A Guide to an Outdoor Wedding

by Emma Ghormley

When you envision your perfect wedding day, you may be seeing you and your loved one standing in front of the beautiful blue sky, a breeze through your hair, surrounded by greenery or ocean waves and sunshine celebrating your vows. There is a certain romantic magic an outdoor wedding can bring to the ambiance of your special day. Whether you dream of a ceremony on a beach, saying vows on the lakeside, or throwing a party in a garden, you want to have an unforgettable experience for yourself and your guests. Although being outdoors provides a lot of natural backdrops and photo perfect moments, there is a lot of legwork that comes along with planning an outdoor wedding. We can’t control the elements when it comes to wind, rain, heat waves, or even bugs, but we can share all our tips and tricks on making your outdoor wedding dreams come true. Your top priorities for making an outdoor wedding a success are proper preparation, ensuring guest comforts, and choosing experienced vendors.

Preparation

The best advice we can give with every decision you make is to plan with intention. You need to think about the various elements that can arise or challenges that may come with keeping it outdoors, and be really intentional about how those are going to be resolved on the day of your wedding. Have a backup plan! Most importantly, have a back up plan you actually like! Don’t make a backup plan that you will be really disappointed in, because there is a real chance you will need to use it. So be sure the backup plan is something you will still be excited about.

1. Rent Tents

One backup plan idea is to have tents ready to go up. You want to consider renting those tents way ahead of time and having them on hand just in case, as oftentimes people will wait until they get a weather forecast, and in the event of rain, many rental places will be sold out. Rain or shine, you might want to have tents for a portion of your celebration such as cocktail hour or a meal.

2. Versatile Venues

Find a venue that fits your vision and can be flexible with their spaces. If they have both indoor and outdoor spaces, they can be ready to switch from outside at the last moment if needed. If your venue is in the city, take into consideration what other buildings are around it and think about other events that may be happening around the area like parades, city events, or trains that have loud horns. Your rooftop ceremony may have some unexpected background noise or something distracting from the moment. Speaking of noise, also confirm with the venue what noise restriction policies they have, especially if you want to party late into the night. Many outdoor venues have an earlier cutoff point for music than indoor facilities. You also want to ask the venue what their severe weather policies are and have a backup plan for you and your guests to keep everyone safe.

3. What to wear

When looking for a dress or tux, think about wind, bugs, and temperature. You don’t want to be fighting a long veil all day that’s whipping around in the wind. Also, bugs love tulle, whether your veil or your skirt, they will be attracted to any of it. If it’s going to be on the warmer side, consider lightweight materials for the groom/groomsmen like linens. And lighter materials for the bride and bridesmaids. If it’s going to be on the colder side, you don’t want to be shivering all day long. There are some creative ways you and your wedding party can dress in layers and still look elegant. Think about the length of your dress. Longer dresses can drag on the ground and cover the hem in dirt and mud. Even consider your shoes, as long spiky heels will sink into the ground. Take into consideration the material of shoes, leather is much easier to clean than fabric.

Guest Comforts

Although your wedding day is all about the bride and groom, you want your guests to enjoy the events with you! The small details in the comfort of your guests can really go a long way in helping them feel like they can enjoy the moment and be happy while celebrating your day. There is a lot to consider when planning a party for a large group of people, especially when facing unpredictable elements. Here are some details to take into consideration:

1. Guest attire

You will want to consider not only what the wedding party will be wearing but you will need to prepare your guests so they can be comfortable too. Let them know in the invitation or your wedding website to prepare for being outdoors. You may want to tell them if it is going to be sand or grass or whatever terrain so they can prepare their own footwear to be comfortable for the event.

2. Moving Around the Venue

If there are multiple locations that your guests will need to walk to and from, be sure there is clear signage on how and when to get there. You could provide umbrellas or fans for them to use throughout the day in case of rain or extreme heat. Also making sure they have access to plenty of water with hydrating stations and even sunscreen to keep everyone safe from the sun.

3. Accessibility

Sometimes outdoor plans involve a lot of moving around on grass, sand, or dirt paths. Consider how accessible your location will be to older people, children, or guests with disabilities like wheelchairs or walkers. Think about whether or not grandma will be able to climb the hill between the ceremony and the reception hall. This would also be a good question for your venue, they may have ways to accommodate your guests. Also think about ample parking and bathrooms for the comfort of yourself and your guests.

4. Night time Consideration

As the night gets dark, it may get cold and you might want to provide blankets or see if the venue has a firepit where guests can sit around to stay toasty and still enjoy the night. You also want to consider the lighting around the venue. If the reception is going into the night, you want there to be adequate lighting for your guests. If the venue doesn’t have ample lighting built in already, you may want to hire someone to install some lighting or have tents with lights once the sun goes down, but the party keeps going.

5. Consider the Sun

Pay attention to what kind of shade the venue has at certain times of the day. Remember, if you tour your venue in May and your wedding is in August, the sun will be different by then. Provide guests with fans if there’s a possibility of heat. Things can get buggy so think about providing bug spray or wipes for your guests to have on hand all day. Have candles that repel insects all around the area.  Especially think about the placement of your ceremony when it comes to shade or where you will be facing the sun. You may want to position your guests facing away from the sun so they aren’t squinting and uncomfortable while witnessing your special moment. A fun wedding favor could be some cute sunglasses to hand out for your guests to wear while enjoying the outdoor events.

6. Comfortable Seating

Think about the down time your guests will need throughout the day. You may want to add rental equipment to provide some comfortable seating around the outdoors. If there isn’t enough shade, you might want to add some umbrellas or tents with fans. You will want your guests to have places they can sit to eat, enjoy conversations, or take a break from dancing the night away.

Vendors

The vendors you choose can be a huge asset in ensuring your outdoor ceremony runs smoothly. Things like lighting, backup plans, and timelines have a much bigger impact when outdoors than indoors. Be sure they all have experience in the outdoors, have proper equipment, and all the information they need about what your venue can and cannot provide for them. Share all backup plans you have with your vendors, make sure they are solid and practical, and they will be able to pivot their plans as needed.

1. DJ / Audio

Find a DJ who has experience working in the outdoors and can ensure their equipment will amplify voices for an enjoyable outdoor experience. You do not want mediocre microphones and speakers during your ceremony. Wind can pick up and leave your guests unable to hear what is being said. If you are having a dance at your reception, you want people to be able to hear the music, so a DJ who has worked with managing acoustics outdoors is essential. The venue may be able to refer DJs that have worked with them in the past and know the lay of the land.

2. Caterers

Be sure you provide them with the proper power, running water, and prep space. They may need coolers or chaffing dishes to be able to keep the food fresh and enjoyable. Also for any meals served, you want to be considerate of the utensils and plates being used so they don’t blow away in the wind. Once again, the venue will have experience and possibly versatile spaces for caterers to have everything they need to function throughout the celebration.

3. Floral Design and Decorators

Ask your florist if they have experience with outdoor weddings, and what ways they will ensure the decorations will withstand the elements. Unexpected wind gusts can happen and you want all flowers and decor to be properly secured. Things like arches and hanging installations are things you might want to reconsider doing yourself and leaving up to people who have done it before and know the tips and secrets to keeping them in place outside.

4. Photographers

It takes a special set of skills to photograph all day long outdoors and work with lighting and other elements. Look over your photographer’s portfolio and be sure you vibe with their aesthetic, especially when it comes to outdoor photos. They can also give you advice on the best place and time for ideal photos. For example, if having beautiful candid photos of your vows is important to you, consider scheduling your ceremony during the golden hour which is 1-2 hours before the sun sets. With an experienced photographer, you can make a timeline that fits your desires for capturing the day.

There is so much to consider when planning for an outdoor wedding, but don’t let that scare you away from the perfect day of your dreams! Finding experienced planners, vendors, and a venue can ensure you have a team behind you that has experience in the details of running an outdoor wedding. At Revel and Flourish, we have a wide spectrum of experienced planners, florists, and designers who know how to plan and prepare, pivot and overcome the challenges that come with an outdoor wedding. If you are ready to start making those plans, reach out to us to make your dreams a reality!