Planning An Outdoor Wedding: A Guide To Success

Planning an outdoor wedding can be a daunting task, but with the right preparation, it can be a beautiful and memorable experience. From finding the perfect venue to tackling pests and unpredictable weather, there's a lot to consider. It's important to prioritise the guest experience and find vendors with outdoor event experience, such as bands, DJs, floral designers, photographers, officiants, and catering companies. You'll also need to decide on rentals, such as dance floors, aisle runners, and decor, while keeping your budget in mind. With careful planning and attention to detail, you can create a magical outdoor wedding that runs smoothly and leaves lasting memories.

Planning for the weather

If you're worried about rain, it's a good idea to put a deposit down on a tent, so you have a backup plan to keep guests dry. You could also offer umbrellas to guests as they arrive.

If you're planning a winter wedding, you'll need to consider how to keep guests warm. You could offer blankets or shawls, or provide hot drinks like mulled wine or hot chocolate.

It's also important to plan for pests. Chat with your venue to make sure they do exterminating on the grounds, and offer small bottles of bug spray to guests as they arrive. You could also use citronella candles in your centrepieces or decor.

Choosing a venue

When choosing a venue for an outdoor wedding, there are several factors to consider. Firstly, think about the style and tone you want for your wedding. Do you want a romantic garden setting, rustic countryside charm, a glamorous ballroom, or a beachfront paradise? Identify your personal style as a couple and narrow down your options to settings that resonate with both of you.

Another important consideration is the logistics of the venue. Choose a location that is easily accessible for your guests and can accommodate your expected guest list. Outdoor venues tend to be more spacious and versatile than indoor locations, allowing guests to move around more freely and providing a more comfortable atmosphere. If you're planning a large wedding, an outdoor venue may be a better option as they can usually accommodate more guests.

Seasonal considerations are also crucial when choosing an outdoor venue. Consider the weather on your preferred date and plan accordingly. For example, if you're planning a summer wedding, choose a venue that offers shade or has gazebos or tents to protect guests from the sun. If you're worried about rain, put a deposit down on a tent to keep guests dry.

When selecting an outdoor venue, don't forget to consider the natural beauty and ambiance it can provide. An outdoor setting can offer a serene beach, a lush garden, or a majestic mountaintop as your backdrop. The natural landscape and any standing architecture can serve as décor, creating a magical and intimate atmosphere surrounded by nature, family, and friends.

Finally, chat with your venue about any potential issues, such as pests. Make sure they do exterminating on the grounds, and consider offering bug spray to your guests as well.

Picking vendors

It is important to have a clear understanding of what each vendor will need to operate successfully on the day. For example, do they require amps? Can they be on a shared circuit?

When it comes to rental design, there are many options available, such as textured curtains, tiebacks, chandeliers, and colourful cushions. You will also need to rent a dance floor and aisle runner for an outdoor wedding. Decide what elements are most important to you, and then figure out how to fit them into your budget. Remember to find out the return policy for each rental vendor, as there may be fines if directions aren't followed.

Other things to consider when planning an outdoor wedding include finding a spot at your venue that will be in the shade and planning for an evening wedding to avoid the peak sun. You may also want to offer small tubes of sunscreen and bug spray to your guests as they walk in.

Guest experience

When planning an outdoor wedding, the guest experience should be a top priority. Here are some ways to ensure your guests are comfortable and happy:

Firstly, consider the weather. If you're planning a summer wedding, opt for an evening ceremony to avoid the midday sun. Offer small tubes of sunscreen and bug spray to guests as they arrive, and use citronella candles in your decor to keep pests at bay. If there's a chance of rain, provide umbrellas or put a deposit down on a tent to keep your guests dry.

Secondly, pay attention to the details. Ensure your venue has shade and, if necessary, rent items such as textured curtains, tiebacks, and colourful cushions to create a comfortable and stylish space. You may also need to rent a dance floor and aisle runner, depending on your venue.

Thirdly, choose vendors with outdoor event experience. This includes bands or DJs, floral designers, photographers, officiants, and catering companies. Communicate with your vendors to understand their requirements and ensure they can operate successfully on the day.

Finally, plan for unexpected issues. Chat with your venue about pest control and be prepared for last-minute changes due to weather or other unforeseen circumstances. By anticipating potential problems, you can create a seamless guest experience and focus on enjoying your special day.

Budgeting for rentals

When it comes to budgeting for rentals, there are a few things to keep in mind. Firstly, decide what elements are most important to you and your partner. Do you want a dance floor? What about funky chandeliers or colourful cushions? These are all available to rent, but it's important to prioritise what you want and need, especially if you're on a budget.

Next, consider the practicalities. If you're planning an outdoor wedding, you'll need to think about the weather. Will you need a tent in case of rain? What about shade from the sun? These are all things you may need to rent, so be sure to factor them into your budget.

It's also a good idea to research vendors with experience in outdoor events. This way, you can understand what each vendor will need to operate successfully on the day. For example, will they require amps or a shared circuit? By understanding these requirements upfront, you can avoid any last-minute surprises and ensure a smooth and successful wedding day.

Finally, don't forget about the little details. Small things like return policies and fines can add up, so be sure to read the fine print when renting. For example, some companies may require that votives and glassware be cleaned and boxed before being returned. By being mindful of these details, you can avoid any unexpected costs and stay within your budget.

Frequently asked questions