I absolutely love a good backyard wedding. There’s something extra special and intimate about a wedding that’s held in a place that has significant meaning to the couple, that’s rich with history, and that holds special memories for them and their family. But there can be logistical challenges and expenses along the way that come with hosting an event in a space that isn’t necessarily set up for it. I love to troubleshoot those issues to ensure that the wedding day is smooth, enjoyable and stress free! With all the backyard weddings that I’m planning this wedding season and in years past, I felt inspired to pass along a few tidbits that I’ve picked up along the way.
Photos by Ashley Felkel Photography
Shelter from rain and sun/drainage – As an event planner in the mountains of NC, if there’s one thing I can’t stress enough, it’s always always ALWAYS have a good rain plan that you are happy with. You never know what the weather’s going to be like from day to day, and late afternoon is prime time for both ceremonies, and a quick rain shower. Make sure that you have adequate shelter from rain, and that you’re covered from intense sun if you’re planning to have your wedding in the warmer months. Musicians and DJ’s will also appreciate having cover from both sun and rain, and you want to make sure your outdoor space can accommodate enough shelter for everyone to be comfortable. If you’re considering bringing in a tent, make sure you avoid staking near any underground utility lines. Consider side-walls that can be installed rolled up, that can be dropped if you have a particularly windy, rainy day. And make sure you have a good idea of how the water drains on the property, or you could end up with a lake under your tent if it rains in the days leading up to the wedding day. If you do find yourself with water issues the week prior, consider bringing in some plank and board and creating temporary floor for your reception area – I’ve had to do this before and it worked brilliantly!
Level ground/layout – When you are planning your layout, make sure to place the dinner tables and dance floor in the most level area of the yards. Tent companies can get pretty creative with how they configure their tenting, so don’t be afraid to think outside the box in order to maximize on the most comfortable places for your events. One of my favorite outdoor weddings took place around a pool. Classic Event Rental covered us beautifully by piecing together several smaller tents, with a corridor leading from the pool deck into the backyard, where we had a larger tent set up with dinner seating. With the lighting that we installed in the tents and over the pool, the flowers and lanterns that Flora hung from the tent, and the blooming gardens that surrounded us, the effect was beautiful, and we were well covered throughout the entire space.
Power and water – Make sure you have enough power where you need it, and that you have access to water for the caterers and tents if water barrels are needed to secure them. When considering power, consider the events of the day. For example, if you’re serving coffee, make sure that the coffee brewer is on it’s own separate circuit. Those big brewers draw a lot of power, and you don’t want the lights or music to blow because you have too many things on one circuit.
Restrooms – If restrooms need to be brought in, there are a variety of options at a variety of price points. Porta-Jons with hand washing stations go easy on the budget, and restroom trailers are a nice option if the budget will allow. Just make sure you plan for a flat spot that is easily accessible, and is in close proximity to your event for the guests. You want the restrooms to be visible so guests know where to find them, but you can get creative with draping to create a curtain to keep them a bit tucked away, if you are worried about the aesthetics.
Cooking facilities – Most caterers request between 100 and 200 square feet of prep space, depending on the type of meal you are planning to serve. More if it’s a plated meal for a large number of guests. Make sure you have the space for a 10 x 10 or 20 x 20 prep tent, or that there is enough space indoors for them to prep in. If there aren’t any cooking facilities on property, it’s easy enough to set up a temporary kitchen by renting 8’ banquet tables, warming ovens, and grills if the menu calls for it. You’ll want to provide access to water if rental plates and glassware are being used, so they can be properly rinsed before they are returned to the rental company.
Parking, lighting and transportation – Parking can be tricky at a private residence, so make some good plans for this ahead of time. If you don’t have enough parking for your guests, consider providing transportation. There are so many great vehicles to choose from – trolleys, vans, school buses and motor coaches. This will cut down on the need for car parking, and will ensure a safe ride home for those who indulge at the bar. Just make sure to have the transportation company out for a site visit ahead of the wedding day, to confirm that the vehicle type you choose won’t have any trouble negotiating the road and driveway. Lighting is also very important and essential when having an outdoor event. Make sure all walkways to your event sites are well lit and easily accessible. If things like portable restrooms are located away from the event site, make sure to have a well-defined and lit path to the area. Examples that I have used before are solar lights, wrought iron tiki torches, twinkle, LED or café lights, lanterns, and luminaries.
Landscaping – This is a great opportunity to realize those big landscaping dreams you’ve been having! Of course, this could cost a pretty penny, so plan for the biggest bang for your buck. With the right landscaping in place, you may not need to decorate too much. Wouldn’t it be great if most of your décor is provided by perennials that you can enjoy year after year? Consider using potted perennials as your centerpieces that you can then plant in your yard after the wedding. My husband and I did this, using his mother’s pottery as the vessels, and we stocked our rock garden with them after the wedding. And we sent some home with guests – they make a great favor!
Budget – Keep your budget in mind when planning your backyard wedding. It’s a common misconception that having a wedding at home can keep the cost down, but the truth of the matter is, it can cost just as much, or more, by the time you bring in all of the things that a rented venue already has in place. Restrooms, landscaping, tenting, food and beverages, rentals, power, parking…these are expenses that will arise no matter where you have your event. Sure, you will save money on the facility rental, but what additional costs will you incur in order to get your space “event ready?”
Noise/neighbors – Talk to your neighbors ahead of time and let them know your plans. A sweet note accompanied by a home baked item could go a long way in ensuring that the police don’t come knocking on your door during the reception.
Stress – Make sure that the stress of having your event at your home doesn’t outweigh the joy of having it there. Best way to ensure a stress free wedding – bring in a professional! Your planner will make sure you think of everything, and will help you to hire the perfect vendors to help you pull off your vision. Avoid taking too much on yourselves. You want to be able to fully enjoy your wedding.
Planning your destination wedding to the area and don’t have a backyard of your own? Consider a venue like Black Mountain Sanctuary, Pine Hollow, or Rivers Ridge Lodge.
Photos by Perry Vaile Photography at Black Mountain Sanctuary
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