Backyard Weddings: Can You Host 150 Guests?

Planning a wedding can be stressful, especially when you're trying to accommodate 150 people in your backyard. There are many things to consider, from permits and insurance to parking and bathrooms. It's important to start planning early and decide if a backyard wedding is feasible in terms of space. You'll need enough room for guests to park their cars, with a good rule of thumb being one parking space for every two guests. You'll also want to ensure that the ground is level for chairs, tables, and a dance floor.

Rentals will likely be one of your biggest costs, including a tent, tables, chairs, and possibly a generator. You'll need to plan for catering and alcohol services, as well as book other vendors such as a photographer, videographer, florist, and DJ. It's crucial to communicate your plans to all your vendors in advance so they're aware of any limitations and can help you create a smooth and enjoyable experience for you and your guests.

Backyard weddings offer a unique and intimate setting, allowing you to get creative with your decor and make the day truly yours. However, they also come with a lot of planning and considerations to ensure a successful event.

Catering and alcohol services

When it comes to alcohol, there are a few options to consider. One option is to make your wedding a bring-your-own-booze event, which can be a more affordable choice. However, this may not be the most appropriate option for a wedding. Another option is to contact a local bar and see if they can provide alcohol and bartending services. This can help ensure compliance with any permits and regulations related to serving alcohol. Alternatively, you can purchase and supply your own alcohol and hire a bartending service or ask a friend or family member to serve. If you choose the latter option, be sure to check the requirements for serving alcohol, including any necessary licenses or permits.

• Communicate the limitations of your space to your caterer, including any electrical or space constraints.
• Consider the number of guests and plan to have enough food and beverages to accommodate everyone.
• Think about the type of food service you want, such as a buffet or plated meal, and choose options that fit your theme and budget.
• Don't forget to include vendor meals in your catering package. On-site vendors like photographers, videographers, and DJs will need to be fed as well.
• If you're serving alcohol, be mindful of any health and safety guidelines, and consider providing non-alcoholic options as well.
• Plan for trash and recycling bins to manage waste throughout the event.
• If you're handling the food preparation yourself, create a menu that doesn't require a lot of heat and can be easily served and eaten, such as upscale finger foods.
• Don't forget to offer a variety of beverages, including water, soft drinks, and maybe even some signature cocktails!

Parking

• Contact local businesses: Reach out to businesses near the wedding venue and ask for permission to use their parking lot. Be sure to get approval in writing to avoid any last-minute surprises.
• Arrange shuttle services: Consider providing a shuttle service to transport guests between the wedding venue and the off-site parking location. This will ensure that your guests can get to and from the event safely and conveniently.
• Street parking: If there is ample street parking available near the venue, guests may be able to park on the street. Be sure to check local regulations and restrictions, such as time limits or permit requirements, to ensure that your guests don't get towed or ticketed.
• Valet parking: Offering valet parking can be a great way to maximise the available parking space and make it more efficient. Guests will appreciate the convenience of having their cars parked for them.
• Neighbourhood considerations: Be mindful of the impact on the surrounding neighbourhood. Notify your neighbours about your wedding plans, including the expected number of guests and where they will be parking. This will give them a heads-up and allow them to plan accordingly.
• Parking attendants: Consider hiring parking attendants to direct guests to available parking spaces and ensure smooth traffic flow. They can also help monitor the area to prevent any parking-related issues.
• Remote parking: If parking near the venue is limited, consider arranging remote parking at a nearby location, such as a school or church parking lot. Again, providing a shuttle service can help ensure your guests get to and from the wedding site easily.
• Permits: Check with your local authorities to see if any permits are required for parking or if there are any restrictions on street parking in the area. This will help you avoid any legal issues or fines.
• Plan ahead: Start planning for parking well in advance. Include parking information on your wedding invitations or wedding website to give guests a heads-up. This will help them prepare and reduce last-minute confusion.

Garbage disposal

Planning a wedding can be stressful, especially when it comes to the logistics of waste management. Here are some tips to help you navigate garbage disposal for your backyard wedding:

Choose the Right Garbage Cans or Trash Bins

Select garbage cans or trash bins that are functional and aesthetically pleasing. You can opt for metal or aluminium trash cans, which are more expensive but tend to look nicer. If you're looking for a more affordable option, consider purchasing or renting plastic trash bins. To enhance the appearance of the trash bins, you can decorate them with white fabric or paper that matches your wedding colours. You could also spray paint the bins to match your colour scheme.

Determine the Number of Garbage Cans Needed

For a backyard wedding with 150 people, it is essential to have enough garbage cans or trash bins to accommodate the waste generated by your guests. As a rule of thumb, plan to have at least one trash bin for every 20 guests. Spread the bins evenly throughout the venue to ensure guests don't have to walk too far to dispose of their waste.

Create a Garbage Disposal Plan

Designate specific areas for garbage disposal and ensure they are easily accessible to your guests. Communicate with your caterers to see if they can assist with emptying the bins throughout the event. Alternatively, consider hiring someone specifically to monitor the bins and ensure they don't become too full, causing an unpleasant sight or odour.

Encourage Recycling and Provide Clear Signage

Promote environmental sustainability by providing separate bins for recycling. Place clear and visible signage above the bins to guide your guests on how to sort their waste. This will help reduce landfill waste and contribute to a greener event.

Include Additional Waste Disposal Options

In addition to the garbage cans and recycling bins, provide small trash bags or containers at each table for guests to dispose of items such as napkins, food waste, or leftover favours. This will help to keep the main garbage bins from filling up too quickly and reduce the risk of littering.

Clean-Up and Waste Removal After the Event

Have a plan in place for cleaning up and removing the waste after the wedding. You can assign this task to a trusted friend or family member, or hire a clean-up crew to handle it efficiently. Ensure all garbage is properly bagged and disposed of responsibly, adhering to any local waste management guidelines.

Guest comfort

When it comes to guest comfort, there are several factors to consider for a backyard wedding with 150 people. Here are some essential tips to ensure your guests have a pleasant experience:

• Provide Additional Toilet Facilities: It is crucial to offer enough toilet facilities for your guests. For a guest list of 150 people, consider renting upscale portable toilet trailers that provide a comfortable experience with amenities such as lighting, mirrors, and sinks. You can even add a personal touch by including a small amenities kit with items like breath mints, hand sanitiser, and cotton balls.
• Create a Comfortable Temperature: Depending on the season, take measures to ensure your guests are comfortable temperature-wise. For example, provide blankets for chilly evenings or hand-held fans to help guests stay cool during hot weather.
• Offer Protection from the Elements: If your backyard wedding is exposed to the sun, consider providing shade for your guests. Set up a tent or utilise the shade of trees to ensure your guests have a pleasant experience. Additionally, provide sunglasses and umbrellas in case of rain.
• Address Insect Concerns: Insects can be a nuisance at outdoor events. Provide insect repellent for your guests, and incorporate citronella candles into your decor to help keep bugs at bay.
• Plan for Various Seating Preferences: Consider offering a variety of seating options to accommodate different guest preferences. For example, provide a mix of regular chairs and lounge seating, ensuring there is enough space for everyone.
• Offer Refreshments: Keep your guests refreshed by providing a variety of beverage options. Offer water, soft drinks, and perhaps a signature cocktail or two. For a fun twist, serve drinks in glassware rather than plastic cups to elevate the experience.
• Consider Special Needs: Be mindful of any guests with special needs or requirements. For example, ensure there is wheelchair access and accommodate any dietary restrictions.
• Provide a Relaxation Area: Create a designated area where guests can relax and unwind. This could be a quiet zone with comfortable seating, perhaps with soft music playing in the background.
• Keep the Little Ones Entertained: If children are invited, consider setting up a special area to keep them entertained. You can include games, activities, or even a small play area to ensure the little ones have a fun time.
• Inform Guests in Advance: Keep your guests informed about what to expect. Let them know about the backyard setting and any unique aspects of the wedding. This will help them prepare accordingly, especially if they need to bring specific items like insect repellent or sunglasses.

Lighting

Check Power Sources

Before you start planning your lighting, it's important to understand the power options available to you. Ask the venue about the number of circuits and amps you'll have access to, and whether there are any restrictions on lighting, such as a ban on open flames. This will help you determine what type of lighting you can use and how much you'll need.

Combine LED and Traditional Bulbs

LED lights are energy-efficient and easy to arrange, but they may not provide the warm, cozy feeling you want for your wedding. Consider combining LED lights with traditional bulbs to get the best of both worlds.

Highlight Architectural Details

Use lighting to draw attention to stunning architectural features or natural elements like trees or nearby buildings. You can use uplights to highlight a particular area or wash lights to create a softer, more intimate atmosphere.

Light the Surrounding Areas

Don't just focus on the area immediately around your tables and dance floor. Lighting the surrounding areas, such as nearby trees, buildings, or greenery, will expand the scope of your reception and make the space feel larger.

Create a Focal Point

Hang a chandelier over the dance floor or create a backdrop with hanging lights to create a focal point for your reception. This will add a touch of glamour and whimsy to your outdoor wedding.

Use Dim, Pocketed Lighting

Avoid overdoing the lighting. Smaller pockets of dimmer lighting can create a more intimate and romantic atmosphere. Consider hanging paper lanterns, elegant tabletop candelabras, or installing gallery-worthy installations of Edison bulbs.

String Lights

String lights are a popular choice for outdoor weddings, as they add a touch of magic and charm. You can drape them over trees, weave them between leaves and branches, or hang them from poles to create a tent-like structure.

Lanterns

Lanterns are another great option for backyard weddings. Hang them from trees, incorporate them into floral arrangements, or place them on tables to create a soft, intimate glow.

Fairy Lights

Fairy lights can be used to create a magical backdrop for your wedding. Hang them from the ceiling, wrap them around trees or poles, or use them to outline architectural features.

Chandeliers

For a touch of elegance and glamour, consider hanging chandeliers from trees or suspending them from redwoods or oak branches. You can also use architectural chandeliers along banquet tables to add light and ambiance.

Disco Balls and Neon Signs

For a fun and unique touch, include disco balls and neon signs in your lighting display. The mirrored tiles will reflect the light and create an interesting visual effect.

Candles

Romantic candlelight is a classic choice for wedding lighting. Use tall candelabras with white tapers and lots of greenery and florals for elegant centerpieces. Just be sure to check if open flames are allowed at your venue.

Lighting for Functionality

In addition to creating the right ambiance, don't forget that lighting is also crucial for functionality. Your guests will need adequate lighting to see each other, move around safely, and enjoy their meals.

When planning the lighting for your backyard wedding, consider working with a lighting professional or event designer who can help you create the perfect atmosphere for your special day.

Frequently asked questions