Outdoor Wedding: Can I Plan And Execute It Myself?

Planning a wedding can be a daunting task, especially if you're considering hosting the event outdoors. There are many advantages to an outdoor wedding, such as the scenic backdrop of nature, the flexibility to choose a unique venue, and the opportunity to create a relaxed and intimate atmosphere. However, there are also several factors and challenges that couples need to consider when planning their special day. From finding the perfect venue to navigating permits and regulations, creating a comfortable experience for guests, and contingency plans for unpredictable weather, outdoor weddings require careful planning and attention to detail.

Inform your guests about the outdoor setting and suggest appropriate attire

It is important to inform your guests about the outdoor setting of your wedding. This will help them decide on their attire and what (if any) substitutions, accessories, or extra layers they may need.

You can include this information on your wedding website and invitations. A simple statement such as "The ceremony and reception will be held on grass, so choose your footwear accordingly" or "The reception will be on the grass—wedges and flats encouraged!" will help your guests understand the environment they will be in.

If your wedding is taking place in a location with a particular type of terrain, such as grass, gravel, or sand, it is a good idea to let your guests know so they can dress accordingly and be comfortable. For example, if your wedding is on grass, suggest that guests wear flat shoes to avoid sinking into the ground. If it's on gravel, they may want to avoid thin heels. If it's on the beach, suggest they bring flip-flops or go barefoot.

You can also give your guests a heads-up about the temperature. A simple suggestion such as "We suggest bringing a sweater or wrap, as it can get chilly at night" will help your guests prepare.

If your wedding is outdoors, it is also a good idea to prepare for potential changes in weather. Let your guests know about any last-minute changes due to weather via your wedding website.

Rent nice restrooms for your outdoor space

Renting nice restrooms for your outdoor wedding is a must. While it may not be the most glamorous aspect of planning your big day, it is crucial to ensuring your guests are comfortable and the event is a success. Here are some tips and considerations for renting restrooms for your outdoor wedding:

Choose the Right Rental Bathroom

First, consider your wedding venue and the space you have available. If you're getting married in a public outdoor space, such as a state park or a private estate, check for any guidelines or restrictions on the types of structures you can have on-site. You'll want to place the restrooms carefully, ensuring they are not in full view of your guests or near the dining area. Tuck them away behind a barn, outbuilding, or nestle them in a grove of trees. Make sure there is plenty of space around the restrooms to avoid crowding, and consider the location of water and power sources for smooth operations.

For individual units, you can opt for porta-cabins with flush units and sinks, typically costing around $300 each. For a more luxurious option, consider a restroom trailer, which offers regular bathroom amenities such as running water, ample lighting, climate control, flushing toilets, and spacious interiors. These trailers can range in size from 10 to 26 feet and cost anywhere from $2,500 to over $15,000, so be sure to factor this into your budget early on.

Enhance the Experience

To make the restroom experience more pleasant for your guests, there are several enhancements you can consider. Add some tall trees or shrubs to camouflage the exterior and create a more natural setting. Inside, include thoughtful touches such as fresh flowers, toiletry baskets with luxe soaps, candles, and even hired restroom attendants to assist guests. These details will create a more civilized and elegant atmosphere.

Ensure Adequate Facilities

To avoid long lines and maintain a smooth flow at your event, it is essential to have enough restrooms to accommodate your guest count. As a rule of thumb, aim for one bathroom or stall for every 35 guests. For a wedding with 150-175 people, Lyndsey Hamilton, a wedding planner, recommends three to four stalls for women and three stalls for men. If you have a smaller wedding, you may only need to rent three or four stalls total, but be sure to consult with your planner and the coordinator at your wedding location before placing an order.

Prepare for bugs and other pests

Bugs and pests are an unfortunate reality of outdoor weddings, but there are many ways to prepare for and mitigate their presence.

First, it's important to know what you're dealing with. Identify the types of pests that could be an issue in the area, and ask your venue about their pest prevention routine, what types of repellents they use, and their spraying schedule. If mosquitoes are a concern, choose a location without too many florals and water features, as these tend to attract bugs.

Next, take control of what you can. If you're getting married on private property, clean garbage cans, grills, and outdoor furniture to dissuade flies, and make sure mulch beds and soil aren't too wet, as gnats are drawn to damp areas. Mosquitoes are attracted to standing water, so regularly monitor and empty any buckets or water fixtures. Trim any overgrown vegetation and lawn areas, as mosquitoes tend to prefer cooler, shaded areas.

Incorporate bug-repelling items into your decor. Citronella candles, for example, can be placed in mason jars or clear vases for a visually pleasing defence against pests. You can also add plants and herbs such as basil and lavender to your decorations, which serve as a natural defence against bugs.

To keep bugs away from food and drinks, invest in mesh food tents and ensure trash bins are covered. Set up fans to circulate the air and keep bugs from hovering over food and drinks. If your location is predictably buggy, make sure your food stations are covered.

Finally, offer bug spray or wipes to your guests. You can place these in decorative baskets grouped along the aisle or on a table with your guest book and a sign asking guests to apply some.

Book vendors with outdoor event experience

When it comes to booking vendors for an outdoor wedding, it's important to choose people with experience in this area. Here are some tips to help you book vendors with outdoor event experience:

Photographers and Videographers

A photographer and videographer are essential for capturing the memories of your special day. When booking these vendors, look for professionals who have experience shooting outdoor weddings. They will know the best techniques to capture the beauty of your natural surroundings and make use of the available light. Ask to see examples of their previous work at outdoor venues, so you can get a sense of their style and expertise.

Catering

Catering for an outdoor wedding comes with its own set of challenges, such as keeping food hot and dealing with pests. It is crucial to hire a catering team that has successfully navigated outdoor weddings before. Ask them about their experience, including how many outdoor weddings they have catered and whether they are comfortable working in a catering tent. A good caterer will also be able to advise on rental needs, such as kitchen equipment, plateware, and glassware.

Rental Companies

Rental companies are key to the success of your outdoor wedding. They can provide essential items such as tables, chairs, dinnerware, and décor, and most importantly, tents. When choosing a rental company, opt for one with extensive experience in outdoor events. They will be able to advise on the right type of tent and other rentals needed to create a comfortable and functional space for your guests. Ask about their inventory and whether they can provide items such as dance floors, lighting, and generators if needed.

Entertainment

Whether you choose a band or a DJ for your entertainment, ensure they have experience performing at outdoor weddings. They should be able to provide their own equipment, including amps and sound systems, and be familiar with the setup required for an outdoor space. If you are hiring a band, confirm that they have performed at similar outdoor venues and ask about their electrical requirements to ensure a smooth performance.

Transportation

If your outdoor wedding venue is in a remote location or involves a lot of walking between different areas, consider providing transportation for your guests. Look for a transportation company that has experience with weddings, especially outdoor events. They will be able to advise on the best options, such as golf carts or shuttles, to ensure your guests can move around comfortably.

Other Considerations

• Weather: When booking vendors, discuss your plans for dealing with different weather scenarios. Ask about their experience with outdoor weddings in similar climates and any challenges they faced.
• Backup Plans: Always have a backup plan in case of unexpected weather changes. Discuss this with your vendors, especially your rental company and caterers, to ensure they can accommodate last-minute changes.
• Permits: Depending on your location, you may need permits for certain aspects of your outdoor wedding. Ask your vendors about their experience with permitting requirements and whether they can assist in obtaining the necessary approvals.
• Timing: Outdoor weddings often require more lead time for planning due to the additional logistics involved. Book your vendors as early as possible to secure your preferred choices and avoid scheduling conflicts.

By prioritizing vendors with outdoor event experience, you can ensure that your special day runs smoothly and that you and your guests have a memorable celebration.

Plan for extreme weather conditions

Planning an outdoor wedding can be a beautiful but challenging experience. Here are some tips to help you prepare for extreme weather conditions and ensure your special day goes smoothly:

Have a Backup Plan:

Create a comprehensive backup plan for inclement weather. Rent a tent or reserve an indoor space close to your original venue, ensuring it's large enough to accommodate your guest list and any necessary decorations or furniture. Communicate this backup plan to your guests in advance, so they know what to expect.

Rent Tents or Canopies:

Tents and canopies provide shelter from rain, wind, and extreme temperatures. They come in various sizes and styles, so choose ones that fit your budget and needs. Have a mix of sizes and colours of umbrellas available for your guests too, in case of rain or snow.

Prepare for Extreme Temperatures:

Provide blankets for your guests in case the temperature drops. Choose materials such as wool or fleece, and ensure there are enough blankets for everyone. If you're expecting extremely hot weather, set up industrial fans and provide paper hand fans for your guests to keep them cool.

Plan Transportation:

If your backup venue is at a different location, organise transportation for your guests. Consider renting buses or vans, especially if you have a large guest list. Ensure the transportation is comfortable and safe, and factor in the distance between venues and any additional costs.

Have an Indoor Space Available:

In cases of extreme weather, ensure you have access to an indoor space. It should be close to your outdoor venue and large enough to accommodate your guests. Make sure it has adequate ventilation and air conditioning to keep everyone comfortable.

Hire a Wedding Planner:

Consider hiring a wedding planner to help you anticipate and manage potential issues due to bad weather. They can suggest alternative venues, provide access to tents or shelters, and advise on rearranging seating and decorations. Their expertise will ensure your special day goes smoothly, regardless of the weather.

Frequently asked questions