Planning an outdoor event is always very challenging and, for me, it has always been the most tricky part of being an Event Planner. As a “pro” you really need to think outside the box and to take into consideration every single detail, because one little failure can ruin the whole event experience. For weddings it doubles because you don’t want to spoil a day which should be one of the most special day in couple´s lives.
When planning an outdoor wedding, I definitely focus and pay special attention to following factors:
- Season of the outdoor wedding
Most of the outdoor weddings take part in spring / summer season, but some weddings can be held outdoors in winter season too. In such case, the Wedding Planner or couple should really focus on arranging lot of heaters, blankets, the organiser should also remember to advise all guests to wear coats / warm clothes / long sleeves. It is also important to have on mind especially bride´s dress – she should be advised and encouraged to wear long sleeves too together with some warm matching boa / coat plus if the pictures are planned to be taken outside, she should definitely wear some appropriate winter shoes.
- Rain
Rain during outdoor events is one big chapter. For outdoor wedding, it is really necessary to plan it all – backup plans for Wedding Ceremony, backup plan for dinner/ reception and also, it is important to not forget about transportation from/to single locations of the Wedding Day. Especially ladies have festive hair styles, usually expensive dresses and high heel shoes, so it important to arrange proper and smooth transfer under either lot of umbrellas (which need to be ready at venues and also in vehicles) or Planner needs to think how to bring cars as close to all entrances as possible.
- Wind
Light wind is a welcomed element during hot summer days to refresh guests, but it can also be the very bad enemy if strong. Wedding Planner should check the weather forecast early prior the Wedding Day and in case of possibility of strong wind, it is necessary to talk to all vendors and suppliers to attach and affix all décor, flowers, hair-do´s, menu cards, table lines and event signages / navigation. There is also a risk of faux-paux of “Marylin Monroe moment” in case bride wears a loose wedding dress with long trail and veil – it is easily blown about by the wind.
- Sun
Every couple wishes for a sun during their Wedding Day, it brings up the energy and happiness. When the sun shines, everything seems more easy, relaxed and everyone feels happier. But again, sun can bring some unpleasant and unexpected situations too. The Planner should have on her/his mind, that it is important to have lot of outdoor fans, it is also necessary to create shadow for elderly people. Some guests might be allergic to sun, therefore to have plenty of sun cream is a must-to-have. Food can melt too, especially salad entrees and cakes so it is also important to have a briefing with caterer what would be their plan to keep the food fresh and tasty under the sun.
During hot and sunny days, Wedding Planner should not forget to organize water stations. Last, but not least, it is also good to setup a “refresh” amenities at bathrooms – e.g. deodorants and body sprays.
- Shoes
Sometimes, Wedding Reception could be held at meadow or similar natural place. It is important to think of ladies wearing high heel shoes – and to arrange some carpets to walk on easily.
- Sound and electrical equipment
Outside weather conditions are dangerous for electrical equipment. It is good to talk to AV technicians to secure that AV and electricity would work even during the light rain and humidity. For the Wedding Ceremony, it is also important to either secure microphones or think about the sound – outdoors has worse acoustic than indoors and it is possible that exchange of vows would not be heard.
Generally, music while playing outside should be played more loudly, but Wedding Planner should not forget to check the possibilities of outdoor space – if private or public, what the decibels could be and till what time (some areas could be residential and requires end of music at 10pm – it is important to not forget this while securing the outdoor venue/ space).
- Insects and animals
Special attention should be paid to insects and animals, some guests might be allergic and it is always good to have some repellent in the Event Planner´s bag.
- Wedding crashers
When having lot of guests, it is always a good idea to put hostesses / security men to the entrance with name list to avoid let Wedding Crashers in. it is always easier to spot uninvited guests indoors than in open space.
- Light
An important part of the outside Wedding Day is the light. The Planner should take into consideration sunrise and sunset hours. It is beautiful to have Wedding Ceremony while sun goes down, but it is crucial to have perfect timing and to manage all important parts of the Ceremony before it gets dark. Guests might miss some details and flash photographs are not as pretty as the ones with natural light.
Also, when having a dinner outside, the Planner should always remember to light up the routes to toilettes / outdoor spaces which are part of the outdoor venue so the guests find everything and don’t get hurt.
- Décor for outdoor wedding
The special attention should be to Wedding Gate, where the couple would exchange vows. The Planner could also plan wooden benches, outside chandeliers (this needs to be discussed with electrician), signage and navigation, lanterns, wooden photo frames, etc.
- Toilettes
As Event Planner, I always have had one motto – “Never ever underestimate the power of toilets during your events!”:) For outdoor weddings, it triples. If there is a toilette which belongs to outdoor venue, it is necessary to create proper signage and navigation so every guest finds it. If the toilette is not part of the outdoor space, it is crucial to order and organize luxury mobile toilettes and add some amenities too.
