Nothing Beats a Day Spent Outside Celebrating a Wedding
If there is, one thing you should know is that event planners are never out of work. This is especially true if the company has a good reputation and offers high-quality services. One of the qualities of a well-organized event planning service is the employment of new techniques. The good news is that there are now various types of event planning services available. You can choose from indoor, outdoor, cooperate, and other options.
Many people prefer outdoor venues to other types of venues. It is because it is capable of meeting the requirements of a full-fledged event. As a result, outdoor is great for cooperate barbeques, weddings, parties, and a variety of other events. Outdoor events vary from indoor events in that they are more light filled. The services are held outside, so you will have a fresh, cool atmosphere in which to plan your celebration. Because you will be the one to select the ideal site for the event.
In this article, event planners affiliated with Sirwiss outline the steps necessary to pull off a successful outdoor wedding. Just keep reading.
What You Need to Do to Plan a Successful Outdoor Wedding
Honestly, there is nothing more prestigious, magnificent, or jaw-dropping than a wedding ceremony held outside during a perfect day. Whether you’ve always dreamed of having an outdoor wedding or you’ve been inspired by all the gorgeous outdoor “I do” inspiration that’s been floating around recently, it’s important to realize that creating the right atmosphere outside isn’t as simple as it is inside. The planning of an outdoor event involves numerous moving pieces, yet the potential outcomes are practically limitless. If you’re prepared to ride out the inevitable highs and lows of an unconventional wedding, we’re right there with you.
Here’s how to plan a beautiful outdoor wedding ceremony and reception, from the lighting to the food, with the help of our comprehensive wedding checklist.
Planning for Wet Weather at an Outdoor Wedding
Many engaged couples hope to tie the knot in a scenic outdoor location. Twenty-five percent of the couples in our poll ranked having the reception outdoors at least somewhat (if not entirely) as the most essential factor in determining which venue to contact. However, you should consider whether or not an outdoor wedding is the best option for you. Your wedding’s location and time of year are major factors. If you feel uneasy in the weather, chances are your guests will, too. But if you’re wondering how cold is too cold and how hot is too hot for an outdoor wedding, our advice is to avoid having the event then, when extreme weather is more likely to occur. You should move the ceremony inside if the forecast calls for more than an inch of snow, or if there is a significant probability of excessive humidity or temperatures.
And even if you think the weather will be nice on your wedding day, it’s smart to be prepared. Prepare contingency plans for each of the three parts of the wedding. In case of weather or other unforeseen circumstances, discuss contingency plans with your planner in advance. You should hire a tent as the day approaches, especially if you plan on spending the night outside. Tent rentals tend to sell out quickly, so don’t procrastinate if you need them.
Dressing for a Wedding Outside
The weather is an important factor to think about when deciding what to wear on your wedding day so that you can be as comfortable as possible. Breathable fabrics, flowy shirts or dresses, and backless numbers are all great options for weddings that take place during the warmer months. We recommend shawls, pantsuits, and heavy textiles for wedding guests attending in the winter. Consult with your wedding stylist on the most stylish methods to keep warm or cool.
Food, Drinks and Bugs
We recommend using oscillating fans to keep the bugs at bay, chafing fuel if the kitchen is outdoors, and enough ice and coolers to keep the drinks cold at your outdoor wedding reception. Hoste lays out the additional criteria that must be met when hiring a caterer from the outside. In most cases, the freshest food and most attentive service may be guaranteed if caterers are located within a reasonable distance of the dinner service. They need reliable sources of both power and water. In addition, they need a large, covered area to operate in, so that they and the visitors’ food are protected from the elements.
You’ll need a generator if your reception site doesn’t have access to running water or a kitchen. Inquiring about the availability of a generator at the location should come first. Some locations are specifically designed to host weddings, making them ideal for lighting and other electrical needs. But I’ve also done weddings where the couple simply hired some open land. In certain instances, having a professional electrical service bring in a generator and set up the electrical fixtures is a need.
More to Organizing an Outdoor Ceremony
Planning an outdoor wedding requires more attention to detail. Here are eight guidelines to follow to ensure the success of your event.
1. Think About Extras and Rent Them
Tents are functionally blank canvases, so you’ll probably need to add some finishing touches to complete the aesthetic of your outdoor wedding. The good news is that you may hire a wide variety of stylish furnishings, such as drapes and tiebacks, chandeliers, and couches, all of which will add a personal touch to your space. Wondering if an outdoor wedding need a dance floor or aisle runner? In a word, yeah. Depending on the facilities at your venue, you may also need such rentals. Prioritize the features that are most important to you and work to incorporate them into your design as much as possible without breaking the bank.
Always make sure you know the rental company’s return policy before making a purchase. Some businesses, for instance, charge fees if returned votive candles and glassware aren’t properly cleaned and packaged. Make a strategy with your wedding organizer or honor attendant to assign responsibilities and include this into the big day.
It’s also a good idea to book the venue for the wedding day and the following morning. (Find out if the venue has a per-hour rate or if there is a discount for booking multiple hours.) Your team or professionals will require more time to set up and dismantle down the venue due to the tent and rental setup, as well as the flowers and décor.
2. Tell Your Guests That You’re Having an Outdoor Wedding
Invitees will be better prepared for the weather and appropriate apparel if they are aware of the outside setting for the ceremony and reception. In addition to the weather, guests should be informed that the ceremony and reception will be held on a grassy hill, either on the website or by word of mouth. Will they have to use gravel as footing? Is it a beach setting? Tell people who might need to wear flats to your event what they can expect to see and do on your website. Tell them what they can expect when they get there.
4. Make Your Outdoor Celebration Inviting
If you’re planning an outdoor event and have already booked (and been busy with) a rustic wooded area, a modest backyard, or a large grassy lawn, consider adding lounge furniture and plenty of pillows to make your guests more at ease. Instead of using massive eight- or ten-person tables, arrange your dining area with smaller, four-person reception tables to create an intimate atmosphere.
As for the decoration, relax and enjoy yourself. Hang drapery from the tent’s ceiling to soften the overall effect or to create movable “rooms.” Hang pomanders from the frame’s angles and add additional decorative touches to make your wedding day more special. It stands to reason that the more stuff you bring into your tent, the cozier and warmer it will be. Brightly colored tablecloths, eye-catching lighting, and interesting trinkets create a one-of-a-kind atmosphere.
You shouldn’t presume your guests know their way around either. If the venue for both the ceremony and cocktail hour is also the reception hall, make sure the event flows smoothly from one area to the next. Guests will require signage to help them find their way to the reception and the bathrooms.
5. Rent Nice Restrooms for Your Outdoor Space
Although porta-potties aren’t required, they are an option worth considering if you don’t have access to permanent facilities at your event’s location. Depending on the season, you can discover luxury portable restrooms that have features like in-room music, granite countertops, and air conditioning or heating. Subtle touches such as high-end soaps, cut flowers, and personalized towels will go a long way. It is recommended to have one toilet or stall for every 35 people. It will allow guests to spend less time waiting and more time getting down on the dance floor.
Do not try to save money by taking shortcuts. Guests’ impressions of the day as a whole can be greatly influenced by the quality of the restroom they use. This is just one of many thoughtful touches that make guests feel welcome.
6. Take Advantage of the Natural Scenery
Don’t detract from the natural beauty of the setting; that’s likely a big reason why you’ve decided on an outdoor wedding or reception. Don’t obstruct the view if you have a wide vista. You paid for this space because of its stunning view, so don’t ruin it by building barriers. Don’t force it to fit the mold of something it isn’t.
Keep things as basic as possible. Perhaps you have chosen to set up in a garden or other outside location with plenty of trees and grass. Use elements from the surrounding environment as decoration. Make use of the yard as a photo backdrop by placing comfy chairs there. Branches from trees and wildflowers can be used as table centerpieces and other decorations.
7. Have Multiple Spaces to Entertain Your Guests
Couples planning an outdoor wedding should prioritize making accommodation for their guests by reserving both outdoor and indoor spaces. If you’re planning an outdoor wedding, keep in mind that the scenery will be less impressive once the sun goes down. To maximize the fun and avoid the elements, we recommend having the party indoors if one is available. What’s more, it’s always exciting to have guests explore new areas as the evening progresses. You should invest in good lighting for both safety and aesthetics if you can’t hold the event inside.
8. Catering for Dining Outside and Meals You Should Serve
It is crucial to hire a catering service that has experience working at outdoor weddings (without the conveniences of an indoor venue). Questions such, “How many outdoor weddings have you done?” are important to have in your back pocket. “Would you mind working in a tent that serves as a kitchen?” “Are you familiar with local vendors from which we could rent kitchenware, tableware, flatware, etc. for our catered event?” It’s a huge plus to join up with a group that possesses both a liquor license and the organizational skills to handle your booze supply.
The best aspect about being outside is that you can be quite creative with your fare. Looking for a wood-fired pizza oven? Do it! Consider a pig roast for a more tropical-themed party. We believe the same way! There are numerous entertainment possibilities for your day. To minimize pests flying around a buffet or hanging around family-style dishes, choose passing appetizers for cocktail hour and plated meals for dinner.
9. Book Your Venue Early
Because outdoor weddings have a shorter flight time (i.e. the warmer seasons), demand for the best sites will be strong. To prevent schedule difficulties and rivalry with other couples vying for these particular locations, book your venue as soon as possible or choose something in your own backyard.
10. Consider a Planner
There are numerous excellent reasons to hire a planner, but one of their biggest superpowers is ensuring that everything is in order (far in advance!) for an outdoor wedding. They’ll advise you on whether you should look for an established wedding site known for its rich outdoor appeal or a raw, unspoilt location with room for customized embellishments. When couples choose a venue where all event elements will be outdoors (i.e. ceremony, cocktails, dinner, and dance) and are not linked with a traditional one-stop-shop venue, it is likely that all infrastructure will need to be hauled in—from décor to lighting, catering to restrooms. In these planning circumstances, we advocate 14 to 18 months of lead time in our market.
Getting married outside can give a romantic, relaxed vibe to your special day, but it does not come without its problems. Even though an outdoor party may appear to be uncomplicated, it necessitates meticulous planning.