Facilitating in a Heatwave: How Can We Keep Collaborating as Temperatures Rise?

As we write this, Europe is entering its third heatwave of the summer.

This is no longer an unusual event. For years, climate scientists have warned us that extreme heat would become more frequent, intense, and prolonged. Yet many of our organisations, workplaces, and event spaces remain largely unprepared for this new reality, especially in Europe.

Over the past month, we have seen important convenings cancelled, workshops shortened, and participants struggling to engage because the conditions simply became too difficult.

Extreme heat is becoming part of the context in which we collaborate.

So the question is:

How might we continue bringing people together, while adapting to a changing climate and putting participants' wellbeing first?

There will be times when the right decision is to postpone or cancel. But when possible, we can adapt. As facilitators, this means embracing flexibility, paying attention to what participants need, and being willing to let go of the perfect agenda we designed.

Here are some lessons we've learned.

Start by adapting the workshop, not fighting the heat

The most important shift is to stay agile.

A workshop that achieves 80% of its objectives while keeping people comfortable and engaged is far more valuable than one that rigidly follows the agenda while everyone struggles.

This might mean:

• Starting and finishing earlier, when temperatures are lower.

• Shortening working blocks and building in more frequent breaks.

• Reducing cognitive load: simplifying instructions, limiting long presentations, and focusing on the most important conversations.

• Prioritising interaction over performance. People think more slowly in extreme heat, and that's okay.

• Keeping your own facilitation energy calm and steady.

Design the space for the temperature

Small logistical choices can make a big difference:

• Ask early about the room: Is there air conditioning? Can the room stay cool? If not, can you find an alternative space–perhaps a north-facing room, one with blinds, or even an underground room?

• Close blinds or curtains before the room heats up and minimise direct sunlight.

• Ventilate strategically: open windows when the outside temperature is lower, but avoid bringing hot air inside during peak heat.

• Ask for fans. A few fans positioned around the room can significantly improve comfort.

• Ensure everyone has access to water. While we often rely on participants bringing reusable bottles, heatwaves require us to make sure everyone–including those who forgot theirs–has enough water available.

Listen to what the room needs

Acknowledge the heat with participants from the start.

Create a space where people feel comfortable saying: "We need a break" or "It's too hot to continue this way."

You can also embrace the situation creatively. For example, an icebreaker could involve participants making their own paper fans–a small activity that acknowledges the shared experience while helping people stay comfortable.

Light refreshments, such as fruit with high water content, and encouraging comfortable clothing can also help.

When possible, take the workshop outside

Last week, while facilitating for the Global Young Academy in Bremen, Germany, we moved part of our workshop outdoors when the room became too warm.

The change of environment brought unexpected benefits: conversations became more relaxed and the setting encouraged reflection in a different way.

If you take a workshop outside, a few tips:

• Choose a shaded spot away from busy pathways. A little birdsong is lovely; a constant stream of passers-by is distracting.

• Expect to rely less on technology and more on clear instructions and one-to-one clarification.

• If there are no tables, provide participants with something sturdy to write on.

• Be ready to project your voice.

• Large sharing circles–whether seated on chairs or simply in the grass–can work particularly well outdoors.

Adapting is becoming part of our work

Facilitating meaningful collaboration has always required us to respond to the realities people bring into the room.

Increasingly, one of those realities will be climate.

We cannot solve climate change through better workshop design. But we can ensure that, even as temperatures rise, people can continue to gather, think together, and work on the challenges that matter (incl. climate change!)