Summer in Lisbon means sun, heat and high expectations. Between June and September, temperatures regularly exceed 30°C. This checklist is designed for events in this period — most items are equally relevant for spring and autumn events, though shade urgency is lower.
8 Weeks Before — Core Planning
- Confirm the venue and date in writing
- Define the guest list and expected numbers
- Set the event format (seated dinner, cocktail, mixed)
- Establish the budget with clear line items
- Book the caterer — quality options fill up fast for June–September
- Book the photographer or videographer if needed
- Define the venue layout: dining zones, lounge areas, circulation, stage
- Identify covered backup space for Plan B (in case of rain)
- Check the venue's supplier access policy (delivery windows, vehicle size)
4 Weeks Before — Logistics & Shade
- Book parasol hire — confirm model, quantity, delivery time and zone
- Book any additional furniture (cocktail tables, lounge sets, bar furniture)
- Confirm sound system hire and AV setup for any presentations
- Book decorators and florists if part of the event concept
- Confirm catering menu, dietary requirements and service style
- Check that the caterer has adequate refrigeration for summer conditions
- Request a site visit from your parasol supplier to optimise placement
- Confirm all suppliers have the venue address and loading/access details
- Send invitations if not already sent — confirm RSVPs
1 Week Before — Confirmations
- Reconfirm delivery times with all suppliers
- Check the weather forecast — adjust shade or cooling plans if needed
- Confirm final guest numbers with caterer
- Brief your on-site contact (coordinator, venue manager) on the run-of-show
- Prepare a contact list with every supplier's mobile number
- Confirm parking arrangements for guests and supplier vehicles
- Brief any internal staff or helpers on their roles
- Check that the venue has adequate toilet facilities for the guest count
Day Before — Final Preparations
- Charge your phone and all event-critical devices
- Print the supplier contact list and run-of-show timeline
- Confirm delivery and setup start times with parasol supplier
- Walk the venue to identify any last-minute obstacles for suppliers
- Prepare any signage, table numbers or printed materials
- Prepare an on-site first aid kit and sunscreen for guests
- Check that any ice or chilled items are arranged for catering
Event Day — Final Checklist
- Parasol team arrives 2–3 hours before guests — confirm positions
- Caterer sets up kitchen and service areas without interfering with shade structures
- Test sound system and AV before doors open
- Walk the event space 30 minutes before guest arrival — check everything
- Confirm sun orientation — rotate cantilever parasols if needed to track the sun
- Ensure sunscreen and fans are visible and accessible for guests
- Keep the parasol supplier's number accessible in case of strong wind
- Enjoy your event — your team handles the rest
Frequently Asked Questions
- How many parasols do I need for my outdoor event?
- One 4m parasol covers a table of 8–10 guests. One 5m cantilever covers two adjacent tables or a lounge of 15–20. For large events (100+ guests), our team provides a custom layout proposal.
- What happens if the weather changes during the event?
- Always identify a covered backup space. Parasols protect from sun and light rain but should be closed in strong wind (above 35 km/h). Our team is reachable by phone throughout.
- When should I book parasols for a summer event near Lisbon?
- Book 4–8 weeks in advance for peak season (June–September). For large events or weddings, 2–3 months is ideal to guarantee availability.