Cooling fans for outdoor events: A guide to affordable event cooling solutions

If you’re planning an outdoor event during the warm season, one thing your guests will appreciate is relief from the heat. Cooling fans for outdoor events are ideal for creating cooling stations as well as for cooling seated guests and crowded areas such as dance floors, walkways and vendor areas.

Evaporative cooling fans, misting fans and basic pedestal or drum fans are easier on the budget than outdoor air conditioners and more effective in large, open spaces. United Rentals offers a broad selection of fan rentals for events and can help you plan event cooling solutions that won’t break the bank.

Why outdoor cooling solutions are important

Heat isn’t just a comfort issue—it’s also a safety concern. Prolonged exposure to high temperatures can lead to fainting, heat exhaustion or even heat stroke. Dedicated cooling stations for outdoor events give attendees a place to rest, rehydrate and cool down. Fans used in other event areas, such as near stages or inside tents, reduce the air temperature (in the case of evaporative cooling fans) or provide air flow that feels like a cooling breeze.

Even if your event is shaded or takes place in the evening, guests will appreciate the climate control effort.

Evaporative cooling fans

An evaporative cooling fan is an excellent cooling solution in dry, warm climates. Most use water, absorbent pads, a motor and a fan to cool the air through evaporation. The fan draws ambient air through moistened pads and pushes the cooled air forward. Atomized evaporative coolers create tiny water droplets that evaporate into the air almost instantly while still inside the fan, no cooling pad needed. 

An evaporative cooling fan can’t chill the air as well as a portable air conditioner or spot cooler, but it can bring the temperature down by as much as 30°F when the humidity is very low. Compared to a portable AC, evaporative coolers use about 75% less energy and don’t need a refrigerant, so they are less expensive to run and more environmentally friendly.

United Rentals carries a variety of evaporative cooling fans in a range of sizes, measured in cubic feet per minute, or CFM. For example:

• 10,000–12,500 CFM evaporative cooling fan: Great for mid-sized tents and seating areas.
• 14,000 CFM evaporative cooling fan: A step up in power with an oscillating fan, ideal for larger crowds and high-traffic cooling stations.
• 22,500–24,000 CFM evaporative cooling fan: Maximum cooling power for the largest, busiest zones—think main stages, large event tents, food courts and entrance areas.

What size evaporative cooler do you need? A general rule calls for 1 CFM per square foot, but for more specific sizing, work with your temporary HVAC provider, who can help you select an appropriate size for your location and application.

Evaporative coolers have built-in water tanks and don’t require complicated installation or ducting. Wheels offer easy movement.

Misting fans

Misting fans spray a fine mist of water into the air. The droplets land on people and create a cooling sensation when they evaporate. They also land on surfaces, including floors, so avoid using them around surfaces that shouldn’t get damp.

They work well for street fairs and festivals, outdoor eating areas, outdoor VIP lounges and children’s areas. They can be used to complement other cooling solutions.

Pedestal and drum fans

With high airflow capacity and simple setup, basic fans are among the most affordable options for tents, stages, vendor areas and anywhere that needs a breeze.

Pedestal fans, or stand fans, typically have three blades. The fans range in diameter from 24 to 30 inches and in airflow from 3,900 CFM to 13,000 CFM. Many have adjustable speed, height and oscillation.

Drum fans, also called bucket fans or shop fans, often feature wheels and have anywhere from three to five blades. (More blades mean more circulation and less noise.) This 42-inch drum fan (16,600–17,600 CFM) moves a massive volume of air, making it ideal for wide-open event areas and back-of-house operations.

Where to set up fans and cooling stations

Strategically placing fans is key. Here are some prime spots to consider:

• Near seated guest areas
• Near food and beverage areas
• At entrance and exit points
• Outside medical tents
• In shade structures or tents
• In staff-only areas 

Dedicated cooling stations are ideally located in high-traffic areas such as near dining areas and restrooms. When creating a cooling station, choose a shaded area when possible, be sure to mark it, and include seating and access to water if feasible.

Choosing the right cooling fans for your event

When choosing fans, consider:

• The event size and layout
• The temperature and humidity
• The speed and direction of prevailing winds (this influences fan size and placement)
• Acceptable noise levels (loud fans can drown out wedding vows, for example)

Not sure which setup is best? United Rentals can help you assess your needs and review equipment and placement options.

A one-stop shop for all your event needs, United Rentals is also ready to provide air conditioners, generators, temporary fences, portable restrooms, lighting equipment, storage containers, UTVs and more.

Browse our fan offerings for your next event or reach out to our Climate Solutions team for help with planning outdoor cooling solutions.