5 Ways to Keep Guests Warm at Outdoor Events This Winter

As the temperature drops and COVID-19 cases surge, hosting small, outdoor gatherings is quickly becoming more difficult. Rather than moving indoors, where the virus spreads more easily, consider these tips and rentals that can keep guests warm, cozy, and safe.

Party Rental LTD’s Propane Patio Heater supplies 8-12 feet of radiant heat.Photo: Courtesy of Party Rental LTD.1. Use heaters and fire pits. 
An obvious way to keep guests warm? Portable heaters and fire pits, which can be rented from a wide variety of companies throughout North America. For example, Party Rental LTD., which rents event furniture and equipment throughout the East Coast, offers a propane patio heater that can be placed on any type of surface; it comes in copper, stainless, and bronze, and rents for $226. For larger spaces, the company can also rent a propane tent heater for $458.

Note: Make sure to check local guidelines on the use of outdoor heaters; in New York City, for example, the use of propane for heating requires a special permit from the fire department. 

Another option is individual table warmers or heat lamps. Denver-based Colorado Party Rentals recommends having one heat lamp for every 10 guests; the company also rents stylish fire pits, including one made from a wine barrel that rents for $365. For a more budget-friendly fire pit, Southern California-based Yeah! Rentals rents one for $35 per day.

For a more subtle fire experience that can easily blend into the decor, Taylor Creative Inc., a rental company with offices in New York and Los Angeles, has a freestanding, modern fireplace with a white laminate base. It runs with “real flame” gel, which is poured into the cavity and then lit; the fireplace costs $325 for a five-day rental period. Taylor Creative Inc.’s freestanding fireplace comes with five cans of fuel; each can lasts about 30-45 minutes.Photo: Courtesy of Taylor Creative Inc.

And with all this extra power running, power-equipped furniture items can come in handy as a place to plug in heaters or other warming devices. One option? Full-service rental and event design company Blueprint Studios offers Zeus charging ottomans, which feature embedded outlets and come in a variety of shapes and sizes; the items rent throughout California and the Southwest, and pricing is available upon request. 

2. Block the wind.
Tents and other barriers can be a great way to shield guests from those cold wintry winds—but make sure they have plenty of openings to ensure proper ventilation, which can prevent the spread of COVID-19. Consider a tent with open sides, like Chicago-based Stretch Structures’ flexible, waterproof fabric structures that can be rigged in a variety of shapes. The four-way fabric is designed to keep the interior of the tent quiet even in strong winds; pricing starts at $995.Stretch Structures’ tents are made from a strong, four-way fabric that’s 100% waterproof and has a built-in fire retardant.Photo: Courtesy of Stretch Structures

Each panel of CORT Events’ Clear Divider Wall Set measures 39 inches and is fully customizable.Photo: Courtesy of CORT EventsRelated: 6 Questions to Ask Your Tent Provider

Not interested in a full tent? Opt for hedges or dividers that can be strategically placed to block the wind, while still allowing plenty of open-air ventilation. National rental company CORT Events offers boxwood hedges that can help define a space and add a touch of greenery; the hedges come in four-foot-tall or seven-foot-tall options; pricing varies. CORT also offers two-panel or five-panel wall sets, a clear, acrylic divider with a metal frame that makes it freestanding. The walls can be personalized with graphics to fit any event’s theme.

Another tip? The team at Colorado Party Rentals suggests using carpeted, elevated floors to keep guests off the frozen ground. Layering a variety of carpets can add visual interest and help transform an open-air space into a cozy atmosphere. 

3. Opt for cozy furniture, and hand out customized blankets and accessories.
Rental materials should be strategically chosen to keep guests warm. Cushions, pillows, throws, and more can warm up outdoor furniture; they’ll also give guests something to sit on if the furniture itself feels cold. One option: CORT Events offers a Mongolian faux fur pillow in winter-appropriate blue and gray colors. 

Blueprint Studios’ “hive house” loveseats measure 59 inches wide and 69 inches tall; pricing is available upon request.Photo: Courtesy of Blueprint StudiosBlueprint Studios’ “hive house” loveseats, meanwhile, can create a cozy space that can help shield guests from the elements; it comes in gray, yellow, orange, and blue. The company also rents sofas made from lush, velvety (and warm!) materials in green, red, or winter blue. 

Consider having wraps or blankets available for each guest; companies like Weather or Not, an accessories-focused rental company in Denver, offers fleece blankets, umbrellas, pashminas, and more for events. Or, purchase personalized hand warmers, hats, earmuffs, or blankets as a fun keepsake for each guest; give them out at the beginning of the night so guests can be sure it's sanitary. Some companies have even started creating face masks with scarves attached—like this one from Tibi—that offer a fun and stylish way to stay warm and safe. 

Blossom Bar in Boston is currently serving a "Hot Buttered Banana Rum" cocktail, which mixes rum, brandy, brown butter, banana, passion fruit espuma, and hot water. Click here for more toasty cocktail inspiration for cold-weather events.Photo: Courtesy of Blossom Bar4. Serve toasty drinks and food. 
Think through your menu, making sure to incorporate plenty of drinks and food items that will warm guests up, like pre-packaged, mini mugs of hot soup, and warm apple cider or a hot toddy. Whiskey tastings or a hot cocoa bar can also be a fun, interactive option; just be sure to follow all COVID-appropriate procedures for serving. (Click here to see some safety tips from top caterers around the country.) And consider giving guests a warm, portable drink option, like coffee, when they leave the event; custom packaging or koozies can add a fun end-of-night touch.

Related: 16 Winter-Friendly Catering Ideas

5. Communicate clearly.
Above all, make sure your guests are aware that the event will be outside so they can dress appropriately. (Ugly holiday sweaters, anyone?) The last thing you want is for attendees to be ignoring social distancing protocols to gather around one fire pit or find an indoor spot. Establish ground rules on the invitation and through clear signage at the event, and consider assigned seating, staggered entry times, and other precautions.

Related: 7 Safe and Festive Ways to Host a Small, Outdoor Gathering

A note from BizBash: As COVID-19 cases rise and cities impose new restrictions on gatherings, we encourage you to stay up-to-date on your local regulations to ensure a safe experience for your guests. Click here for ideas and inspiration for virtual events of all types.