What to consider when having an outdoor wedding

Tent Rentals

1. Don’t rent a clear tent. While they are visually appealing, they are not practical. Unless you are getting married in the fall and the temperatures are below 75 degrees it will be like a greenhouse under the tent. Besides the issues with climate under the tent they are also more expensive than a solid white tent.

2. Use a pole tent. Pole tents are visually appealing both inside and outside of the tent. The swapping rooflines are more elegant as well. Besides the look pole tents will be more secure as well with the stakes along the outer perimeter.

3. Frame tents are more flexible. If you have a tight area, they are easier to maneuver in those areas. Areas like cement or bricks that don’t allow stakes to be pounded in are also a good fit for a frame tent. While they aren’t as visually appealing as a pole tent, they do serve a purpose when you need coverage in a difficult area. They will also be more costly than a pole tent as they are much more labor intensive than a pole tent.

4. Get a company that supplies tables, chairs and a dance floor as well. Having one vendor for all your needs will make the day much easier.

5. Get creative with center poles. Drape center poles or add floral arrangements. Most poles will be white or wooden when they install the tent.

6. Mark side poles. Most companies when installing the tent will add white caps to the tops of the stakes. It’s always a good idea to especially mark them as it gets dark at night so that guests don’t trip over them making their ventures to the restrooms.

Having the wedding at your home

7. Wait staff. When calculating all your counts remember to include them. You will have anywhere from 10-30 extra people to use the restroom and eat. Also think of all your other vendors that will be there the day of.

8. Where will the vendors be? Consider where the vendors will park and where they will be when they aren’t doing what they were hired to do.

9. Out of sight. Most vendors will require to have their own space such as bands or caterers on site. This will mean they need a smaller 10 x 10 or 10 x 20 tent. Make sure that these are placed away from the main tent and behind a solid tent wall.

Décor and lighting

10. Floral arrangements. Don’t let them sit out in the sun all day they will wilt. Keep them cool and under cover. Set them out as close to when guests will arrive as you can.

11. Adequate lighting. Make sure that throughout the evening that all areas are well lit. Use light to help direct guests at night. Make sure the paths to restrooms are well signed and lit for guests. Use string lights, lanterns, candles, and luminaries in creative ways.

12. Think of wind. Make sure that all signs and cards are well anchored down. Used weights or ties ribbon on things to avoid them blowing away. If it is a windy day, also consider putting more walls up during the evening to help block wind.

Outdoor ceremony

13. Shaded area. For the comfort of your guests and your fully dressed bridal party put the ceremony in the shade. Especially where people are sitting.

14. Stay well hydrated. If it is a hot day leave out some water and nonalcoholic beverages out for guests. Also depending on weather, you can use programs and turn them into fans for guests.

15. Women’s shoes. Let’s be real no matter how many times you say outdoor wedding you will still have ladies wearing those heels. It’s a nice idea to go to a store and buy some cute flip flops to set next to the dance floor.

The menu

16. Be realistic. Talk with your caterer to see what they are comfortable doing in the space provided and being outside. They will not have the kitchen area that they are used to. They will be outside in a tent prepping food so some things may be out of reach.

17. Warm weather. Think about the temperature outside. Try to stay away from cold items that will melt in the conditions outside. If you want ice cream at your reception think about having an ice cream truck come.

18. Air circulation. Whether you are having a buffet or stations think about having fans in those areas. This will help with the bug control in the area. Most tent companies have fans that are smaller and can attach to the tent side poles. These are more attractive than a large industrial fan. If you plan on having fans it is a good idea depending on the weather to have a fan every 20-40 ft.

19. Avoid large appetizer spreads. Things like cheese won't fare well in the hot heat and fruits will attract bugs. Bite size things people can grab or served appetizers form servers are a better option.

Unwanted critters

20. Ask a professional. There will be nothing worse than the day of your wedding and being swarmed with bugs. Have a professional look at the space and spray the lawn before setting up if needed. Make sure there is plenty of time between this and set up.

21. Away from water & woods. While the background of the lake or the woods is ideal in some situations it will also attract more bugs. Keep this in mind when picking a location for your event. The time of year your event is will also play into this.

Weather precautions

22. Have a plan B. The hope will be that you have a gorgeous day for your wedding however that may not be the case. Plan for the worse and have a back up plan everyone is aware of if the weather isn’t great. Having everyone involved prepared for this will take a lot of stress out of the day.

23. Rain plan. If it is going to rain consider consolidating all aspects of the wedding under one tent. Then guests won’t have to travel from tent to tent. If this is possible think about covering walkways with tents or setting out umbrellas for guests.

24. Sidewalls. Make sure that you have enough to fully enclose the tent to block wind and rain. Also talk to your rental company to figure out a way to secure the tent wall at the bottom so that it doesn’t fly up in the wind. If they don’t have stakes to secure move guests in away from the wall.

Items to keep on hand

· Rubber mallet- to post signs in the ground

· Bug spray in multiple locations

· Sun tan lotion

· 1st aid kit

· Flashlights

· Broom

· Garbage bags

· Paper towels

· Spray cleaner

· Table for restroom area with amenities

· Plastic rolls to drape things outside in case of rain