Ranch Wedding Venue: Tips For A Magical Day

If you're looking to transform your ranch into a wedding venue, you're not alone. From California to Colorado, many couples are choosing to tie the knot in rustic, pastoral settings. With expansive spaces, natural beauty, and a relaxed ambiance, it's no wonder that ranches are becoming an increasingly popular choice for soon-to-be-wed couples.

But how do you go about making your ranch wedding-ready? First, you'll need to consider the logistics, like whether you'll need to bring in rentals (from plates to bathrooms) and how many guests your ranch can accommodate. You'll also want to think about guest accommodations, especially if your ranch is in a remote area.

Next, it's time to play up the ranch wedding vibe. Offer classic farmstead meals with farm-to-table options and local produce. Incorporate native flowers and succulents into centerpieces, and don't forget the little details that will make your guests feel extra cared for, like parasols for shade or pashminas for when the temperature drops.

Finally, don't forget to take advantage of the unique setting. Whether it's horseback riding, skeet shooting, or simply taking in the views, your ranch venue is sure to offer a memorable experience for you and your guests.

Choose a location that suits your wedding theme and vibe

When choosing a location for your wedding, it's important to consider the theme and vibe you want to create. If you're looking for a rustic, country-chic wedding, a ranch can be the perfect setting. Here are some things to keep in mind when choosing the location for your ranch wedding:

• Location and Scenery: Consider the natural scenery and surroundings of the ranch. Do you want rolling hills, mountain views, or lush vineyards as your backdrop? Think about the kind of atmosphere you want to create and choose a location that offers those visuals. For example, if you want a serene and secluded setting, look for ranches surrounded by nature and offering privacy. Alternatively, if you want a mix of scenery and activities, consider a ranch located near a town or city.
• Size and Capacity: Think about the size of your guest list and choose a ranch that can comfortably accommodate everyone. Some ranches offer multiple venues within their property, such as indoor and outdoor options, barns, meadows, or vineyards. Consider the number of guests you'll be inviting and choose a location that can cater to your needs.
• Activities and Amenities: Depending on the theme and vibe you want, look for ranches that offer activities and amenities that align with your vision. For example, if you want a relaxed and rustic atmosphere, consider a ranch with activities like horseback riding, fly-fishing, or archery. If you're looking for more luxurious accommodations, seek out ranches with spa services, swimming pools, or gourmet dining options.
• Season and Weather: Keep in mind the season and typical weather conditions when choosing your location. If you're planning an outdoor wedding, make sure the ranch offers suitable options in case of unexpected weather changes. Consider the time of year and how it will impact the surroundings, such as blooming flowers in spring or colourful foliage in autumn.
• Accessibility and Accommodations: Think about the accessibility of the ranch for you and your guests. Consider the distance guests may need to travel and the availability of nearby accommodations. If the ranch is in a remote area, you may need to provide additional transportation or lodging options for your guests.

By considering these factors, you can choose a ranch location that perfectly suits your wedding theme and vibe, creating a memorable and unique experience for you and your guests.

Plan your budget and factor in extra costs for things like vintage plates and bathrooms

Planning a wedding on a ranch can be a magical experience, but it's important to keep a close eye on your budget and be prepared for any extra costs that might crop up. Working ranches are incredibly charming, but they often require additional investments to be equipped for big events.

First, decide on your budget and try to put aside around 5% of your overall budget for unforeseen costs. It's also a good idea to pad your budget with some extra funds for hidden costs like shipping and staffing.

Now, consider the possibility that you may need to bring in everything from vintage plates to bathrooms. If your ranch doesn't have the infrastructure to accommodate lots of guests, you may need to rent portable bathrooms, for example. Think about the kind of plates and cutlery you want to use, and whether you'll need to rent or buy those.

Additionally, consider the costs of decorations, a wedding arch, tables, chairs, and place settings. If you're planning to have a dance floor, that will be another cost to consider, along with lighting and a sound system.

Don't forget to factor in the costs of catering and beverages as well. Will you be offering a full buffet, appetizers, and a signature drink? These are all important considerations that will impact your budget.

Finally, remember that the location of your ranch may impact certain costs. If your ranch is in a remote area, for instance, you may need to think about transportation and accommodation costs for your guests.

By carefully planning your budget and considering these potential extra costs, you can ensure that your ranch wedding is not only beautiful but also financially feasible.

Plan guest accommodation in advance to make their stay stylish and comfortable

Planning guest accommodation in advance is essential to ensure your guests' comfort and enjoyment during your wedding. Here are some tips to make their stay stylish and comfortable:

Choose a Convenient Location

Select a location that is easily accessible for your guests, preferably within walking distance or a short drive from your ranch. This will reduce travel time and costs for your guests. If the nearest hotels are far away, consider arranging transportation to and from your wedding venue.

Block Book Hotel Rooms

Contact hotels near your ranch and ask about block booking rooms for your guests. This involves reserving a group of rooms at a discounted rate. Try to book at least two hotels at different price points to cater to different budgets. It is also beneficial to enquire about any additional perks, such as complimentary breakfast or late checkout.

Communicate with Your Guests

Keep your guests informed about the accommodation options and rates. Create a wedding website or include accommodation details in your invitations. Provide a range of options, including hotels, resorts, Airbnbs, and other group properties. Also, consider any special needs, such as guests with children or those requiring wheelchair accessibility.

Reserve Rooms for Your Bridal Party

If you expect your bridal party to stay overnight before the wedding, it is considerate to cover their accommodation costs. This is especially important if they don't have the option to choose a more affordable alternative.

Enhance Their Stay with Special Touches

Add interesting touches to your guests' rooms to make their stay more memorable. For example, you could provide monogrammed pillowcases, welcome bags with local treats and essentials, or even a mini hangover kit for the morning after. These extra touches will delight your guests and make them feel appreciated.

Plan Pre-Wedding Activities

Organise some light and fun pre-wedding activities to help your guests relax and bond. A welcome party, such as cocktails by the pool, is a great way to greet your guests. You could also plan an adventurous activity, like horseback riding or a sunset cruise, to showcase the local area.

By following these suggestions, you can ensure that your guests have a stylish and comfortable stay while celebrating your special day.

Prepare for all weather conditions and keep guests cool and hydrated

Preparing for all weather conditions is essential for any outdoor wedding, especially at a ranch venue. Here are some detailed tips to ensure your guests are cool and hydrated, no matter the conditions:

Before the Wedding

When planning a ranch wedding, it's crucial to consider the weather and choose appropriate attire. For example, a heavy ball gown might be uncomfortable in warm weather, and a full tux could be too hot for the groom. Consider the forecast when selecting your outfit and those of your bridal party. Additionally, think about the practicality of your attire—a long, flowing veil might not be the best choice on a windy day, and high heels could be unstable on uneven terrain.

During the Ceremony

To keep your guests cool and comfortable during the ceremony, provide parasols for shade and offer refreshments. Pitchers or beverage dispensers filled with refreshing drinks like lavender-infused lemonade and sweet tea are excellent choices. For a vintage touch, fill galvanized buckets with bottled water and soda. Don't forget to include ice to ensure the drinks stay chilled.

During the Cocktail Hour and Reception

As the day turns to evening, the temperature might drop. Offer pashminas or light shawls to guests to ensure they stay warm, especially if they're moving between indoor and outdoor spaces.

For the cocktail hour and reception, continue to prioritize hydration by offering local wines and craft beers. You could even create a signature cocktail using local ingredients like honey and Southern whiskey.

Other Considerations

• Weather Contingency Plan: Have a backup plan in case of unexpected weather. This could include a tent for sudden rain or an indoor space if there's a heatwave.
• Bug Spray: If your ranch venue is in a rural area, provide bug spray to protect guests from mosquitoes or other insects.
• Air-Conditioning: If the weather is hot, ensure any indoor spaces have air-conditioning to provide relief from the heat.
• Lighting: If your venue is in a remote area with limited lighting, provide additional lighting for guest safety, especially if it might be foggy.
• Transportation: Consider providing shuttle services to and from the venue to ensure safe transportation, especially if there's low visibility due to fog.
• Décor: Use heavier centrepieces and secure all outdoor decorations if there's a breeze. Avoid lightweight décor that could blow away.
• Guest Comfort: Offer custom sunglasses or stylish fans as wedding favours to help guests stay cool and comfortable.

By following these suggestions, you'll be well-prepared to handle various weather conditions, ensuring your guests remain cool and hydrated throughout your special day.

Offer local cuisine, like farm-to-table options and local wine and beer

Offer Local Cuisine, Like Farm-to-Table Options, and Local Wine and Beer

When it comes to food and drinks for your ranch wedding, it's a great idea to showcase the local cuisine and produce. This adds a unique touch to your special day and creates a memorable experience for your guests. Here are some tips and ideas to help you plan a menu that celebrates the local flavors:

Farm-to-Table Delights

Offer your guests a true ranch experience by serving delicious farm-to-table meals. Source local ingredients and work with caterers or chefs who specialize in this style of cuisine. For example, you could have a caterer like Park Avenue Catering, which offers locally sourced and seasonally focused menus, celebrating the best that wine country has to offer.

For the main course, consider a classic ranch meal like steak from a nearby cattle farm, paired with locally grown, in-season vegetables. If you want to add a casual twist, you could set up a mini-taco bar or a nacho-and-queso station.

Local Wine and Beer

Incorporate local wine and beer into your cocktail hour and reception to add a regional touch to the celebration. Offer a variety of options, from local craft beers to wines produced in nearby vineyards. You can even create a signature drink that showcases local ingredients, such as a cocktail made with local honey and Southern whiskey, as suggested by Todd Fiscus, owner, and creative director of Todd Events.

Desserts and Seasonal Treats

For a sweet ending to the meal, incorporate local honey and in-season fruits from nearby farms into your desserts. If your wedding takes place during the colder months, set up a s'mores station, complete with blankets and a banjo for a rustic chic after-party.

If your wedding is during the summer, avoid cakes with egg-based fillings that may spoil in the heat. Keep your cake cool and out of direct sunlight, especially if you opt for buttercream frosting. You can also offer seasonal treats like local ice cream or sorbet to your guests.

Catering Options

When choosing a caterer, look for those who specialize in farm-to-table cuisine and have experience with weddings. They can guide you in creating a menu that showcases the best local ingredients and suits your wedding theme. Consider caterers like Preferred Sonoma Caterers, whose owner and chef, Amber Balshaw, sources ingredients from local farmers and creates innovative dishes.

For a more intimate and personalized experience, you could also look into private chefs who offer catering services, such as Chef Adair or Chef Sarah Chianese, who creates unique and memorable boutique wedding experiences.

Sample Menu Ideas

• Appetizers: Truffle Fries, Ahi Tuna Cones, BBQ Bao Buns
• Main Course: Grilled steak, local vegetable salad, and roasted potatoes
• Dessert: Fresh fruit tarts with local berries, honey-glazed doughnuts, or s'mores

Frequently asked questions