Outdoor Weddings: Can They Happen And How?

Outdoor weddings have become increasingly popular, especially since the COVID-19 pandemic. They can be more affordable than indoor weddings, with many taking place on private or public property, such as backyards, parks or beaches. However, there are some important considerations to keep in mind when planning an outdoor wedding. Firstly, the weather can be unpredictable, so it's important to have a backup plan in case of rain or other inclement weather. This may include renting a tent or having an indoor space available. Additionally, outdoor weddings often require more rentals, such as tables, chairs, linens, and even portable restrooms. It's also important to consider the comfort of your guests, providing items like parasols, fans or blankets to protect them from the elements. Another thing to keep in mind is that outdoor weddings may have more logistics to navigate, such as ensuring access to power and water for catering and other vendors. Lastly, when it comes to decorating for an outdoor wedding, it's important to choose items that can withstand the weather and be secured to avoid any damage from unexpected gusts of wind. Overall, while outdoor weddings can be more challenging to plan, they offer a unique and unforgettable experience for couples and their guests.

Choosing a location

Weather Conditions

The weather will play a significant role in your outdoor wedding, so it's crucial to consider the climate and season when selecting a location. Opt for milder months like early summer and early fall to reduce the risk of extreme weather. However, if you desire an outdoor winter or spring wedding, get creative with tents, fire pits, and warm accessories for your guests.

Venue Options

There are various venue options for outdoor weddings, each offering unique advantages. Beach weddings provide the allure of the seaside, but you'll need to secure décor and manage wind and hair-related challenges. Winery weddings offer charming private spaces but tend to be hot and dry, requiring ample shade and refreshments. Backyard weddings can be sentimental and cost-effective, but rentals like portable restrooms and dance floors may be necessary. Public spaces like parks or beaches are affordable, but ensure you comply with any regulations and consider the impact of factors such as high winds, bugs, and noise ordinances.

Guest Comfort

Ensuring your guests' comfort is essential for a successful outdoor wedding. Provide parasols, standing umbrellas, blankets, and heaters to protect them from the elements. Offer refreshments and shade to beat the heat, and consider providing fans or heaters for temperature regulation. If your ceremony will be held on grass, distribute plastic heel protectors to prevent shoes from sinking into the soil.

Backup Plans

Always have a backup plan in case of unexpected weather changes. Consider renting a tent and keeping a stash of umbrellas to shield your guests from rain. If there's an indoor space available, communicate this to your guests in advance. Additionally, monitor the weather forecast and be prepared to implement your contingency plan if needed.

Permits and Restrictions

Research any permits or restrictions required for your desired outdoor wedding location. For example, you may need a permit to reserve a specific area in a national park or on a public beach for a large guest list. Inquire about noise ordinances, amplified sound restrictions, and size limits on tents or canopies.

Accessibility and Logistics

Consider the accessibility of your chosen location for guests with mobility issues. Ensure that elderly or disabled guests can easily access the site, avoiding uneven or unpaved ground. Additionally, think about the logistics of hosting an outdoor wedding at your chosen venue, including the availability of power outlets, restrooms, and kitchen facilities.

Decor and Enhancements

The natural scenery of your outdoor wedding venue can serve as a built-in décor. Enhance the space with simple decorations, taking advantage of the existing landscape. Opt for hardy flowers like roses, zinnias, and dahlias, which withstand gusts and rain better than delicate blossoms. Avoid lightweight vases or centrepieces that can tip over in the breeze.

Catering and Food Options

When selecting an outdoor wedding location, consider the catering options available. Food trucks are a popular choice, offering various cuisine options and cute photo ops. Opt for foods that work well outdoors, such as wood-fired pizza, barbeques, and seasonal produce. Be mindful of perishable items and keep them chilled, especially in warm weather.

Bug Protection

Bugs can be a nuisance at outdoor weddings, so consider hiring a local business to treat the grounds professionally a few days before the event. Incorporate natural repellents like citronella candles, lavender, or tea tree oil to keep insects at bay.

Bathroom Facilities

Ensure clean and sanitary bathroom options are available for your guests. If necessary, rent luxury portable restrooms with amenities like music, granite countertops, and air conditioning or heating, depending on the season.

Lighting

Lighting is an important consideration for your outdoor wedding venue. Natural lighting is ideal, but as the sun sets, you may need to bring in additional lighting options. Consider renting generators to power lighting and any other electrical requirements.

Entertainment

Outdoor weddings provide ample space for entertainment. Lawn games like giant Jenga or beer pong can be a fun addition to your event. If children are attending, they will also have room to run around and enjoy the festivities.

Remember to communicate the outdoor setting to your guests via invitations and your wedding website, providing relevant details about the location and attire suggestions.

Planning for bugs and pests

Bugs and pests are an inevitable part of being outdoors, and they can be a nuisance during your wedding. However, with some careful planning, you can minimise their impact and ensure your big day goes smoothly. Here are some detailed tips to help you plan for bugs and pests at your outdoor wedding:

Choose the Right Time and Season

Timing your wedding to avoid peak insect activity is crucial. Summer is the peak of insect season, so consider hosting your wedding in the spring or fall when insect activity is lower. Dusk is the worst time for outdoor events as many insects are hunting for a meal, so an afternoon or late-morning wedding is ideal.

Select the Right Venue

When choosing a venue, visit it at the same time of year as your planned wedding date to get an idea of the bug presence. Avoid venues with standing water, floral and water features, which can attract insects. Opt for venues with well-maintained landscapes, neatly trimmed shrubs and trees, and no plant debris that could harbour insects. If you have a lawn, mow it to the lowest possible length to reduce insect hiding spots.

Treat the Venue

Get the venue grounds professionally treated for bugs a few days before the wedding. Natural treatments using essential oils like lemongrass, citronella, and cedarwood are preferable to pesticides, which can attract more bugs if not applied correctly. Citronella candles, torches, or incense can also be placed around the venue to help keep insects away.

Choose the Right Flowers

While certain flowers don't repel bugs, it's the oils of particular plants that can help. Fragrant flowers will attract bees and other insects, so opt for flowers like lavender, marigolds, and peppermint, which mosquitoes dislike.

Work with Your Caterer

Bugs are attracted to food, so work closely with your caterer to ensure food safety and pest control. Keep food covered and carefully monitored, and ensure trash cans are not located near the food. Setting up fans to circulate the air can also help keep bugs away from the buffet and your guests. If possible, have an indoor space for catering prep and food service to reduce pest issues.

Provide Bug Repellents for Guests

Offer guests bug spray or wipes upon their arrival, and consider providing fans as well. You can also incorporate insect-repelling items into your wedding décor by placing decorative baskets of bug spray along the aisle or on a table. If your wedding is on grass, provide plastic heel protectors to prevent shoes from sinking into the soil.

Catering considerations

When it comes to catering for an outdoor wedding, there are several factors to consider. Firstly, it is important to choose a catering team that has experience with outdoor weddings and is comfortable working in a catering tent. They should also be able to provide recommendations for catering rental needs such as kitchen equipment, plateware, glassware, and cutlery. If they can also manage the alcohol order and have a liquor license, that is a bonus.

The food choices for an outdoor wedding can be creative and inventive. Wood-fired pizza ovens, pig roasts, and food trucks are all fun options. Passed appetizers for the cocktail hour and plated meals for dinner can help avoid pests buzzing around buffet tables or family-style dishes. It is also important to ensure that the catering team has access to an interior space, even if it is just an enclosed tent, for food preparation and service.

To keep food hot and drinks cold, consider using oscillating fans, chafing fuel, and plenty of ice and coolers. If the wedding venue does not have indoor facilities or a kitchen, a generator will be necessary. This is an important initial question to ask the venue, and electrical companies can be hired to bring in generators and set up additional lighting if needed.

In terms of timing, it is best to avoid leaving food out in the sun for extended periods. Chilled foods, boozy ice pops, snow cones, and frothy cocktails are good options for outdoor weddings, especially during warmer months. For dessert, buttercream frosting may turn gooey and runny in the heat, so fondant or smooth icings are a better choice for wedding cakes.

Lastly, don't forget about the bugs! Citronella candles and natural repellants like lavender, mint, and thyme can help keep insects at bay.

Decorations and lighting

The natural scenery of your outdoor venue will be a beautiful backdrop for your wedding, and you can enhance it with thoughtful decorations and lighting.

Using the Natural Scenery

The natural scenery of your wedding venue is a feature in itself, so it's important to consider how you can incorporate it into your decorations. If you're getting married in a garden or a space with lots of greenery, you can add comfortable seating in the garden and use the greenery as a backdrop for photos. Hang decorations from tree branches or include clippings from wildflowers on your table settings.

Creating a Cozy Space

To make your outdoor space more inviting and comfortable, consider adding lounge furniture and lots of pillows. Using the natural scenery to your advantage, drape fabric from the ceiling of your tent to soften the space and create a cozy atmosphere. Hang pomanders from the frame's cross sections and add other details to welcome your guests and enhance the unique design of your wedding.

Lighting

Lighting is an important aspect of creating a magical atmosphere at your outdoor wedding. Consider hanging fairy lights or twinkly lights around tree trunks and branches. If you're using a tent, you can drape fabric with vibrant up-lighting from the ceiling to create a warm and intimate space. For a whimsical touch, you can also hang chandeliers or weave in bespoke bistro lighting.

Dance Floor and Aisle Runner

Don't forget to rent a dance floor and aisle runner for your outdoor wedding. These rentals will add a touch of elegance and ensure that your guests have a smooth surface for dancing and walking.

Signage

To ensure a seamless flow between different areas of your outdoor venue, such as the ceremony, cocktail hour, and reception spaces, consider adding signage to direct your guests. This will enhance the overall guest experience and make it easier for them to navigate the venue.

Weather Considerations

When planning your decorations and lighting, it's important to consider the impact of the weather. Ensure that all decorations are carefully secured to handle any unexpected gusts of wind. If you're worried about rain, provide umbrellas for your guests to keep them dry when moving between locations.

Additionally, think about the lighting at different times of the day. For example, you may want to plan for your photographers to take most of the photos during the golden hour for magical results. Ensure that your altar setup is in good, bright lighting, preferably with the sun facing you rather than behind you.

Bug Prevention

To keep bugs at bay, consider having your site sprayed by an exterminator a day or two before the wedding. You can also incorporate natural pesticides, such as sprigs of rosemary, lavender, mint, and thyme, into your decorations. Citronella candles or torches can also be placed in lanterns or torches to function as both pest control and lighting.

Backup plans for bad weather

Planning an outdoor wedding? It's always a good idea to have a backup plan in case of bad weather. Here are some tips to help you prepare for unexpected rain, wind, or chilly temperatures:

• Start planning early: When choosing a venue, ask the coordinator to walk you through their rain plan. Some venues may have an indoor option or a covered space, while others may require you to bring in a tent. It's important to know your options and be happy with both Plan A and Plan B.
• Consider an indoor-outdoor plan: If your venue has indoor options, you can still take advantage of clearer skies by holding the ceremony and cocktail hour outdoors and then moving dinner and dancing inside if needed.
• Put up a tent: A tent can provide coverage from the elements while still giving you the outdoor surroundings and views you desire. Check with your venue to see if tents are allowed and if there are any specific vendor requirements. Reserve the tent early, as they can be in high demand and costly.
• Set aside a bad-weather fund: Include potential costs for a tent or other weather-related expenses in your wedding budget, even if you're unsure if you'll need them. This will help you be prepared for any last-minute expenses.
• Notify your vendor team: Keep your vendors informed about any changes to your plans due to weather. Let them know as soon as possible if you decide to move forward with your backup plan so they can make the necessary arrangements.
• Weather-related giveaways: Embrace the rain by incorporating umbrellas, rain boots, and cozy throw blankets into your wedding. These can be creative additions to your event and make for unique photo opportunities.
• Be flexible: Mother Nature can be unpredictable, so be prepared to shift the timing of your ceremony or move forward with the event in light rain if your vendors are comfortable with it. Work closely with your vendors to navigate any last-minute changes.
• Get event insurance: Special event insurance for bad weather can protect you financially and cover various scenarios, from a drizzle during the reception to a full-on hail storm. It's a good idea to review the insurance company's data range and consider hiring an independent weather observer if needed.
• Have a second location: If your ceremony or reception venue doesn't have an indoor option, consider if there's another space you can use as a backup. This could be a generous friend's home, an upscale office space, or even a barn, adding a unique touch to your special day.
• Adjust your event diagram: Switching venues or moving indoors will require you to adjust your seating chart and layout. Using event planning software can make it easier to create and save multiple versions of your plans so you're prepared for any changes.
• Serve weather-appropriate drinks: Offer hot drinks like hot chocolate, tea, and spiked cider to keep your guests warm and cozy during cold weather.
• Weatherproof your attire: Work with your hair stylist and makeup artist to create looks that are rainproof. For the bride, consider adding a petticoat, using a sheet to shield your dress during photo sessions, and adding a bustle to protect the hem from the rain.
• Keep guests comfortable: If your venue allows, ask the valet to stand close to the entrance or under an awning to help guests stay dry when arriving. Provide extra tents, umbrellas, or ponchos, and ensure comfortable options are available for handicapped or disabled guests.
• Leave wiggle room in your timeline: If there are serious forecast changes, expect that it will take guests longer to drive and arrive at the venue. Adjust your timeline to account for potential delays.
• Assign someone to check for road closures: The National Weather Service offers real-time data on road safety and conditions. Assign someone to monitor this and alert guests if rerouting is necessary. Consider offering shuttle services or hiring extra valet to assist with guest transportation.

Remember, while you can't control the weather, you can control your response and have a backup plan in place to ensure your special day goes smoothly, no matter what Mother Nature throws your way!

Frequently asked questions