Summer is a season of celebration on college and university campuses. From graduation ceremonies and orientation weeks to music festivals and alumni reunions, schools across North America welcome thousands of guests to their grounds each year. But with rising summer temperatures, managing indoor and outdoor comfort is becoming more critical and challenging than ever before.
Keeping students, faculty, families, and guests cool during large campus events is essential for safety, comfort, and overall experience. At REIC Specialty Rentals, we understand the logistical pressure that comes with campus event planning. That’s why we offer dependable, high-performance cooling solutions tailored for universities and colleges hosting large-scale summer events.
Why Temporary Cooling Is a Must for Campus Events
College campuses weren’t necessarily designed for the large-scale heat loads today’s summer events create. Even buildings with HVAC systems can quickly become overwhelmed when hosting hundreds or thousands of guests. Outdoor tents and temporary structures? They offer little relief from rising temperatures and humidity levels.
When the weather gets hot, poor climate control can lead to:
- Heat exhaustion or illness among guests, staff, or volunteers
- Decreased attendance or early departures
- Complaints about discomfort and accessibility
- Equipment malfunctions, especially for AV and lighting setups
- Safety risks and liability concerns for the institution
Temporary air conditioning and spot cooling systems provide immediate and effective relief—no construction or retrofitting needed.
Common Summer Events That Benefit from Cooling Solutions
Here are just a few campus occasions where portable cooling from REIC Specialty Rentals makes a big difference:
Commencement Ceremonies
Graduation is a milestone moment for students and families. Whether hosting the ceremony in a gym, auditorium, or massive outdoor tent, guests wearing formal wear under the summer sun need protection from the heat. Spot coolers and portable AC units ensure the space is celebratory, not stifling.
Orientation & Welcome Weeks
First impressions count. New students and their families should feel welcomed and cared for, not drenched in sweat. To help maintain energy and engagement, mobile cooling stations can be used at info booths, check-in areas, or indoor meeting rooms.
Outdoor Tented Events
Many universities host festivals, alumni dinners, or special donor events in large, temporary tent structures. Unfortunately, these tents trap heat and humidity. With portable AC units and evaporative coolers, REIC helps turn your tent into a comfortable, functional space.
Concerts & Festivals
Summer entertainment draws huge crowds to campus—but that many individuals in a confined area can make temperatures rise fast. Temporary climate control not only keeps the audience happy, but it also protects musicians, AV equipment, and performers backstage.
Facility Overflows
Even indoor venues can benefit from supplemental cooling. Older halls or gyms may not be designed to handle modern electrical loads or large crowds in summer. Temporary AC helps maintain comfort and compliance with safety regulations.
Tailored Cooling for Universities: What to Look For
Not all rental cooling systems are equal. When choosing a provider, campus planners should prioritize:
- Scalability – Your cooling partner should be able to handle a single tent or a multi-building weekend event.
- Quiet Operation – Especially during speeches, ceremonies, or performances.
- Quick Deployment – With tight timelines and schedules, fast delivery and setup are key.
- Fuel Efficiency or Power Compatibility – Understand what energy access is available for each event location.
- ADA & Code Compliance – Safe airflow and unobstructed setups are essential in public, campus-wide settings.
- 24/7 Support – Events don’t end at 5 PM, and your cooling provider shouldn’t either.
How REIC Specialty Rentals Supports Campus Events
REIC’s Specialty Rental Division specializes in temporary heating, cooling, dehumidification, ventilation, and environmental control. With an inventory of portable AC units, evaporative coolers, air movers, and power distribution, we’ve helped campuses across North America create safe, enjoyable experiences for students and visitors—even during peak summer heat.
We bring:
- Engineering Support – Custom configurations based on venue size, location, and climate needs
- Fast Delivery & Setup – Our teams work with campus facility crews to coordinate delivery with your schedule
- Whisper-Quiet Units – Perfect for graduation speeches and outdoor events
- Heavy-Duty Equipment – Designed for commercial use and long run times
- Regional Expertise – With 19 locations across 12 states and 3 Canadian provinces, we understand your climate and local compliance needs
Whether you are cooling an entire campus green, a converted fieldhouse, or just the VIP tent—we’ve got your back.
Scenario: Keeping Cool at a Southern Graduation Ceremony
A university in the southern U.S. prepared for spring commencement during an unexpected heatwave. With thousands of guests gathering in a semi-enclosed sports venue, temperatures above 90°F raised safety and comfort concerns.
To maintain a pleasant environment, large-capacity portable air conditioners, temporary ducting, and power distribution equipment were installed. On-site technicians monitored and adjusted airflow in real time. The result: a cool, comfortable venue that allowed the celebration to proceed smoothly and left guests with lasting, positive memories.
Don’t Sweat Your Summer Event—Plan Ahead with REIC
When it comes to large campus gatherings, comfort isn’t optional—it’s part of the experience. Without the right cooling strategy, a warm day can quickly become a PR or safety issue. By partnering with REIC Specialty Rentals, campus event planners gain access to reliable, scalable, and fast-deploying solutions that keep students and visitors focused on the celebration—not the temperature.
From pre-planning to post-event support, our team works closely with facilities and event staff to ensure a seamless, stress-free experience.
Hosting a summer event on campus?
Contact REIC Specialty Rentals today for custom cooling solutions that keep your campus cool, compliant, and celebration-ready.
