Are You Ready For An Outdoor Wedding?

When you think about outdoor weddings, you might think about a day of fun and memories.  Guests and couples alike benefit from fresh air, increased capacity, and ease of access. Not to mention the freedom you have when it comes to floor planning and activating different spaces. No walls, no limitations!

But, let’s be honest. When you think about outdoor weddings, you might also think: risk.

Indoor venues often come pre-planned, with reliable processes, tons of amenities, and no question of rain or shine. Outdoor weddings need to be planned to ensure that there aren’t any surprises for your staff or attendees.

With these ten considerations, you’ll be ready to conquer risk and say hello to the great outdoors.

1. Professional Team of Vendors

Now is not the time to cut corners when it comes to building your vendor dream team. Book reputable vendors who have plenty of experience planning outdoor functions. Typically event flows for tents and outdoor weddings span 5 – 7 days with all the deliveries and installations, through to event execution and tear down.  You will also need to plan for a set up and tear down crew, and at a minimum you should hire a wedding planner to coordinate the details in the months leading up to your wedding.

2. Rentals and Sourcing

An outdoor event will require you to source and supply every utensil, glass, linen and chair. Try to maximize the number of rentals from only a few suppliers in order ease mileage and delivery costs. If you are using multiple suppliers, make sure you have friends and family available to help with pickups and returns.

Photo by Keila Marie Photo

3. Book Your Tent Early

Any couple planning an outdoor wedding should plan to have a tent. Remember, tents cannot be ordered at the last minute. Couples and Event Planners need to order them as early in advance as possible and they need to be set up and ready to go at least 24 hours before the wedding day so your onsite crew has time to set all the tables.

4. Have a back-up plan

Sounds basic enough but this fundamental is frequently ignored. If the ceremony will be outside, where will you redirect guests in case of rain? Be prepared to change your plan if conditions are changing quickly and have a communication plan in place with your vendors and wedding coordinator to help pivot the wedding plans if needed.

Photo By Maverick + Me Photography

5. Make inquiries about curfews and get permits

Depending on their proximity to residential areas, some outdoor locations may have curfews to limit the disruption to local residents. Be sure to find out about curfews and build a buffer in the timeline for your outdoor event. Also, ensure you research whether or not you will need to obtain a permit to host your event outdoors.

6. Keep an emergency kit handy

When planning outdoor events, this increases the number of things that could go wrong. So be sure to prepare for the unexpected. Pop into the dollar store and pick up extra sunscreen, insect repellent, After Bite, umbrellas, and rain ponchos. Remind guests to dress accordingly and bring a sweater or a change of shoes.  Keep an Epi-Pen handy in case someone gets stung by an insect.

Photo By Izabela Rachwal Photography

7. Power and Washrooms

Survey the number of outlets available at your outdoor wedding and consider all power needs before you book your site. If you need to use generators, they should be factored into the budget. Are there washrooms guests can use or do they have to be rented? If portable toilets or trailers need to be booked, can they be easily driven to the site?  Then consider extra washroom amenities, garbage bags and handwashing stations.

8. Water

Does your event site have drinkable water available? If not, what is the plan to get water to your event for guests, bar and catering? During the hot summer season and especially when serving alcohol, it’s important to provide sufficient hydration stations for attendees with lots of self-serve water dispensers and plenty of ice.

Photo By Charmaine Mallory Photography

9. Landscaping and Design

Think about the ‘flow’ of your outdoor event. Can you easily transition from ceremony to cocktails to reception? Can shuttle buses access the site easily and where can cars park? The surface area of your tent site is very important for anchoring the structure, so be sure to inform the tent company if the area is grassy or gravel. Also consider whether you will need to add flooring to your tent.

10. Accessibility

It is important to consider all of your attendees and their accessibility needs. Can the site you are selecting provide reasonable adjustments to ensure the event is safe and easy to navigate for all guests? Some ideas include ample parking close to the site and accessible and clear pathways since uneven or soft terrain like grassy fields can be challenging. Make sure you have quiet and covered areas with seating and privacy and well-trained staff who are wearing identifiable uniforms.

Photo By Ariana Tennyson Photography

Do you need help planning your 2025 outdoor wedding? Send us an email alli@allimae.com