Outdoor Wedding Planning Tips

An outdoor wedding can be beautiful this time of year, whether it's taking place at a private residence or a facility that offers grounds for a tented outdoor reception. I have already done a few of these this year and I just wanted to share a few tips with all of you thinking to go this route.


Grounds
Please please PLEASE be sure that the grounds are flat enough to accommodate a tent, table and chairs. The grounds might be big enough, but it also has to be flat so that your guests aren't rolling down hills in their seats. :) Another thing to consider is DJ equipment. I recently saw a speaker go down due to the wind and the fact that it wasn't on completely flat ground. Luckily, no one was hurt and there was no damage to the equipment.


Facilities
One thing you wouldn't have to worry about indoors is the restroom facilities. Be sure that the outdoor location has acceptable restrooms or at least a place that you could hook up a restroom trailer if needed.


Weather
Weather is always a factor when planning an outdoor event. A tent is ALWAYS recommended. If it's raining you can add the flaps to the sides to stay dry OR the flaps can be used to block the wind on a particularly breezy day. If it's hot and sunny, the tent provides shade for your guests. Plan ahead for all types of weather conditions.


Electricity
Planning to have a DJ or lighting in the tent? Check to make sure that there is an adequate power supply at your location. Plan on bringing extra extension cords just in case.


Layout
Although you still need to create a floor plan with most indoor facilities, it is particularly important to create one for an outdoor wedding. Because the event will be tented, you need to plan on EVERYTHING fitting under the tent. This doesn't just include tables and chairs , but also a dance floor, DJ table and equipment, buffet tables if you are planning on serving a buffet style meal, a bar, and cake and gift tables. Here is something that might help you:

TENTS To determine the appropriate size tent for your special event, calculate the total square footage that will be required.  Follow these 5 easy steps:
	Step 1         Determine how many guests (total) are expected at your event. Step 2         Determine the type of party or event you are planning:
	Type:                                                                       Calculate:
	Stand-Up Cocktail-Style                                     6 sq. ft. per person                   Cocktail-Style with some seating                        8 sq. ft. per person                   Tea-Style Reception with some seating              8 sq. ft. per person                   Theater-Style, seated in Rows                            8 sq. ft. per person                   Dinner, seated at 8' Banquet Tables                   10 sq. ft. per person                   Dinner, seated at 5' Round Tables                      12 sq. ft. per person
	Step 3        Consider additional uses of space at your party or event, such as:
	Additional Needs:                                            Add:
	Dance Area*                                                        5 sq. ft. per person                   Musicians/Band (3-piece)                             100 sq. ft. [8' x 12' stage]                   Musicians/Band (5-piece)                             250 sq. ft. [12' x 20' stage]                   Musicians/Band (7-piece)                             300 sq. ft. [12' x 24' stage]                   Musicians/Band (12-piece)                          450 sq. ft. [16' x 28' stage]                   DJ Area                                                                 200 sq. ft.                   Food Buffet Lines                                             100 sq. ft. per 50 guests                   Beverage Service Areas                                  50 sq. ft. each
	*Calculating Dance Floor Size Generally, never more than 50% of the people dance at any time.  Each couple requires about nine square feet.  If you have a party for 200 people (100 couples), 50 couples will be the maximum number dancing.  You need 450 square feet of floor, which equals 28 pieces of 4' x 4' dance floor sections.
	People               Square Feet              4'x4' Pieces           Size (Feet)                  100                    225                           16                           16 x 16                  50                      337                           24                           16 x 24                  200                    450                           28                           16 x 28                  250                    562                           36                           16 x 36
	Step 5      Add your calculations from above to determine the total square footage.                 Match the total square footage to one of the following standard tent sizes:
	Size                    sq. ft.                             Size                         sq. ft.                 10 x 20               200                                40 x 40                  1600                 5 x 15                225                                 40 x 60                  2400                 20 x 20               400                                60 x 60                  3600                 20 x 30               600                                60 x 70                  4200                 20 x 40               800                                60 x 80                  4800                 20 x 60              1200                               60 x 90                  5400                 30 x 30               900                                60 x 100                6000                 35 x 40 Hex      1040                               60 x 120                7200                 30 x 40              1350                               60 x 140                8400                 30 x 50              1500                               60 x 160                9600
	Depending on your event, you may want to add some extra space, or go to the next larger size than what is estimated, simply because extra room is better than not enough.

Cost

It's important to consider the cost of an outdoor wedding reception. Rental items can certainly add up! Just think of all the things you have to rent: tables, chairs, linens, plates, silverware, glasses, tent, dance floor, possibly a restroom trailer, and more. Many venues that offer their grounds for an outdoor reception charge a site fee and this usually isn't cheap. I've seen it range from $2,000 up to $8,000! And that doesn't even include food, beverages, or anything except the rental of the site.


This blog post isn't meant to sway anyone away from having an outdoor reception because it can be very beautiful and unique; however one planning to go this route should be educated enough to make an informed decision and know that it is more work than hosting your wedding at a typical indoor facility.


Happy planning!