Hottest Tips for Planning an Outdoor Wedding
The vibrant florals, the refreshing summer or spring-themed cocktails, and the gorgeous weather make outdoor weddings highly desirable for many couples. Even better if you have a view of a vineyard, beach, or forest. Indoor weddings are equally as lovely but there is something special about celebrating your day of love surrounded by the beauty that is nature. However, every season comes with its struggles, but that doesn’t mean you shouldn’t pursue your preferred wedding season. In this blog, we’ll go over the hottest tips for planning a successful outdoor wedding.
BOOK YOUR VENUE EARLY
Since the seasonal time is limited, the weather is beautiful, and most couples want to have a summer wedding, venues get booked out early. There may be even more competition for venues that can accommodate an outdoor wedding. It is also good to check to see if you can have all that you desire at these locations. If you decide to rent land from someone that doesn’t have an all-inclusive package, then there is a possibility that you’ll need to book the catering and other vendor services at the same time. With all this in mind, booking earlier is better.
OUTDOOR CATERING
When looking for a catering team, it is important to hire a team that has experience setting up for an outdoor wedding. Ask them if they have done outdoor weddings before, if so, how many? Make sure that they have the proper equipment like heating/cooling, chairs, tables, and tents. If there is no access to electricity, inquire if they have their own power source that can last for the day.
Once you find a reputable outdoor catering service, think about the food you want and how it should be served. With food, you can of course get as creative as you want. However, choose food that is within the season, if possible, (saves money plus it’ll be fresher), and have fun with summer or spring themes. When you’ve mapped out the types of food you’d like to serve, it is important to keep in mind how the natural elements impact those foods. Consider choosing passed appetizers during cocktail hour and plated foods for dinner. I adore a sit-down dinner especially since food that sits around outside, as in a buffet style, spoils and can be a beacon for unwanted bugs and rodents. EW!
OUTDOOR DECORATIONS
One of the best perks about an outdoor wedding is the ability to use the natural landscape as décor. Many venues have lavish gardens, gorgeous trees, and seaside views, to name a few. All you need to add is the essentials like tables, chairs, lighting, etc. You can save money and keep it simple by being sparse with added décor. However, you can also play with the natural settings by adding unique décor like string lights, chandeliers, your favorite florals, drapery, tents, and hardwood flooring, taking it from an outdoor wedding to a whimsical wonderland.
BUG PROTECTION
With the lovable outdoors comes the less likable bug population. They exist outside, it’s true, but that does not mean they need to be an unbearable nuisance the entire day. There are steps you can take to ease the amount of these uninvited guests. Consider hiring an exterminator a few days before the wedding to spray the area. Keep trashcans away from tables and perhaps supply mini bug repellant bottles. To be extra diligent, place citronella candles at the entrances and exits. You can also have flowers like marigold, lavender, and peppermint placed around the social spots to deter the bugs. Beautiful decors and bug repellant, who knew?
PORTABLE POTTIES
Restroom breaks are inevitable but not every outdoor wedding venue provides them or has an indoor location nearby. In this situation, it’s best to provide portable potties. Your first thought is probably, absolutely not! Those are disgusting. That’s no longer the case though. You can rent luxury portable restroom trailers that come with hired bathroom attendants. I’ve seen portable bathrooms that make you feel like you’re in the restroom of a luxury hotel. It’s incredible. Many come with décor, but you can add your florals, candles, and lighting as well.
HOW TO PREPARE GUESTS AND KEEP THEM COMFORTABLE
Trust me, guests need to know that your wedding will be outside. I suggest letting them know on the invite itself so they can be prepared as soon as possible. Advise them to bring jackets, necessary accessories, hygiene products, or extra shoes. You can also have heaters placed in certain areas to be turned on as needed. If the wedding ground will be grass or sand, you (the host) could invest in heal stoppers to be handed out, so your lady guest’s stilettos are not sinking into the ground all night. Maybe even suggest a thicker heel.
INDOOR BACKUP PLAN
This may not always be possible depending on the location, but I suggest having an indoor backup plan just in case the weather surprises you. If there is a physical location at the venue, you’re at, perhaps check with the owners and see if your guests can transfer inside. If that’s not an option, I would rent a tent with sidewalls early on. It is an extra expense, whether you keep it or not (deposit loss), but it is better to be prepared than to have your guests get hit with rain or high winds with no protection.
ACCESS TO ELECTRICITY
Weddings need electricity. There are lights, DJs, speakers, amps, cooling/heating devices for food, and other miscellaneous items. Needless to say, it is a must-have. When you’re planning an outdoor wedding, that is one of the first details you need to inquire about. Check to see if the venue can provide it, and if not, you’ll need to rent a generator that can power everything all day or night. You can of course make little changes like choosing a day wedding to eliminate lights and opting for live music instead of a DJ, but there will always be something so plan accordingly.
WEDDING ATTIRE
This goes along with preparing your guests. The outdoor wedding and the weather will greatly influence the attire they choose. Perhaps it is spring, so there is still a chance that it will get chilly or it’s summer and it’ll be hot all day and night. Either way, they need to know if they should bring a jacket or consider more breathable clothing.
PARKING AND TRANSPORTATION OPTIONS
Sure, some guests will Uber or Lyft, but many will be driving to your location in their vehicles. There will need to be a dedicated space for both themselves and their cars to be safe. Parking outside of a designated parking area could be problematic. Nobody wants their car to get stuck or towed. Another detail to note is transportation. Let’s say that you can rent a parking area but the venue itself is too far away OR taxi services are not able to drop-off/pickup from that location. You will need to inquire about a shuttle service that can safely take your guests to and from that designated parking area.
HIRE A WEDDING PLANNER AND BOOK EXPERIENCED VENUES
When a wedding is outside, there is a good chance that everything you would make use of from an indoor venue will need to be transported to or modified for that outdoor venue. That is an incredibly long list and can be a lot to take on when you have never planned a wedding. Hiring a planner is an investment but it would ensure that your outdoor wedding is successful. Planners have experience in this, they know the best venues for outdoor events, and they are familiar with vendors that are willing to work outside. Hiring a planner will save you time and stress. If you’re unable to hire a wedding planner, I would investigate venues that have experience in planning weddings outside their venue.
HYDRATION AND SUN PROTECTION
Spring and summer are fantastic times to celebrate your wedding day, however, it can get hot. We all love a little sunshine but too much can drain you of life and maybe even leave a dreadful sunburn. If you’re planning an outdoor wedding during these times, make sure to have plenty of accessible water/drink stations, mini sunscreens, and ample amounts of shaded areas like tents or umbrellas.
PRIORITIZE ACCESSIBILITY
The venue may seem perfect but it’s not if it isn’t accessible to guests with mobility issues. Make sure your guests that have mobility issues have a safe and easy way to travel around your venue space in a way that doesn’t make them feel uncomfortable. That includes ramps, beach-friendly wheelchairs, accessible restrooms, and shuttles that can take them from the parking area to the venue if walking is difficult. A kind and inclusive wedding is always the goal.
BRING FIRST AID KITS
Accidents happen, big or small, even on the most romantic of days! If you’re in a remote area away from close hospitals, a first aid kit could save your life. Having access to antiseptics, band-aids, and gauze could hold you over until you’re able to get transported to a medical facility.
BE FIRE CONSCIOUS
Think about the damage that fire could cause if it left the venue area. Weddings have candles, lighting wrapped around trees in heat, fireworks, and sparklers. You can of course opt-out of flame-related items but if it is a must, just be responsible. Have fire extinguishers on location, and make sure the catering or food prep area is away from the brush.
PREPARE FOR WIND
Wind often feels more unpredictable than rain. Plan for it! Choose décor and table settings that are heavier and sturdier. This goes for canopies and tents as well. If you want to go the extra mile, visit the venue space on a windy day to make sure it won’t be overwhelming.
That’s a wrap on all our favorite tips and tricks for planning a perfect outdoor wedding. Here at Exclusive Planning and Management, we do our best to be as detailed as possible in our blogs, but we understand that each couple and wedding is individual and unique, so if there are any questions we didn’t answer, you can always give us a call! Also check out my Instagram page @sandynissou for the latest wedding tips, tricks, and trends!
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