Planning An Outdoor Wedding Reception: A Step-By-Step Guide

Planning an outdoor wedding reception can be a daunting task, but with the right preparation, it can be a dream come true. From babysitting services and transportation to lighting and weather contingencies, there's a lot to consider. The key to success is keeping your guests comfortable, so they can focus on celebrating your special day. This guide will take you through everything you need to know to plan an unforgettable outdoor wedding reception.

Contingency plans for bad weather

When planning an outdoor wedding reception, it's important to have a contingency plan for bad weather. Here are some detailed suggestions to ensure your special day goes smoothly:

Monitor the weather forecast in the lead-up to your wedding day and have a backup plan in place. If rain is forecast, consider renting a marquee or large tent to provide shelter for your guests. Put down a deposit in advance to secure this option. You could also offer umbrellas to guests as they arrive, and ensure you have a way to cover any food that's being served.

If you're expecting hot weather, provide plenty of bottled water to keep your guests hydrated. You might also like to provide handheld fans and parasols to help guests keep cool and protect them from the sun.

Bugs can be an issue at outdoor weddings, especially in the evening. Place citronella candles throughout the reception space and on cocktail tables to keep bugs at bay. You could also incorporate bug-repellent flowers, such as lavender, marigolds and peppermint, into your floral arrangements.

Finally, ensure you communicate any special instructions or dress code requirements to your guests in advance, so they can come prepared for the outdoor setting.

Videography and photography

When it comes to videography and photography, there are a few things to keep in mind when planning an outdoor wedding reception. First, allocate time in the schedule for capturing getting-ready moments, ceremony details, and reception highlights. Communicate any special requests or traditions you want to be captured on film, and provide the photography and videography team with a list of key family members and VIP guests. Consider hiring a second shooter or additional videographer to capture different angles and moments, and create a backup plan for outdoor photo locations in case of inclement weather.

It's also important to arrange for transportation for the photography and videography team between locations and plan for breaks and downtime for them to rest and recharge. If you're expecting hot weather, provide plenty of bottled water to keep the team hydrated and consider Japanese-style handheld fans or parasols to help them keep cool and protected from the sun.

Additionally, bugs can be an issue, particularly in the evening, so consider providing bug spray or incorporating bug-repellent varieties of flowers into your floral design, such as lavender, marigolds, and peppermint. Finally, monitor weather forecasts leading up to the wedding day and be prepared to adjust your photo and video plans if necessary.

Guest comfort

Planning an outdoor wedding reception can be a challenge, but with the right preparations, you can ensure your guests are comfortable and happy. Here are some key considerations to keep in mind:

Weather Contingency

Food and drink

If you're expecting cooler temperatures, consider providing hot drinks in personalised cups, along with coffee sleeves to keep your guests' hands comfortable. It's also a good idea to have a variety of cups for different beverages, such as chilled drinks and hot drinks.

Another weather-related consideration is rain. If you're having an outdoor reception, make sure to have a plan for covering the food in case of unexpected showers. You could put down a deposit on a tent beforehand, so you have a way to keep the food dry and your guests happy.

Don't forget about bugs! They can be a real issue at outdoor receptions, particularly in the evening. Place citronella candles throughout the cocktail tables and reception space to keep the bugs at bay. You could also incorporate bug-repellent flowers, such as lavender, marigolds, and peppermint, into your floral arrangements.

Finally, make sure to communicate any special instructions or dress code requirements to your guests ahead of time, so they know what to expect and can plan accordingly.

Lighting and ambiance

Planning an outdoor wedding reception requires careful consideration of lighting and ambiance to create a magical atmosphere for your guests. Here are some ideas to get you started:

Firstly, lighting plays a crucial role in setting the mood and creating a cosy atmosphere as the sun sets. Opt for soft, warm lighting to cast a romantic glow over your reception area. String lights are a popular choice for outdoor weddings, offering a delicate, whimsical touch. Drape them over trees, wrap them around pillars or hang them across the ceiling of a marquee for a starry effect. Lanterns are another lovely option, providing a soft, flickering light and a stylish decorative touch. Place them on tables, hang them from trees, or line the pathway to your reception area. For a unique twist, consider filling paper bags with tea lights and using them to line the aisle or pathway, creating a magical, sparkling effect.

In addition to lighting, consider other ways to enhance the ambiance. Candles are a wonderful way to add a touch of romance and elegance to your reception. Citronella candles, in particular, are a great choice for outdoor weddings as they help to keep bugs at bay while also providing a soft, flickering light. Place them on tables, use them to line pathways, or float them in bowls of water for a dreamy effect. If you're looking for something a little different, fairy lights can add a touch of whimsy and magic to your reception. Wrap them around trees, drape them over arches, or hang them from the ceiling to create a fairy-tale-like atmosphere.

To create a truly enchanting atmosphere, incorporate natural elements into your lighting and decor. Hang mason jars filled with fairy lights from tree branches, or place tea lights inside hollowed-out logs for a rustic, woodland-inspired touch. For a beach or coastal-themed wedding, fill glass lanterns with sand and seashells, or float candles in shallow bowls of water for a serene, ocean-inspired ambiance.

Finally, don't forget to consider the practical aspects of lighting. Ensure you have enough lighting to illuminate the entire reception area, including pathways and seating areas, to prevent tripping hazards and create a safe, comfortable environment for your guests. It's also a good idea to have a backup plan in case of unexpected weather conditions, such as renting a marquee or having umbrellas on hand to protect your lighting and decor from the rain.

Frequently asked questions