Creating A Magical Outdoor Wedding Venue: A Step-By-Step Guide

Planning an outdoor wedding can be a challenging but rewarding endeavour. There are many factors to consider, from the venue's natural scenery to the comfort of your guests. Whether you dream of a rustic spot in the woods, a small backyard gathering, or a grand, grassy lawn, here are some essential tips to help you create a memorable outdoor wedding venue.

First, be mindful of the weather and have a backup plan in case of rain or extreme conditions. Consider renting a tent and providing amenities like blankets, fans, or parasols to ensure your guests' comfort. Enhance the natural beauty of your venue with thoughtful decorations, such as fabric draped from the tent ceiling or colourful cushions. Make your guests feel at home by providing clear directions, comfortable lounge furniture, and intimate dining areas.

Additionally, pay attention to practical considerations such as catering, bug control, and restroom facilities. Choose a caterer with outdoor wedding experience, and ensure they have access to electricity, water, and a spacious covered area for food preparation. To keep bugs at bay, consider professional treatments, citronella candles, and bug wipes for your guests. Finally, invest in luxurious portable restrooms with thoughtful extras, ensuring there are enough facilities to minimise waiting times.

By following these tips and paying attention to the details, you'll be well on your way to creating a magical outdoor wedding venue that you and your guests will cherish.

Inform guests about attire and terrain

When it comes to hosting an outdoor wedding, it's important to ensure your guests are well-informed about the attire and terrain. Here are some instructive and focused tips to achieve just that:

Provide Clear Attire Guidelines:

• Use your wedding website as a platform to offer attire suggestions to your guests. For example, if your wedding is on grass, recommend footwear accordingly. You could suggest wedges, flats, or even heel stoppers to prevent sinking into the ground.
• Give guidance on dressing for the weather. If it's expected to be chilly, suggest bringing a sweater or wrap. Conversely, if it's going to be warm, recommend breathable fabrics and flowy outfits.
• Consider the terrain when suggesting footwear. If the ground is uneven or soft, advise guests to opt for comfortable shoes that will be easy to walk in. This will ensure your guests can navigate the outdoor space with ease.
• If you're expecting rain, include a light-hearted suggestion for guests to bring their wellies or raincoats!

Describe the Terrain in Detail:

• Be transparent about the outdoor setting on your invitations and website. Let your guests know if they'll be walking on grass, gravel, sand, or any other type of terrain. This will help them prepare accordingly.
• If there are multiple areas to your outdoor venue, such as a grassy hill for the ceremony and a gravel path to the reception, make sure to communicate this.
• Inform guests if there are any potential tripping hazards or uneven surfaces. This is especially important if you have older guests or guests with mobility issues attending.
• If your venue has both indoor and outdoor spaces, make sure to mention this. Guests may want to bring extra layers or different footwear depending on the areas they'll be in.
• If there are any significant changes in elevation, steps, or other unique features, be sure to mention these as well.

Remember, the more information you provide, the better prepared your guests will be. A well-informed guest will feel more comfortable and will be able to enjoy your special day to the fullest!

Prepare for bugs and other pests

Bugs and pests are an inevitable part of outdoor life, and they can be a nuisance at your wedding venue. Here are some tips to help you prepare for and minimise their impact:

First, it is essential to understand the bug situation at your chosen venue. Visit the site at the same time of year as your planned wedding to gauge the presence of insects. Ask the venue about their pest prevention methods, their spraying schedule, and the types of repellents they use. If necessary, they may be able to spray the area before your wedding to reduce the number of mosquitoes and other bugs.

You can also take your own measures to deter bugs. Mosquitoes, for example, are drawn to standing water, so ensure there are no puddles, birdbaths, or rain-filled trash can lids nearby. Keep the lawn clear of debris, as mosquitoes prefer cooler, shaded areas. Additionally, consider using natural essential oil treatments such as lemongrass, citronella, and cedarwood oil, rather than pesticides, to treat the area before the wedding.

On the day of the wedding, there are several things you can do to keep bugs at bay. Setting up fans to circulate the air is an effective way to keep insects from hovering over food and drinks. Ensure that food stations are covered, and consider providing drink covers for your guests. You can also incorporate bug-fighting blooms, such as mint, petunias, lavender, and chrysanthemums, into your floral arrangements. Offering bug spray or wipes to your guests upon their arrival is also a thoughtful touch.

Incorporating bug-repelling items into your decor is another way to discreetly address the issue. Citronella candles, for instance, can be placed in mason jars or clear vases, providing both pest control and atmospheric lighting.

Lastly, don't forget to communicate with your caterers. Ensure they have a plan to keep food covered and carefully monitored, and that trash cans are kept away from the food to prevent flies and other pests.

Choose a low-maintenance, eco-friendly space

Choosing a low-maintenance, eco-friendly space for your wedding venue is a great way to reduce your environmental impact and embrace sustainability. Here are some tips to help you select the perfect eco-friendly venue:

• Opt for an outdoor space: Being one with nature is a beautiful way to exchange your vows. Consider a lush forest, rolling hills, or a picturesque vineyard as your backdrop. Not only will you save on decorations, as Mother Nature will provide a stunning setting, but you'll also reduce your energy usage by harnessing the power of sunlight.
• Select a venue with sustainability in mind: Look for venues with LEED (Leadership in Energy and Environmental Design) certifications and Energy Star ratings. These certifications indicate that the venue prioritizes sustainability and energy efficiency.
• Choose a convenient location: Cut down on plane travel and car emissions by selecting a venue that is easily accessible for most of your guests. If you and your spouse are from the same town, consider getting married close by.
• Find a dual ceremony-reception site: Booking a venue that can accommodate both your ceremony and reception will reduce carbon emissions from guest and vendor transportation. This will also make the logistics of your wedding day smoother.
• Consider the time of year: Opt for a time of year with mild weather. This will reduce the need for additional heating or cooling, minimizing your energy usage.
• Keep it intimate: A smaller guest list means less environmental impact. Invite only those who you truly want to share your special day with, and consider keeping the number of guests to a minimum.
• Embrace the natural scenery: Choose a venue with existing natural beauty, such as a botanical garden or a venue with sweeping views. This will reduce the need for additional decorations, and you can let the natural surroundings speak for themselves.
• Prioritize local vendors: Using local vendors will reduce the carbon footprint associated with transportation. Ask your venue about their vendor rules and partner with like-minded vendors who share your sustainability goals.
• Provide eco-friendly amenities: Offer guests eco-friendly alternatives, such as biodegradable cutlery, recycled paper products, and sustainable decorations. You can also provide reusable water bottles instead of single-use plastic bottles.

Rent nice restrooms

Renting nice restrooms is an important aspect of planning an outdoor wedding. Here are some tips to ensure your guests have a pleasant experience:

Choose the Right Rental Bathroom

First, consider the venue and any guidelines or restrictions for the space. If there are no brick-and-mortar restrooms nearby, luxury portable restroom trailers can be a great option. These trailers offer a comfortable and elegant experience for your guests, with features such as flushing toilets, running water, ample lighting, and climate control. They can range in size and price, so be sure to plan accordingly.

Number of Restrooms

It is essential to have enough restrooms to accommodate your guest count. The general rule of thumb is to have one bathroom or stall for every 35 guests. For a wedding with 150-175 people, it is recommended to have three to four stalls for women and three stalls for men.

Placement and Accessibility

When placing your rented restrooms, ensure they are not in full view of the guests or near the dining area. Carefully select a location where they can be tucked away, such as behind a barn, an outbuilding, or nestled in a grove of trees. Make sure there is easy access to the restrooms, especially if you have guests with disabilities. Additionally, consider the proximity to water and power sources to ensure a smooth experience.

Enhancing the Experience

To make the restroom experience even more pleasant, there are several enhancements you can add. Consider hiring a restroom attendant to assist guests and maintain the cleanliness of the facilities. Stock the restrooms with luxurious soaps, fresh flowers, monogrammed towels, and candles to create a warm and inviting atmosphere. These little touches can make a significant difference in your guests' overall perception of the wedding.

Planning and Communication

Finally, don't leave restroom rental as an afterthought. It is crucial to plan and budget for this aspect early in the wedding planning process. Communicate with your wedding planner or event staff to ensure all the necessary arrangements are made. By prioritizing this often-overlooked detail, you can ensure your guests' comfort and create a memorable celebration.

Prepare for all weather

Outdoor weddings are incredibly popular, with 58% of couples choosing to hold their ceremony outside and 17% opting for an outdoor reception. However, with Mother Nature in control, it's crucial to prepare for all weather conditions to ensure your big day goes smoothly. Here are some detailed tips to ensure you're ready for whatever the weather throws at you:

Plan B

Having a solid backup plan is essential for any outdoor wedding. Whether it's putting up a tent or moving the celebration indoors, decide on a Plan B well in advance. You don't want to be scrambling for indoor accommodations at the last minute. Make sure your Plan B is something you're comfortable and happy with. Additionally, ensure your photographer has an alternative location in mind for portraits if the weather doesn't cooperate.

Accessories

Prepare for inclement weather by purchasing cute umbrellas, cosy stoles, or rain boots that match your wedding colour scheme. These accessories will not only keep you dry but also provide fun photo opportunities.

Guest Comfort

Keeping your guests comfortable should be a top priority. Provide items like pashminas and hot cocoa for chilly weather or fans and cold beverages for hot days. Umbrellas are also a thoughtful touch to shield your guests from rain or shine.

Alternative Routes

On your wedding website, provide guests with at least two different routes to the venue in case of road closures, which can occur due to bad weather. Communicate with your transportation company about allowing extra time if inclement weather is forecast.

Communicate with Guests

Inform your guests about the outdoor setting on your invitations and website so they can dress appropriately. Let them know about the type of terrain they'll be navigating, such as grass or gravel, to avoid uncomfortable footwear choices.

Weather-appropriate Attire

Consider how the weather will impact your wedding day outfit. For warmer months, opt for breathable fabrics, flowy styles, and backless designs. In contrast, for colder months, choose shawls, pantsuits, and thick fabrics to stay cosy. Discuss with your wedding stylist about staying comfortable and stylish.

Flexibility

Remember that flexibility is key. If the weather forecast doesn't align with your plans, be open to making adjustments. For example, if it's too hot for a noon ceremony, consider moving it to the morning when it's cooler.

Bug Protection

Don't forget to take measures to protect yourself and your guests from bugs. Get your venue grounds professionally treated a few days before the wedding, and place citronella candles around the area to deter insects. Choose flowers that mosquitoes dislike, such as lavender, marigolds, and peppermint, for your decor.

Restroom Rentals

Consider renting luxury portable restrooms, especially if there are no brick-and-mortar restrooms nearby or if you want to provide an upgraded experience. These can come with amenities like music, granite countertops, air conditioning, heaters, luxe soaps, fresh flowers, and monogrammed towels.

Natural Scenery

Use the natural scenery to your advantage. Incorporate the surrounding beauty into your decor and photo backdrops. However, ensure you don't block sweeping views with your setup.

Indoor/Outdoor Spaces

If possible, book both outdoor and indoor spaces for your wedding. That way, if the weather turns bad, you can move the party inside and still enjoy the benefits of being in a comfortable space with a view.

Weather-proof Photography

Ensure your photographer is equipped to handle any weather conditions and can capture stunning images regardless of the weather. Weather-proof cameras and experience shooting in various landscapes and conditions are crucial.

Embrace the Elements

Finally, remember that a little dirt or rain won't ruin your day. Embrace the adventure of an outdoor wedding and focus on the joy of marrying your partner. These memories will be cherished, and the photos will be magical, regardless of the weather.

Frequently asked questions