Outdoor weddings have always had my heart. There’s something so enchanting about a twinkling backyard celebration or a cliffside ceremony overlooking the lake – but however effortless it may seem, planning an outdoor event can be fraught with challenges.  It requires a ton of work, research and logistical expertise (to name a few).  Thanks to covid, al fresco celebrations are on the rise, so I put together my top 10 tips on how to plan an intimate outdoor wedding.

Photo: Kayla Yestal

Tip 1: The Devil is in the Details

It’s true what they say – the devil is in the details. And there are a LOT of details when it comes to an outdoor event.  At the beginning stages of your planning, do a walk through of your site and take note of everything you need to keep in mind from the perspective of your guests and vendors.  It may even be helpful to have key vendors such as your caterer and tent specialist join you for the walkthrough.  Some questions to consider: Where can vendors load-in from? Is there enough room for trucks to maneuver?  Is there a clear pathway for load-in? How much space does the caterer need for setup? Where can guests park? Where will guests enter from and what path will they take? Is the ground level enough for chairs, tables, and a dance floor? 

As with any outdoor wedding, you’ll also need a large amount of rentals. So be sure to put together a rentals checklist that covers everything from tables to chairs, linens, decor, place settings, food prep/storage equipment and so on. 

Tip 2: Have A Backup Plan 

With open air outdoor weddings, it is essential to have a plan B in case of inclement weather or to provide shelter from the rain or sun.  When planning your decor elements, make sure to keep the backup plan in mind so it can be just as beautiful as plan A. 

If your venue has an indoor alternative that can accommodate your guest count, this would be a fantastic backup plan.  If the party has to remain outdoors, make sure to source a tent (with optional sidewalls) ahead of time in case you need it. You will also need to consider renting propane heaters to keep guests warm or fans/portable air conditioning units if it’s a hot day.  The good news is tents come in all different shapes, sizes and materials to suit whatever look you want.  If your backup plan involves moving everything indoors, make sure to decide what time on the day everything will have to move.  If you are going ahead with a tent, make sure to notify your vendors ahead of time to ensure a smooth execution. You may also need to plan for additional setup and teardown days to account for the extra time it will take to install and teardown the site. 

Tip 3: Permits + Neighbours

Don’t forget to look into what permits are required if you’re hosting a large party at your home.  Make sure to do this as early in the process as possible so you are clear on how it will impact your wedding in regards to noise restrictions, fire codes, health department regulations, end time, street parking, and so on.  

Two months prior to the wedding, let your neighbours know of your plans. You can do this in the form of a letter or email and provide them with as many details as possible – such as your event timing and parking details – so they can plan accordingly.  

Tip 4: Notify Your Guests

It’s important to communicate to your guests that your wedding will be taking place outdoors.  Make sure to include a note on your invites and website so they know what to expect and can plan their wardrobe accordingly.

Tip 5: Keep Your Guests Comfortable

No matter the season, your guests’ comfort should always be top of mind.  For hot, sunny days, make sure to keep them cool and hydrated with welcome beverages, infused water stations, fans, parasols and adequate shade.  In case of rainy weather, umbrellas are essential.  To keep those pesky bugs at bay, be sure to purchase a supply of bug spray and citronella candles.  If the wedding is taking place in the fall or winter, plan to have blankets and heaters on hand and perhaps a hot chocolate or apple cider station to keep your guests warm.  Masks and sanitizing stations are also a must-have these days, so make sure to plan for this as well.

Tip 6: Throw Caution to the Wind

Besides rain, the other element you have to consider is wind when planning your decor. If you’re envisioning an arch with loose florals and flowy fabrics or top-heavy blooms in a tall, narrow vase, it’s likely that these won’t stay put if the wind picks up.  The best route would be to plan for low, structured floral arrangements that are less likely to blow over.  Stationery items such as your welcome sign, seating chart, place cards, and menus all need to be considered when factoring in the wind.  Perhaps you can create the welcome sign and seating chart out of a heavier material, have it displayed on a weighted stand or mounted on a wall.  Menus can be displayed in frames.  Smaller paper goods like place cards will need to be secured either by being tucked into a napkin, using double sided adhesive, or being anchored down by a weighted object such as a favour.

Tip 7: Power & Light

Nearly all aspects of your day will require power- from catering, to the sound system, washrooms and lighting.  To ensure you have enough to go around, you’ll need to ask your vendors what equipment they’ll be using and how much power they require. From there, connect with an electrician to determine what generators would be the best fit and they will also make sure all the proper inspections are done.  Depending on your lighting needs, you may also want to consider keeping a technician onsite to make sure everything stays in place – and lit! 

Tip 8: Restrooms

If you’re expecting more than 20 guests, you will need to provide additional restrooms.  These days there are options for luxury portable toilet trailers that include features such as granite countertops, lighting, air conditioning or heaters to offer guests a comfortable experience.  Go a step further by adding some florals and amenities baskets stocked with mints, perfume, bobby pins, q-tips and hand sanitizer.

Tip 9: Social Distancing

Love in the time of covid has meant that celebrations need to take into account social distancing rules so everyone can keep a safe distance.  For the ceremony, this means pre-assigning guests to their seats, which are grouped by bubble.  Make sure that each group of seats are 6 feet apart from one another as well.  For the reception, instead of long rectangular tables, opt for smaller rounds that seat 4-6 guests instead and have them spaced 6 feet apart.  Avoid family style dining or buffets and serve plated meals.  If food or drink stations are a must-have, have them set up with individual servings or pre-poured glasses to minimize contact. 

Tip 10: Clean Up

A detail often overlooked is how garbage and recycling will be handled during and after the wedding.  Oftentimes, your caterer may offer this as a service so be sure to ask ahead of time. Otherwise you will need to look into renting trash and recycling bins and appoint someone to keep an eye on them throughout the day to ensure they’re being emptied when needed.  You’ll also have to have a plan for their removal once the wedding is complete.

There you have it! As you can see, outdoor weddings require a lot of hard work and heavy lifting, but if you’re up to the task, the end result is ALWAYS worth it. Happy planning!