When I was getting married, I knew I wanted my wedding to feel like an outdoor wedding. But, as a seasoned event planner, I didn’t want to worry about weather (rain, high heat, super cold) for our late summer wedding in the Virginia countryside. I was fortunate enough to know better!
Instead, we opted for a wedding venue that allowed us to have our ceremony cocktail hour outside, but the main party would be inside. The venue had beautiful French doors that opened onto a patio so it felt like people could be outside without actually having to rely on the weather.
Photography Credit: Jenny Berliner Photography
As a wedding planner that works primarily in the Finger Lakes and Hudson Valley area of Upstate New York, the majority of my weddings have an outdoor element. Whether it’s a gorgeous tented outdoor wedding at a private residence overlooking Canandaigua Lake, or it’s only an outdoor ceremony with the main party at a venue’s existing tent, my couples (and I!!) love the look of tented and outdoor weddings.
But in my many years of planning and executing outdoor weddings and events, I know now more than ever that there is a lot to consider. So in today’s blog post, I’m going to give you the do’s and dont’s of tented and outdoor weddings. If you are considering an outdoor wedding, here are my 10 tips (or rather – need to know's) that you should consider!
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Keep Mother Nature in Mind
Nothing can ruin a wedding faster than inclement weather. Even the stress of inclement weather can leave the most level headed couples running for the hills. But proper planning can ease your stress and guest comfort. Have back-up plans in case it rains, there’s high heat (tents and umbrellas are great for providing shade), or snow if you’re planning for the colder months.
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Think About Guest Comfort
Make sure you prepare and inform your guests for the outdoor component, whether it’s recommending they wear wedges instead of stiletto heels because of the grass or to pack a wrap in case it gets chillier at night.
Also think about the restroom situation and whether guests will have to walk long distances. Some restroom trailers are not handicap accessible, so guests with mobility issues will have a harder time climbing up the stairs.
Speaking of mobility issues, some venues have locations that required significant walking in general. Think about the guests attending and whether you need to hire someone to drive a golf cart to help those guests.
Obsessed with keeping your wedding organized? Make sure to check out the Wedding Planning Templates Shop!
Photography Credit: Anomaly Photography & Design
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Outdoor Weddings are More Expensive, so be prepared to spend more.
While some may think hosting a home wedding will be less expensive than renting a venue, tented weddings are significantly more expensive. A basic tent for 100 guests starts at $1,500. That doesn’t include the rental of tables, chairs, linens, china, flatware, glassware, bars, a dance floor, lighting, restrooms, etc. These are things that a more traditional wedding would typically include. Although you don't have a venue rental fee, don't underestimate everything else you'll need.
Want to know more about budgeting for your wedding? Here are some of the biggest myths (and facts!)
Photography Credit: Anomaly Photography & Design
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Think about logistics
A lot of couples are excited to think about the pretty stuff when it comes to wedding planning: floral arrangements, table settings, wedding party attire, etc. As a wedding planner – that's a favorite for me too! However, you also need to consider how the day will flow, where people will get ready and get from one place to another.
You’ll also need to think about power, lighting, and where the catering kitchen will be set up (they’ll also likely need their own kitchen tent). Trust me, the decor is the fun part. But your guests will notice bad flow more than they will ever notice underwhelming decor (not that they will have to!).
Photography Credit: Anomaly Photography & Design
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Keep Your Vendors in the Loop
Make sure you keep your vendors aware of your plans as they evolve. The smallest detail can be very important and affect a vendor’s plans, whether they need to arrive earlier, provide special equipment, or something else.
I had a bride’s mom decide she wanted to surprise the couple with fireworks. But she almost didn’t tell me. Thankfully, she let it slip and I was able to tell the photographer so that she could make sure to bring the proper lens. Seriously: no details are too small!
Photography Credit: Jenny Berliner Photography
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Ask your venue’s rules about tented / outdoor weddings
Whether you’re having the tented or outdoor wedding at home or you’re renting a venue, there are special rules you may forget to ask. Don't assume anything. Can you stake into the ground? Are there noise restrictions or sound ordinances? When can vendors start setting up? This is important as some tents need to take multiple days to be built, requiring load-in to start at least 3 or 4 days prior to the wedding.
Want to know what else you should ask them? Here are the Top 20 Overlooked Questions to Ask Your Wedding Venue.
Photography Credit: Anomaly Photography & Design
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Hire a wedding planner
If this post didn’t already show you how complicated a tented outdoor wedding can be, I’m going to share with you a story about a wedding a few years ago. It was at the couple’s lake home. 3 days before the wedding, it rained 7 inches. The ground was basically flooded and muddy. The production trucks (carrying the tent, tables, chairs, and the $20,000 concert style stage with lighting and trusses) couldn’t drive to where we had originally planned because of the mud. On top of that, their restroom trailer got stuck.
I was on site 2 nights before the wedding until 11:00 pm at night trying to rescue the restroom trailer and overseeing construction trucks that were putting down swamp mats just so that the trucks could get a little closer to the drop-off location.
As you can imagine, the couple was so relieved they didn’t have to deal with anything. All the bride was doing was wrapping presents for her wedding party while she entertained some of the early guests. Trust me, if this is the only tip you follow, hire yourself a wedding planner. If you think I might be the right fit, check out my wedding planning packages here.
Photography Credit: Anomaly Photography & Design
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Consider Renting Flooring
In order to avoid guests’ heels getting stuck in the ground and shoes getting muddy, I strongly recommend considering getting flooring for your tent. While it can be expensive, it looks stunning and will really help prevent mud everywhere in case it rains. Plus, it is a lot easier for your guests to get on the dance floor!
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Be Flexible
At the end of the day, some things are just going to be out of your control. Whether it’s low inventory on a particular type of chair or linen or the outer bands of a hurricane raining before or during your ceremony, things are bound to happen. If something will absolutely ruin your day, make sure you either make a back-up plan for it THAT YOU LIKE or do something else. You may have to go to plan C or D or E. If none of those are viable options, then consider a different venue altogether.
First time planning a wedding? Check out my favorite tools and companies for wedding planning.
Photography Credit: Anomaly Photography & Design
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Remember lighting
Often, couples forget how dark it is outside where there isn’t lighting. Whether from lanterns, bistro lights, or something else, you need something. Don’t forget to have enough lighting both inside the tent, along walkways, and in the parking area.
Photography Credit: Anomaly Photography & Design
Planning an Outdoor Wedding
Tented and outdoor weddings are complicated events. When you’re building an entire venue from the ground up, you need to coordinate a lot of logistics and vendors. Sometimes up to 50 different vendors can be involved in a single wedding.
Save yourself a lot of the headache. Hire a wedding planner that will guide you throughout the whole process. Your wedding is a huge investment of your time and money, so it’s important that you’re able to enjoy it and avoid making costly mistakes.
If you think you're a good fit for me, let's talk! I have a few dates still open for 2022 and 2023 is booking fast! Happy planning!
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