TIPS FOR PLANNING A STELLAR OUTDOOR PARTY!
There is something so romantic about the idea of a casual outdoor wedding. You may envision the big day in a barn, in your parents back yard, at a farm, at a park: somewhere where the landscape sets the stage and takes the formality down a couple notches.
I have attended and planned many outdoor events that have gone extremely well, so this is definitely not a post designed to talk you out of the idea. This is a reminder that these idyllic spaces may have some pitfalls that you may overlook! Here is a list of things to remember when you are choosing the right outdoor space.
THREE MAIN POINTS TO CONSIDER:
ONE: KEEP YOUR GUESTS COMFORTABLE: The happier your guests are, the longer they will stay and thus, the better the party will be! It is such a bummer when guests start slowly straggling out way too early in the night and the party loses its momentum. These are some great ways to make sure your guests are comfortable and stay all night to help you celebrate!
Bathrooms - Please, no porta-potties! The only thing worse than going into a porta-potty, is having to go in there in your best clothes...when it's nice and hot outside. Most parks and outdoor public spaces have pit toilets. Pit toilets are fine; they are not luxurious, but they are usually much less smelly and claustrophobic than the PP option. If you find a beautiful outdoor space that requires the use of a porta-potty, for your guests' sake, please keep looking.
* Another hint: I have seen some really great makeshift powder rooms outside of a park bathroom. It sort of feels like a luxury to have a mirror and/or candles outside so the ladies and gentlemen can check their hair when they step away for a bathroom break.
Terrain - Whatever space you choose, be sure there is enough level ground to set up chairs and a "stage" for the ceremony, dinner tables and chairs and a dance floor. Also, be aware that rocky or uneven terrain will be difficult for people to walk on, especially if they are wearing heels. If you are sure you want to have your event in a place with uneven terrain, consider a more casual dress code so your guests will be more comfortable in the environment!
Bugs! Ugh! - Most outdoor parks don't have bug zappers handy, so you may be contending with pesky flying critters all through your event. Unfortunately, they just come with the territory once you get into the late spring and summer months. It can be a real pain if your outdoor space is next to water, where mosquitoes tend to congregate. Pre-spray the area with a potent bug spray thoroughly before guests arrive. Burn citronella candles and have bug spray available for guests to use. Some rental companies may rent bug zappers, too if you don't mind the romantic sound of bugs being fried.
Heating or Cooling - First thing to know: Rental companies rent industrial fans and outdoor heaters! This may be the only thing you need to keep your guests happy. However, do spend the extra money to provide fans or heaters. It will be money well spent. Also, providing hand fans for guests is a nice thing to do! I have seen some creative uses of the fan format, from wedding programs to a wedding party crossword puzzle. For the cooler months, having hand warmers or hot chocolate, coffee or tea for your guests is a nice touch. Some places may even allow a pit fire which is always a plus in the fall and winter.
Consider Older or Disabled Guests - All of the above listed concerns may be magnified when seen through the eyes of elderly guests. Make sure that there are appropriate places for them to walk and sit throughout the event and be sure that the event is handicapped accessible. If you have a couple older or disabled folks on your guest list, it would be a nice courtesy to inform them about the locale and help them determine what they might do to be more comfortable in that environment. (For instance, you might call and let Great Grandma Nellie know that the wedding is on a farm and suggest she might want to wear or bring some "sensible shoes" for walking around in the grass).
TWO: CONSIDER THE BACK-UP PLAN AND RESOURCES AT THE VENUE
Weather and Contingency Plan Feasibility - In most cases, you won't need a rain plan however, it's better to be prepared! As long as there is a shelter that will protect you, your guests and the food/gifts/important stuff from the weather, you should be fine. Think through the logistics of the ceremony, food, drinks, dance floor and reception just in case the weather forces you to move activities indoors. If the space you are considering doesn't have a shelter that is large enough for your group, renting a tent is a great option! A couple notes on tents: you will most likely have to plan on having the tent whether or not it rains, since the rental companies have to have adequate notice to reserve and set up the tent. Also, they can be somewhat costly - plan on something between $200 - $800 depending on how large and where you live.
Electrical Access, Dance Floor, PA system and Staging for the band - Just take a good look around the space and make sure there are at least a few electrical outlets that you can use for lights, amplifiers, fans, phone chargers, and other electrical needs throughout the set up and the event itself. See if there is a place that naturally lends itself to being a stage for the band, a central location by power for the DJ and a flat, smooth area that can be used as a dance floor
.
THREE: CONSIDER CATERER AND VENDOR NEEDS:
Running Water - This is almost a must. If not for the catering staff to rinse plates and clean up, consider your guests who need to wash their hands. Without running water, the rental company will charge you more to send the plates back without being rinsed. It is possible to use a hose or a well which many parks have available. Again, check out the territory and make sure you are at least aware of where the water sources are.
Kitchen for Caterers and Refrigeration - If your space does not have a kitchen or refrigeration, just make sure to communicate that to your caterer. Keep in mind that a limited kitchen often means a limited menu.
Services Available at Location -
Depending on how far or remote your space is from civilization, you may find that certain services are harder to get way out in the boonies. Your cell phones will likely not work if you are too far out. Also, many rental companies have a delivery area that they are limited to. They may also charge you more for travel time if you have a pretty remote location.
This list is not exhaustive, but it will surely prepare you for the most common issues that may arise. These are just some simple things to keep in mind while you are planning.
I hope after reading, you feel more encouraged and confident as you venture into the outdoors!
I would love to hear about any creative ways you have staged a wonderful outdoor party! Have you got any additional suggestions to pull off a seamless wedding out in nature? Tell me about it!
