Outdoor Wedding Picks and Tricks

An outdoor wedding offers something a ballroom cannot: sky, light and a backdrop that does most of the decorating for you. It can also bring wind, heat, bugs and sudden showers. The couples who love their outdoor weddings are the ones who planned for both the beauty and the unpredictability.

This guide covers choosing a venue, building a weather plan, timing the day around the light, arranging comfort for guests, and picking decor that works outside. You will also find a practical checklist for the week before. The goal is a day that feels effortless, even when the forecast is not.

Choose a site with a built-in plan B

Ask every venue what happens in bad weather. Ideally the location has a covered pavilion, barn, tent or indoor room on the property. If it does not, budget for a tent rental. A frame tent that covers 100 guests with tables can range from roughly 1,000 to 3,000 dollars or more, depending on your area, with sidewalls and flooring extra. Book the tent early in peak season.

Make the decision on weather early

Pick a firm deadline, such as 24 to 48 hours before, to decide between plan A and plan B, and tell your vendors and wedding party. Check forecasts a week out and again the morning before. Having a clear trigger, like a 40 percent chance of rain or temperatures above 90F, takes the guesswork out of the decision.

Time your ceremony around the sun

Midday sun is harsh and hot. Late afternoon, about two to three hours before sunset, offers snug, flattering light and cooler temperatures. Ask your photographer to check sunset times and where the sun will sit relative to your ceremony spot. Position guests so the sun is not in their eyes, and avoid having the couple face directly into it.

Comfort for your guests

• Provide shade, using trees, umbrellas, a tent or parasols.
• Offer chilled water and a drink station at the start of the ceremony.
• Put out baskets with fans for heat, or blankets and wraps for cool evenings.
• Offer insect repellent and sunscreen at a table.
• Lay mats or a runner over grass so heels do not sink.

Do not forget the logistics

Restrooms are the thing couples most often forget. If your venue lacks adequate facilities, rent portable restrooms, with a general guideline of about one unit for every 40 to 50 guests, and consider upgraded trailers. Also check access to electricity for music, lighting and catering, and whether a generator is needed. Confirm parking, accessibility for guests with limited mobility, and noise rules.

Tip: Do a site visit at the same time of day as your ceremony before you sign, to check light, wind and noise.

Decor that works outside

Let nature be the focal point. Skip heavy backdrops that act like sails in the wind, and weigh down signs, escort cards and table linens. Use lanterns with covers, hurricane candles and string lights that can stand up to breeze. Choose flowers that tolerate heat, like zinnias, dahlias and greenery, and keep arrangements in water until the last minute.

Food and drink in the heat or cold

Ask your caterer how they will keep food at safe temperatures outdoors. Cold foods should stay at or below 40F and hot foods at 140F or above, and perishable items should not sit out for more than two hours, or one hour if it is above 90F. Plan for refreshing drinks in summer and snug beverages in the fall.

The week-before checklist

• Confirm all vendors and the weather decision plan.
• Mow and check the grounds, and ask about pest control.
• Pack an emergency kit with bobby pins, safety pins, stain remover, pain relievers, bandages and an umbrella.
• Assign someone to supervise setup and teardown.

Common pitfalls to avoid

• Assuming the weather will cooperate without a backup.
• Underestimating wind, which topples decor and ruins hairstyles.
• Scheduling a ceremony in the hottest part of the day.
• Skipping restrooms, parking and power planning.

With a good backup plan and a comfortable guest experience, an outdoor wedding can be the most memorable setting you could choose. Prepare for the elements, then enjoy what nature gives you.