How to Plan a Backyard Wedding
Are you wondering how to plan a backyard wedding?
Below I cover everything you need to know about planning a beautiful backyard wedding!
Common Backyard Wedding Miconception
Now, before I dive into all of the details when it comes to planning a backyard wedding, I do want to clear a very common misconception...and that is this notion that by planning a backyard wedding, that you are going to save yourself a lot of time, energy, and money.
This simply is NOT true. It all really depends on your guest count.
If you are having a smaller guest count, perhaps below 50, I would say it is definitely easier to plan a backyard wedding. It's only once you start getting into that higher guest count, that more logistics need to be considered.
Ok, now let's move on to everything you need to know about planning a beautiful backyard wedding.
Prefer video format over written? Here you go! :)
1. Scope out the environment
The first tip on how to plan a backyard wedding has to do with scoping out the space.
Ideally, you'll want three different spaces. One space for the wedding ceremony, one space for the reception or cocktail hour, and finally, one space for the dance floor.
Often times, the ceremony and reception site can serve as the same space, but keep in mind that there will need to be people who convert the ceremony space into the reception space during the cocktail hour.
2. Make sure the floor is even
The second tip on how to plan a backyard wedding has to do with flooring. This is something most don't think about, but once you bring in chairs and tables, uneven grass or ground becomes super noticeable and affects the experience of the guests with potential wobbly tables.
With this said, some landscaping may be required in advance.
Also, once you combine alcohol with stilettos, even ground is a must as potholes can be a hazard.
3. Design a designated dancing area
Any type of flat ground surface will work for this (refer to the video for examples).
If there is only grass, I highly suggest renting out a small dance floor where people can dance comfortably and be safe.
4. Hire a catering service
Most homes don't have large enough kitchens to accommodate cooking food for 100+ guests. This is when a catering service is needed.
From what I have seen, there are a few different options.
One option, the catering company brings the food already made and keeps it warm on site.
The other option, which is usually more expensive, requires the catering company to actually make the food on site using a build out kitchen. They will bring all of the equipment to cook.
The last option is using a food truck company. I think this makes for a really fun experience for guests.
5. You’re going to need power/electricity
The 5th tip on planning a backyard wedding deal with power. All of the vendors will need to be plugged in on the wedding day, requiring a lot of power. My suggestion would be to hire a electrician to come and scope out the area in advance to ensure the space is ready to go.
This will prevent any mishaps power-wise come the wedding day.
If you are planning a wedding in a space that doesn't have power, like on the beach or in a meadow, a generator will be required.
Generators can be rented. Just keep in mind that they are super loud, so be sure to place it far away from the ceremony and reception sites.
6. Provide restrooms for your guests
The general rule of thumb is one restroom for every 30 people. This will prevent lines.
Most families do not want 100+ guests entering their house to use their restroom. With this in mind, portable restrooms can be rented, and noo - not those ugly blue ones.
Really nice portable restrooms with a mirror and a sink can rented for about $1,000 bucks and they include 2 - 3 restrooms.
7. How to Plan a Backyard wedding - PARKING
When it comes to planning a backyard wedding, this is something that needs to be figured out in advance. Plan for having one car for every two guests, yep, that's a lot of cars.
To prevent any wedding day drama, I'd go and have a conversation with your neighbors. Perhaps take them some baked goods or a bottle of wine.
Tell them about your plans to have a wedding at the property. Just open a line of communication with them and take into consideration their suggestions. As long as they are notified in advance, most neighbors will be generous and understanding.
Another thing you can do is encourage people to share rides or take ubers.
Lastly, if the parking really is an issue, you can use a shuttle service. You'd have to locate an empty lot nearby where your guests could safely park and then you would rent a few shuttles to pick up your guests from there and take them to the wedding site.
Obviously, this adds some complications, but in some instances, it is the best option. If this is the option you are going to go with, I HIGHLY recommend hiring a wedding planner as he/she will know how to best navigate this scenario.
8. Plan for dealing with the amplified noise cut off time in your neighborhood
Most neighborhoods have a loud noise cut off time. These vary, but I would say the average is 9 pm.
Again, this is another situation that I would bring up when you talk to your neighbors about the parking situation. Also tell them that you will have music playing until "X" time.
I highly suggest giving a phone number to your neighbors, this way, if they have any issues on the wedding day, they can resort to calling this number, instead of calling the cops.
However, do NOT give them your phone number to avoid dealing with stress on your wedding day. Give them the number of your maid of honor, a close family member, or the wedding planner.
9. Hire a wedding planner
If you are planning on having a larger backyard wedding, a wedding planner is 10000000% worth it.
The wedding planner will deal with all of the logistics. He or she will make your life SO MUCH EASIER, saving headaches and stress.
They have planned weddings countless times, they know what to do and how to best navigate situations.
You can either spend the time and energy to plan a backyard wedding or you can spend extra money to hire a wedding planner.
Time, once lost, never be recovered, so I'd 100% always go with hiring the wedding planner.
10. Backyard wedding liability insurance
This is always great to have just in case. You can get some on Event Helper for about $100. Definitely worth it.
12. Secure your rentals
This includes chairs, tables, linens, lighting, a dance floor, outdoor heaters, and anything else you can think of.
To save yourself stress, I would find a local rental company that includes everything and just rent it all from one place.
One of my personal favorites in California is called MTB Rentals.
13. Backyard wedding servers
If you are serving the food family or buffet style, you most likely won't need servers.
However, if you want someone to pick up people's dishes from their tables or you want the food coming out separately, or you just want people to serve your guests their wine, servers are definitely needed. They will add a more formal element to the event.
If you are having the ceremony and reception in the same space, I highly recommend hiring a set up crew to convert the space. This way you and your family members can relax on the wedding day.
14. Add lighting to your backyard wedding
String lights make such a difference to any space. They add a bit of romance. If you are going light on the decor, I highly recommend at the bare minimum hanging some string lights. They can make all the difference when planning a backyard wedding!
15. Consider hiring a bartender
The bartender can add a fun aspect to any backyard wedding. He or she can make specialty drinks for your guests. Or, you can also always set up one bottle of red wine and one bottle of white wine on each table! Both work spectacularly!
16. Consider florals for your backyard wedding
I will say from shooting so many weddings, flowers can transform and elevate any space.
You can use an arch covered in flowers to define the ceremony section. You can also use flowers to decorate the reception tables.
For flowers, you can always go to your local flower shop and make your own arrangements. I will say though, it's harder than it looks.
To save time and energy, I highly recommend working with florists who will turn your vision into a reality and create a beautiful space!
Alright! Those are my tips for planning a backyard wedding. Hopefully you find them useful!
Until next time,
Elyana
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