Creating An Elegant Outdoor Wedding: Tips And Tricks

Planning an outdoor wedding can be a challenging but rewarding experience. The natural beauty of backyards, farms, tree-covered areas, and gardens provides a scenic backdrop for your wedding with minimal effort. Here are some tips to make your outdoor wedding classy:

- Choose the right location: Select a venue that offers a beautiful natural backdrop, such as a private estate, a beach, a winery, or your own backyard. Consider the scenery, accessibility, and any permits or regulations that may be required.

- Prepare for the weather: Always have a backup plan in case of unexpected weather changes. Invest in a tent to provide shelter from rain or sun. Consider providing parasols, standing umbrellas, blankets, heaters, or fans to ensure your guests' comfort.

- Lighting and ambiance: Enhance the atmosphere with charming string lights, lanterns, or chandeliers. Hang them from trees or tent poles to create a romantic and inviting space.

- Seating and comfort: Ensure comfortable seating for your guests, especially if the ceremony will last more than 10 minutes. Provide chairs or benches, and consider distributing plastic heel protectors to prevent shoes from sinking into the grass or soil.

- Bug and pest control: Take measures to deter insects and pests. Incorporate natural pesticides like rosemary, lavender, mint, and thyme, or opt for citronella torches or candles.

- Catering considerations: Keep food and drinks at optimal temperatures. Use oscillating fans, chafing fuel, and plenty of ice and coolers. Ensure your caterer has adequate access to electricity, water, and a spacious covered area for food preparation.

- Bathroom facilities: Provide additional toilet facilities if you expect more than 20 guests. Consider renting upscale portable toilet trailers with amenities like lighting, mirrors, and sinks.

- Decor and personal touches: Add creative and personal touches to your decor. Display family wedding photos, set up a DIY photo booth, or create a relaxing lounge area with cozy blankets and pillows.

- Entertainment: Keep your guests entertained with lawn games, a bonfire, or a DIY cocktail station. Provide a variety of music, games, or activities to suit different tastes.

- Inform your guests: Let your guests know about the outdoor setting on your invitations or wedding website. This will help them prepare accordingly and dress suitably for the environment.

Prepare for all weather conditions

Preparing for all weather conditions is a crucial aspect of hosting a classy outdoor wedding. Here are some detailed instructions to ensure you're ready for whatever the weather brings:

Have a Backup Plan:

It's essential to have a contingency plan in case of unexpected weather changes. Work with your planner to develop a comprehensive backup plan for various weather scenarios, including rain, high winds, extreme temperatures, or other unforeseen events.

Choose the Right Season:

Consider the time of year for your outdoor wedding carefully. Avoid extreme weather conditions and opt for milder seasons. If you're planning an outdoor wedding during the summer, be mindful of hot and humid conditions, especially for the comfort of your guests.

Rent a Tent:

Renting a tent is a practical solution to protect your guests from unexpected weather changes. Reserve a tent with sidewalls to provide shelter from rain or strong winds. Even if the forecast predicts fair weather, it's better to be prepared. You can always cancel the tent a few days before the wedding if it seems unnecessary.

Be Proactive with the Setup:

If the weather forecast predicts rain or windy conditions, take proactive measures. Contact your venue and tenting company to see if they can set up the tent a few days before the wedding. This will protect the ground from getting too soggy and ensure a more comfortable experience for your guests.

Communicate with Your Guests:

Keep your guests informed about the outdoor setting. Mention the outdoor format on your invitations or wedding website. This will help them prepare accordingly, especially with their attire and any accessories they may need. For instance, if your wedding is on grass, let your guests know so they can choose appropriate footwear.

Prepare for Extreme Weather:

If you're in an area prone to hurricanes, wildfires, tornados, or other extreme weather events, take extra precautions. Choose venues with strong infrastructure that can withstand severe weather, and stay updated with local weather forecasts. Consider selecting a wedding date outside of the typical extreme weather season for your region.

Manage High Temperatures:

If you're concerned about high temperatures, rent industrial fans and provide paper hand fans as party favors to keep your guests cool. You can also set up misting stations or offer chilled drinks and cold snacks to help guests beat the heat.

Combat the Cold:

For colder weather, provide heat sources such as heaters or fire pits to keep your guests warm. Offer cozy blankets, and consider providing stylish shawls or wraps that align with your wedding colours as gifts.

Bug Protection:

Take measures to protect your guests from bugs, especially mosquitoes. Opt for natural bug repellents like citronella candles, and choose flowers that mosquitoes dislike, such as lavender, marigolds, and peppermint. You can incorporate these flowers into your decor and personal florals.

Lighting:

Ensure you have ample lighting for your outdoor wedding, especially if the celebration continues into the evening. Hang string lights or lanterns in trees, or rent chandeliers to add elegance and illumination. Well-lit spaces also ensure safer navigation for your guests, especially if there are changes in elevation or uneven terrain.

Remember, being prepared for all weather conditions will ensure that you and your guests can fully enjoy your special day, regardless of what Mother Nature has in store!

Ensure your guests are comfortable

Ensuring your guests are comfortable is paramount to a successful outdoor wedding. Here are some tips to achieve that:

Weather Considerations

Be mindful of the weather and dress accordingly. For warmer months, opt for breathable fabrics, flowy dresses, and backless attire. In contrast, for colder months, shawls, pantsuits, and thick fabrics are more suitable. Communicate the expected weather conditions on your wedding website or by word of mouth to help guests prepare. Additionally, consider renting industrial fans or heaters to combat extreme temperatures.

Bug Prevention

Bugs can be a nuisance at outdoor weddings. To keep them at bay, have the venue sprayed by an exterminator a couple of days before the event. Citronella candles or torches are also effective bug deterrents and can be placed in lanterns or torches for a functional yet pretty touch. Incorporating natural pesticides like sprigs of rosemary, lavender, mint, or thyme into your decor is another creative way to ward off insects.

Lighting and Electricity

Lighting is essential for both aesthetics and safety, especially after sunset. Consider renting generators to accommodate the extra power needs for lighting, sound systems, and food prep equipment. String lights, lanterns, and candles can create a romantic ambiance, while marquees, chandeliers, and up-lighting add elegance to the space.

Additional Toilet Facilities

Providing additional toilet facilities is crucial for the comfort of your guests. For a guest list of more than 20 people, consider renting upscale portable toilet trailers, which offer a more comfortable experience with amenities like lighting, mirrors, and sinks. Don't forget to stock the bathrooms with extra touches like breath mints, Band-Aids, hand sanitizer, and cotton balls.

Seating and Dancing

Ensure that the ground is level and stable enough for chairs, tables, and a dance floor. If needed, lay a foundation or rent a dance floor to create a stable surface. Provide chairs or benches for your guests, especially for older individuals or those with limited mobility. A mix of lounge furniture, smaller reception tables, and comfortable seating areas will make your guests feel right at home.

Food and Drinks

To keep food hot and drinks cold, use oscillating fans, chafing fuel, and plenty of ice and coolers. If your wedding is during the warmer months, opt for refreshing foods like chilled seafood, boozy ice pops, snow cones, or ice cream. Avoid rich, heavy dishes and instead showcase refreshing produce like tomatoes and watermelon. For a unique touch, consider a wood-fired pizza oven or a pig roast.

By following these tips, you'll ensure that your guests remain comfortable and enjoy your outdoor wedding to the fullest!

Choose the right food and drink

Choosing the right food and drink for your outdoor wedding is essential to ensuring your guests have a great time. Here are some tips to help you select the perfect menu:

Choose the Right Caterer

It's important to select a caterer with experience in outdoor weddings. Ask them about their previous outdoor events and how they handled the challenges that come with catering outside. Ensure they are comfortable working in a catering tent and can advise on rental needs, such as kitchen equipment, plateware, glassware, and cutlery. It's also beneficial if they have a liquor license and can manage your alcohol order.

Opt for Passed Appetizers and Plated Meals

To avoid pests, consider opting for passed appetizers during the cocktail hour and plated meals for dinner instead of a buffet. Passed appetizers allow your guests to mingle and enjoy a variety of tasty treats without the worry of insects. Plated meals reduce the risk of pests hovering over dishes, ensuring your guests can enjoy their food without any unwanted visitors.

Consider the Weather and Season

The weather and season will play a significant role in your food and drink choices. For example, if you're having a summer wedding, you may want to choose lighter, refreshing options like fruit skewers or chilled shrimp. In contrast, a winter wedding might call for heartier fare such as steak and salad or fried chicken and gravy. Consider the temperature and how it will affect your guests' appetites and comfort.

Offer a Variety of Options

When selecting your menu, it's essential to offer a variety of options to cater to different dietary preferences and restrictions. Include vegetarian, vegan, and gluten-free choices to ensure all your guests can find something to enjoy. You may also want to consider offering a mix of hot and cold dishes, depending on the season.

Create a Stunning Presentation

The presentation of the food is just as important as the taste. Choose elegant finger foods that can be beautifully displayed and easily enjoyed by your guests. Consider unique serving platters, decorative garnishes, and other creative ways to showcase your selections. Bite-sized treats, such as mini pizzas, cucumber tea sandwiches, or bacon-wrapped shrimp, are perfect for outdoor weddings as they are easy to eat and can be presented in a variety of appealing ways.

Don't Forget the Drinks

In addition to food, it's crucial to offer a selection of beverages to keep your guests refreshed. Provide a variety of options, including water, soft drinks, and alcoholic beverages if desired. If you're having a summer wedding, consider offering signature cocktails or a fun non-alcoholic punch. For a winter wedding, hot chocolate or mulled wine could be a welcome treat. Ensure there are plenty of drinks available throughout the event to quench your guests' thirst.

Create a seamless guest experience

Creating a seamless guest experience is paramount to hosting a successful outdoor wedding. Here are some tips to ensure your guests are comfortable, informed, and entertained:

Communication is Key

Clear and timely communication is essential. Ensure your guests have all the necessary details about your outdoor wedding, from the initial save-the-date cards to the formal invitations and wedding website. Provide a brief overview of the location, date, venue addresses, ceremony times, dress code, dietary requirements, and RSVP instructions.

Keep Them Fed and Watered

One of the most important aspects of a memorable wedding is ensuring your guests are well-fed and hydrated throughout the event. Offer a variety of hors d'oeuvres and signature cocktails during the cocktail hour, and cater to various dietary needs with diverse menu options for dinner. Consider having dessert stations and late-night snacks to keep the energy high.

Comfort is Crucial

The comfort of your guests is of utmost importance, especially when hosting an outdoor wedding where the weather can be unpredictable. Provide amenities like fans or parasols for warm weather, and blankets and heaters for cooler temperatures. Ensure there are enough clean, accessible restrooms, and consider renting luxury portable toilets for an added touch of comfort.

Personalize the Experience

Add personalized touches to make your guests feel special and appreciated. Welcome bags with local goodies and personalized notes, customized favors, creative name tags, and personalized signage are all great ways to infuse your personality into the event.

Keep Them Entertained

Engage your guests with interactive elements such as photo booths, guest books with a twist (like a fingerprint tree), and lawn games. Surprise them with unexpected touches like a string quartet, a caricature artist, or a live wedding painter.

Seamless Coordination

Consider hiring a wedding planner or coordinator to ensure a seamless experience for both you and your guests. They can act as a go-to resource for any inquiries and help orchestrate the wedding day, allowing you to savor every moment.

By following these tips and paying close attention to your guests' needs, you can create a seamless and enjoyable experience for everyone attending your outdoor wedding.

Pick the perfect location

Picking the perfect location for your outdoor wedding is crucial to ensuring a classy and memorable event. Here are some tips to help you choose the ideal spot:

• Natural Scenery: Opt for a location with beautiful natural scenery, such as a garden, a tree-covered area, or a backyard with lush greenery. This will provide a scenic backdrop for your wedding and reduce the need for extensive decorations.
• Sentimental Value: Consider venues that hold sentimental value, such as a family member's backyard or a place that has special meaning to you and your partner. This adds a unique and intimate touch to your wedding.
• Size and Intimacy: If you prefer a more intimate wedding, choose a location that naturally accommodates a smaller guest list. A backyard wedding, for instance, lends itself to a cozier atmosphere.
• Accessibility and Permits: Ensure that your chosen location is easily accessible for your guests and has the necessary permits. Check with local authorities about any noise ordinances, fire codes, health regulations, and zoning restrictions.
• Weather Conditions: Consider the typical weather conditions during the season of your wedding. Opt for a location that offers shade during hot summer months and protection from wind or rain. If extreme weather is common, consider a venue with indoor options or rent a tent.
• Amenities and Rentals: Evaluate what amenities and rentals you'll need, such as tables, chairs, a dance floor, a generator, and portable restrooms. Ensure the location can accommodate these requirements, or budget accordingly for rentals.
• Convenience and Flow: Choose a location that allows for a smooth flow between different areas, such as the ceremony, cocktail hour, and reception. Ensure there is a natural path for guests to move around and consider providing signs for direction.
• Bug and Pest Control: Research the types of bugs and pests common in the area, and take steps to mitigate their presence. Consider hiring an exterminator a few days before the wedding and use natural pesticides or citronella candles to keep bugs at bay.
• Lighting and Electricity: If your location doesn't have electricity, you'll need to rent generators for lighting and catering needs. Consider the lighting for both daytime and evening, and enhance the ambiance with string lights or lanterns.

Frequently asked questions