– Creating the Perfect Atmosphere for an Event

Planning an event requires great attention to detail to provide an excellent experience for attendees; its location, the space, decoration and layout, catering, the staff, the event program itself… and, amongst others, how the atmosphere impacts comfort.

To ensure attendee comfort, there is one crucial element that may not always be the first thing on event planners’ minds: accessibility to reliable climate control technology. Given that HVAC systems handle temperature requirements and provide ventilation, they are essential to the success of any indoor event. After all, you will know that indoor air quality (IAQ) factors like temperature, humidity and odor can influence your enjoyment and concentration during an event, especially when the occasion has attracted a high number of attendees.

For this article, we are focusing on purpose-built premises that have facilities for hosting events, talks, and even expos in order to understand what factors impact IAQ at an event and, as a consequence, the comfort of attendees and guest experience.

Factors that Affect an Event’s Atmosphere

We have previously talked about how air conditioning systems can help elevate an experience, whether it is at a restaurant, at a hotel, or a shopping center, providing guests and customers with the ideal atmosphere benefits businesses. A commercial space’s ambient temperature (the air temperature within a certain environment) can vary according to the weather, the number of occupants, the heat emitted from electric equipment, and other such sources.

Now, stepping into an event space, and adding to the points above, events have their own set of challenges that make their atmosphere needs unique at times. These are:

• Fluctuating temperatures. A building’s occupancy affects the efficiency and efficacy of an HVAC system. Our bodies naturally emit heat and the more occupants there are in a space, the more the heat will build up inside. During an event, there is usually a constant flow of attendees moving from one space to another, meaning an area with main speakers or booths will more likely have a higher ambient temperature than other areas. But if there are more than one focal point at an event, it can result in fluctuating ambient temperatures that will need to be regulated.
• Stages and large seating areas. Stages usually get the most attention from attendees, especially when it is where main speakers and presentations are being held, garnering various-sized crowds. These spaces are subject to moments of concentrated movement followed by people sitting down and watching the programmed content. Comfort will need to be catered for, considering both those in the audience and those on the stage, where another set of factors can influence temperature, leading us onto the next factor to consider.
• Lighting, screens, and electrical equipment. As a speaker on stage, having lighting beaming down on you won’t only give you the thrill of presenting but it is also likely to make you feel hot under the collar. Coupled with screens and other electrical equipment, the temperature will rise further still, impacting those on stage and the audience. This is one of the main reasons that event spaces, theatres and concert halls now use LED lighting, which isn’t only more energy efficient but also produces much less heat. Of course, the stage isn’t the only space where electrical equipment will create heat, some booths come kitted out with screens, lighting and other equipment that, when combined with the heat emitted from other booths, can cause the mercury to rise in indoor event spaces.
• Catering areas and on-site cooking. Depending on if the event’s catering service is prepared on outside premises and only served on-site, or if there is a dedicated cooking area inside the event space, the HVAC requirements will be different. Cooking creates fumes, smells and heat that, depending on the location in relation to attendees, need to be quickly dissipated. If this isn’t managed effectively, IAQ becomes poor, and the atmosphere uncomfortable.
• Challenges of enclosed indoor spaces. In relation to the point above, even if there is no on-site cooking at the event, indoor air needs to be treated. Though enclosed spaces are easier to control cooling and heating more efficiently, they also trap in humidity and pollutants like dust and gases. In event spaces where natural ventilation is not possible, the build-up of these become an issue if not taken care of, especially when CO2 levels become too high causing “stale air”. And the more people that attend an indoor event means a greater concentration of CO2, which needs to be kept at safe levels for comfort and health.

Indoor Air Quality at Events Matters

We’ve touched upon the factors that make events unique when considering what HVAC needs will be required, but why does indoor air quality at an event matter?

Beyond being unpleasant or causing tiredness, a build-up of “stale air” can be harmful, flaring up allergies, causing headaches and even sore nose and throat. This is the last thing that you want.

There is a combination of factors that determine indoor air quality. Amongst others, IAQ takes into account CO2 concentration, humidity, temperature, and presence of pollutants, like volatile organic compounds (VOCs). 

• CO2 concentration. Briefly mentioned when discussing enclosed spaces, when levels begin to creep too high, it can create a sense of stuffiness, which leads to drowsiness and difficulty to concentrate, and can also bring on headaches and other respiratory system-related complaints. Luckily, it is easy to avoid this happening through regular ventilation of the space, whether by opening windows and doors or through specialized ventilation and air renewal tech connected to the HVAC system. These dilute the indoor air with fresh air and rapidly improve the space’s IAQ.
• Humidity. Moisture in the air also affects our feeling of comfort. ASHRAE recommends a maximum relative humidity of 60%, although a minimum of 30% should be observed to avoid an overly dry atmosphere that can irritate skin and the respiratory system. In extreme cases, excess moisture can not only feel uncomfortable, making us feel hotter, but it can also lead to the appearance of mold and mildew. Naturally, the high occupancy at events affects relative humidity, so being able to monitor humidity levels to keep them at the appropriate range is a plus. HVAC systems are able to help keep levels down with functions like Dry Mode, found on Hitachi HVAC equipment, removing excessive moisture from indoor spaces.
• Pollutants. VOCs (emitted by paints, carpets, cleaning products etc), allergens and other pollutants (including cooking fumes) can create unpleasant odors and even impact our health. During an event, perhaps the biggest culprit of these pollutants will the materials used for booths and decoration, and any catering. Apart from ventilation and humidity control, an effective way to reduce the presence of pollutants from indoor air is through air conditioner filters. PM2.5 filters can catch microscopic particle substances at a size of 2.5 μm, and specialized filters help neutralize bacteria and viruses for safer air. 
• Temperature. The ideal indoor temperature for commercial spaces depends on the season and the type of activity carried out by the occupants. To complicate matters, thermal comfort, the “perfect” temperature that is not too cold nor too hot, differs from person to person. The Occupational Safety and Health Administration’s (OSHA) guidelines recommend setting the thermostat to an indoor temperature of 20-23.5ºC (68-75ºF) in winter and 23-26ºC (73-79ºF) during summer. Location, seasonality and weather and the building’s insulation and architectural characteristics affect these recommendations, so finding the right one for your event will be a must.

You can read about the impact of indoor air quality on our health here.

HVAC is Key for a Successful Event

As we have seen above, there are many factors that make event spaces more challenging in terms of ambient temperature and comfort. When organizing an event and selecting the space it will be hosted in, it’s making sure that the HVAC system and natural ventilation options are considered, especially when large numbers of people, show cooking or long talks are programmed. Doing so preempts the comfort needs of all and gives the organizer peace of mind that they are inviting people into a healthy and safe environment.

To understand the types of HVAC technology that event spaces put at your disposal in order to create the perfect event atmosphere, take a look at the selection of expert products available within the Hitachi Commercial Air Conditioning portfolio, here.