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Planning a wedding can be stressful, but with good organization it needs not be.
First of all you should consider whether you really want an outdoor wedding because the place holds special meaning, because you love being outdoors, or whether it is just for the photos. Photos can be taken outside after the ceremony so should not be a deciding factor. Also, you should consider whether you want both the wedding and the reception to be held outside or just one of these.
Having decided that you do want to be outside you will need to choose the all-important venue. Depending on where you choose you will need to find out whether you need permits, how long they will take to be approved and whether you will need to inform neighbors. Informing neighbors is as much for your benefit as their because lawnmowers and loud music can somehow interrupt your day. You should also consider where people will be able to park and whether you need to lay on any transport yourself for guests. If choosing a beach, check the tide timetables and access.
As soon as you know where your venue is you need to hire a tent or gazebo and plan how you will decorate it. Ensure you confirm your rental date at least two weeks ahead of time. A marquee, although expensive, can double as a ceremony venue, a shelter for guests and somewhere to dance late into the night.
Invites can also go out as soon as the venue is chosen. Include a map and make it clear that the event will be outside so that guests can wear suitable attire.
Have fun with your decorations and be really creative. Natural and found items such as pebbles, shells and driftwood can be used to design different areas. Place names can be written on pebbles which the guests can take home as wedding favors.
Consider how you will mark out your ceremony area and whether it will be comfortable for everyone.
Tables and chairs will need to be rented or borrowed. It is cheaper to set them up yourself but this will obviously require a few helping hands. Hay bales can also be used as seating instead if they fit in with your decorating scheme.
If you want music you will need to decide on whether this is going to be live band, a DJ or a combination of both. They will need to be booked well in advance and you will need to confirm any special needs eg food and drink, electrical points, shelter and changing rooms.
For the ceremony, you may need to consider a sound system with a lapel microphone so that the person conducting the ceremony can be heard by all the guests. It's surprising how much the ambient noise can affect the ability of your guests to hear proceedings.
Also consider whether you will need to heat or cool your venue. Extremes of heat or cold will not be pleasant for you or your guests.
Lighting also needs to be thought about. Choose something that will create an atmosphere but that gives enough light so that people can actually see where they are going. Electrical lights will need a power supply so think of whether you will need extension leads and whether the power supply and lights are suitable for outdoor use. Candles in paper bags weighed down with sand can be effective to light paths to Portaloos and car parks but they may need replacing through the night and need to be used safely.
Your catering will need to be thought about well in advance. What will guests eat and drink? Who will pay for it? Who will prepare food and drinks and where will it be cooked and served? Do you need serving staff or will guests help themselves? Will you need snacks to keep people going between meals? Do you have guests with special dietary requirements and do you have enough soft drinks? Note that you may need a license if serving alcohol so remember to check this out well in time.
Food can be themed, formal, casual, sit-down or buffet. If people are bringing their own food it will need to be a coordinated effort. If there is a long time with guests doing nothing or long periods between food then you will definitely need free flowing snacks.
The bar bill can be one of the most expensive parts of the whole event but it needs not be. You should decide whether you are having a free bar or what you need people to pay for. As a note, champagne for the toast is usually free to guests. To keep bills down, you can buy alcohol in bulk from a wholesaler. Also look out for deals in the months leading up to your wedding date.
As the big day approaches, keep an eye on the weather. Rain, wind and too much sun can all cause problems. The ideal weather conditions will be slightly overcast (to avoid squinting, glare on the photos and sunstroke).
A splash of rain need not be the end of your outdoor plans. Provide large umbrellas for guests that you have decorated for the occasion using waterproof materials and pens. Duck boards are a good idea to use as path as they stop your guests getting stuck in muddy grass!
Sunblock will be useful if the day turns out to be really sunny and a wrap will be useful for if it gets cooler.
A back up plan should be created to cover you for the possibility of bad weather conditions or any other unforeseen circumstances. The best idea is to make a list of potential problems and address each one.
If you do need your plan B, you need to be sure who will make the decision to switch plans, how will you tell everyone and how you will move them all? Weather can change quickly a plan change can happen at very short notice.
However you go about your plans, creating a well thought about 'to do' list will ensure you do not overlook anything important and that everything gets done on time.
Make sure that your plans are easy to arrange and that they come within budget. But most of all do not forget to enjoy the build up to your big day!
Once all your organizing is done, there is nothing more you can do but hope that all things conspire to make your wedding everything that you hoped and dreamt of.
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Source by Rebecca Twigg
