1. Location:
It’s essential to find the perfect venue that fits your style, budget, and guest list count. Be sure to consider whether the venue is accessible for everyone on your guest list, as well as the availability of amenities such as bathrooms, parking spaces and electricity. Research potential venues thoroughly and make sure to check for any local regulations or restrictions which may affect your wedding.
2. Timeline:
Creating a timeline for your big day is essential to ensure that you stay on track and everything runs smoothly. Consider the time of year, time of day, and length of ceremony when creating a timeline as this will determine how much setup and breakdown time you will need to factor in. Additionally, consider how long each portion of the event should last and if there are any special activities or traditions you would like to include.
3. Wedding Party Size and Guests List:
It’s important to make sure that everyone who will be attending your outdoor wedding is accounted for when making the necessary arrangements. Create a comprehensive list of all wedding party members, guests, and vendors that need to be invited.
4. Number of Seats Needed:
After your guest list has been finalized, you can begin planning for seating arrangements. Determine the number and type of chairs or benches needed for your ceremony and reception, as well as any additional seating requirements such as high chairs for small children or wheelchairs for disabled individuals.
5. Reception Space Requirements:
For an outdoor wedding reception, you’ll need enough space to accommodate all of your wedding guests in a comfortable setting. Make sure to choose a venue that is large enough to hold everyone comfortably but not too large as this could lead to an empty feeling during the festivities. Also be sure to consider any additional space that you may need for a dance floor, bar area, or buffet table.
6. Catering Requirements:
When planning your outdoor wedding catering needs, make sure to consider factors such as venue size and the number of guests you will be inviting. Consider the type of food you would like to serve and if it is feasible to cater on-site. Make sure to factor in all necessary supplies such as plates, glasses, cutlery, and linens.
7. Entertainment Needs:
Creating an entertaining atmosphere for your guests is essential for a successful event. Determine what type of entertainment best suits your theme and budget, such as live bands, DJs or karaoke machines. Make sure that all necessary equipment such as speakers, microphones, and any other necessary supplies are available at the venue.
8. Flowers/Decorations Needs:
Flowers and decorations help to create a beautiful atmosphere for your outdoor wedding. Consider the type of flowers you would like to use and if there is enough space to accommodate them all. Make sure that all necessary decorations such as banners, lights, and centerpieces are readily available or can be easily set up onsite.
9. Check for Local Regulations or Obtain Permits, if Necessary:
Depending on where you plan to host your outdoor wedding, local regulations may apply or permits might need to be obtained in order to legally hold your event at the chosen location. Make sure to check with the venue and local authorities to ensure that all necessary steps are taken before your big day.
10. Consider Safety Hazards (e.g., Weather Forecasts and First Aid Kits):
Outdoor weddings can be a source of potential safety hazards that need to be considered and prepared for. Check the weather forecast several days in advance and make sure to have a backup plan in case of inclement weather. Additionally, always ensure that a first aid kit is readily available onsite in case of any emergencies.
11. Prepare Contingency Plans (e.g., Indoor Backup Plan in Case of Bad Weather):
An outdoor ceremony is not always guaranteed, but with a sound contingency plan you can ensure success no matter the circumstances. Consider all possible options ahead of time and make sure to have an indoor back-up prepared in case of inclement weather or other unexpected issues that may arise. Ensure your vendors are familiar with this backup strategy as well; will tents or heaters be necessary? Lastly, it goes without saying that everyone involved should stay informed on what's being planned for any potential setback.
12. Confirm All Requirements and Arrangements Prior to the Event:
After all the planning and preparations are complete, it's essential to confirm them with vendors and guests before your event. This will help guarantee that everything runs seamlessly on your special day. Furthermore, make sure nobody feels excluded by double-checking both your guest list and seating arrangements prior to the celebration.
