heated Outdoor Event
Avoid these mistakes for a smoother event that prioritizes guest comfort.
- Waiting until the last minute. You may end up with way more stress (and a more expensive event) at the end of the day.
- Making assumptions about permits or venues. Some venues (like the Presidio) don’t allow open flame due to the historical nature of the venue so always check with the venue to confirm heating requirements or permitting. Heating permits (like a Special Events Permit or Operational Permit) may be required from the local fire authority. Never assume that venues will have heaters or that permits aren’t needed.
- Transporting propane yourself. There are some areas in the Bay Area where transportation may require a permit. Transportation is one of the areas Unica can help you with.
- Forgetting to preheat the tent. Which means you’ll want to know when to turn on your heating elements. (As event professionals, we can help you with this.)
These are common issues that we’ve personally encountered from clients and partners. Keep these tips in mind to help keep your event stay on track.
Make Sure Your Guests Are Comfortable At Your Outdoor Event
No one wants to attend an event where they’re uncomfortable. Guest experience is the number one priority of any event. Which means putting in effort to ensure your guests aren’t stuck outside shivering, wishing they’d brought an extra jacket.
The earlier you start the conversation about how to heat your outdoor event, the better. Give yourself plenty of time for organizing heating equipment rentals, permits, or venue coordination.
Reach out to Unica today, and let’s start working through details.
