Heatwave etiquette: an M&IT guide for event organisers
No one expects UK business events to come with Mediterranean temperatures ... yet here we are. As event professionals debate dress codes, search for shade, and stockpile handheld electric fans, we've compiled the only heatwave etiquette guide you'll need.
With the UK basking in record temperatures that have rendered the country collectively incapable of functioning, it already feels like a long summer - and the schools haven’t even broken up yet.
If heat domes and 40 degree highs are set to be the reality of summer in the UK for the foreseeable future, us event professionals are going to have to do something to cope with this New Normal.
Therefore, M&IT has convened its entirely official Meetings and Events Heatwave Etiquette Committee.
Here are its findings, gathered together in this essential guide.
Should I apologise for the weather?
A brief acknowledgement that it's "a bit warm" is perfectly acceptable.
Everyone knows it’s hot, so apologies every five minutes are more likely to annoy your delegates than make anyone feel better.
Do I need to tell delegates where they can refill their water bottles?
No one has ever complained that an organiser communicated too clearly about hydration.
Signpost the water stations. Mention them from the stage. Mention them again.
This is one announcement nobody minds hearing twice.
Can I relax the dress code?
Few business outcomes have ever hinged on whether someone wore a jacket in 31°C.
A simple note saying "business casual is absolutely fine in the current weather" can remove a surprising amount of collective anxiety.
How relaxed are we talking? Are shorts acceptable?
Tailored shorts with a smart top/shirt? Possibly. Hot pants? Football shorts? Absolutely not.
As a rule of thumb, if your outfit suggests you’re about to chair a panel discussion rather than head to the beach, you’re probably on safe ground.
A recent post about summer dress codes on Linkedin advised that 'if you wouldn't wear it in front of your grandma, don't wear it to work.' Sage advice indeed.
Are sandals acceptable?
Smart leather sandals? Entirely reasonable. Walking sandals with enough Velcro to secure a small yacht? Proceed with caution.
The less your footwear says “I’ve just come off the Camino de Santiago”, the better.
Can flip-flops be worn?
Before we even get to the aesthetic consideration, flip-flops are noisy footwear. If your footwear provides its own soundtrack, it’s probably better suited to a non-work environment.
Is it OK for men to go shirtless?
Why are you even asking that question?
What happens if the air conditioning loses the battle?
Sometimes the cooling simply can't keep up.
Provide water, open doors where possible, adjust the programme if needed and resist the temptation to promise that "it should cool down in a minute", as everyone knows it won't.
Should I shorten sessions?
Attention spans naturally shrink as temperatures rise. A few extra comfort breaks will achieve more than squeezing every last minute from the agenda.
Also, worth remembering that nobody ever complained about the opportunity to head home early.
Can I hand out fans?
ICC Wales’ branded fans were one of the big hits of The Meetings Show 2026. Conference swag is often much-maligned, but if it’s something people actually want and need, you can’t go wrong.
Should I complain about the heat?
Behind the scenes, absolutely. In front of attendees, confidence remains part of the job description.
Even if you're secretly wondering whether next year's edition should be held in January.
The Heatwave Rules for Organisers
- Water is now the most important part of the event infrastructure.
- Comfort beats formality every time.
- Your production crew, venue staff and suppliers have almost certainly had the longest day in the building. Look after them.
- If something melts, make sure it's only the ice cream.
- And remember: delegates rarely remember the temperature. They remember how well you looked after them when it got uncomfortable.
If all else fails, reassure yourself with one comforting thought: in approximately three months' time, we’ll all be complaining that we’re too cold.
