So
you’re planning an outside wedding? Here
are a few things to consider. These
considerations are not all-inclusive but simply a handful of ideas to get you
in the planning mode. Let us know if you
have other helpful tips to add!
Mother
Nature:
This
will not be a surprise to serious planners but if you know anything about
living in northeast Ohio, you know that the weather is unpredictable and can
change quickly. You will need to have a
rainy day plan, meaning a protected area for guests to go to if weather should
be severe. I recommend planning your day
assuming that the weather will be bad for part or all of the day. I don’t want you to do this because I’m a
pessimist (I’m not). But I’ve learned
that a little planning can go long way toward a successful event. If the weather is nice – great! If the weather gets nasty, you’ll be ready
for that too!
Many
clients rent a tent, choose a venue that is connected to or near a cabin,
covered pavilion, deck, porch, barn, etc.
Your DJ and perhaps other vendors will be bringing equipment that needs
to be protected in the event of rain such as a PA system, lighting, etc. and
even a 10 minute rain shower can damage electronic equipment. So, having
covered protected space is going to be important no matter the weather.
You’d
be surprised at how many people believe that Mother Nature will respect their
special day enough to forego bad weather.
It won’t rain on us… 6 months from now!
No need for rainy day plans – ugh!
Consider
your guests. You and your fiancé may be
outdoorsy people along with your close friends but not all of your guests
are. Severe heat or cold is tough on
some older folks. Will your grandparents
be OK in 90-degree heat if it should be a hot day? Just something to consider.. Be sure to share
with your guests that your wedding ceremony and/or reception will be an outdoor
event. Share with them, too, if there
will be protected areas from rain, sun, etc.
Here
are just a few Mother Nature considerations:
1)
Rain – Will you have cover? What can and cannot get wet? Where will guests
gather if it should rain?
2)
Drainage – Are you setting up guest tables on a high or low plateau? If it
rains will water flow and puddle in that area or will it drain nicely away
from the area?
3)
Wet Ground – What if it rains the night before but stops on the morning of your
wedding day? The sun is out but the
ground is wet and possibly muddy. Are
there walkways and/or concrete areas for guests to gather so that shoes don’t
sink into muddy ground? If I had a dollar for every time I saw a female guest
in high heals sink into the mud – I’d be RICH!
4)
Wind – Not usually a problem but consider, what should be fastened down in case
the wind picks up. For example, if you
are having your ceremony outside and you are using a runner for the aisle,
you’ll surely want to figure out a way to prevent it from the affects of the
wind. I’ve rarely seen a runner stay in place during an outside ceremony. Also,
what about table centerpieces? Make sure
they’re heavy enough to withstand wind!
5)
Heat – Again, there’s not much you can do if it’s really hot outside but guests
will appreciate shady areas. Make sure
you have plenty of water available for guests to hydrate during the event. Do not keep your wedding cake out for lengthy
periods of time on a hot day. I’ve seen
a number of cakes melt, tilt, etc. due to extreme heat. Have a protected, preferably cooler place for
your cake to be kept until you plan on cutting and serving it.
6)
Cool Weather – This isn’t the problem that a really hot day can pose but be
sure to keep a sweater, jacket, blanket etc. handy if you should get an
unusually chilly day in the middle of summer.
7)
Bugs – Yes, I said BUGS! If you can, have the area sprayed a day prior to your
wedding day to minimize bugs, spiders, mosquitos, etc. Some clients also provide bug repellent
torches for the event itself and spray repellent for guests if they choose to
protect themselves. I know this sounds
crazy but… Contact a pest professional and ask them what bugs/pests are prevalent
during that time of the year and what to do to minimize bug problems. For example, for some reason, bees are
angrier during the later months of summer and are more likely to sting – August
& September. A pest professional can
give you tips on how to handle different types of bugs and other creepy
crawlies.
8)
Weather Radar – Just about everyone today has a smart phone with access to
updated weather information. Have someone, a friend or family member, check the
weather radar periodically during the event to stay informed about changes in
weather – especially later in the evening when weather can change quickly in
northeast Ohio.
9)
Outside Noise – What? Noise? Yep. As DJ’s and sound professionals we’re
always tuned into ambient noise. A windy
day can be noisy. Is your venue near water such as a lake or waterfall? Animals, birds, etc. are noisy. Is there a road or railroad tracks
nearby? There is more ambient noise
outside than inside under controlled circumstances. If you are having your ceremony outside, will
your guests be able to hear your officiant declare you husband and wife? We are often hired to provide a PA system,
microphone and/or music for outside ceremonies.
Logistics:
Planning
an informal outside picnic for a small group of guests is one thing but what if
you are inviting a larger group of people to enjoy a grand celebration? Yikes!
Here are just a few considerations…
10) Restrooms
– Where will guests go to use the restroom?
Are the facilities adequate for your group size?
11) The
elderly and guests with disabilities – Navigating uneven ground outside is
typically not a problem for most people but what about your 85 year old
grandmother? What about anyone on your
guest list who uses a cane or wheelchair?
Is your outside venue safe for them to navigate? At the very least, delegate someone to assist
the elderly or guests with disabilities when they need to move about the premises. This will avoid trips, falls and other
accidents and your guests will be glad that you considered their special
needs. Consider, what are other special
needs for your older guests and those with disabilities?
12) Electricity
– As DJ’s we always need access to electricity.
Probably some of your other vendors will also. Where are the electrical
outlets for them to plug into? Are they
active? Sometimes, if clients rent a
park pavilion for example, the electricity needs to be turned on by the city or
the park department before the event. Don’t
assume you have access to electricity at outdoor event venues. Just something to look into prior to your
special day.
13) Signage
– How will your guests know where things are?
For example, do you need to post a sign directing guests where to
park? What about restrooms, food, etc.?
Are there areas of your outdoor venue that you don’t want guests to access
(especially children)? Mark those as well.
14) Lighting
– When the sun goes down it will get pretty dark at your outdoor venue. Is there adequate lighting for guests to be
able to safely navigate the area at night?
Make sure you have at least some minimum lighting in the area to prevent
guest accidents at night.
15) Basic
first aid kit – Oh man, this is going to sound so campy… But, be prepared with
a basic first aid kit if a guest should have a minor accident. Being prepared in this way will minimize a guest’s
small cut or bruise – especially if you are having children at your
celebration.
16) Noise
Ordinances – Check with area safety services to be sure you aren’t breaking any
noise ordinances by gathering guests, playing music, etc. Your DJ will appreciate not being approached
by a police officer because he is breaking the law by playing music outside at
11PM.
17) Dance
floor/area – If you intend on doing some dancing, be sure to have an even area
at your outdoor venue for dancers.
Accidents can happen when people attempt to dance in an area that is
uneven and/or otherwise not suitable to fancy footwork. Consider renting a temporary dance floor
under your tent or perhaps designate a deck, porch or some other even, safe
area for dancing. Preferably place your
DJ near the dance area as he or she will want to be near the action and not on
the other end of the yard from where dancers are doing their thing!
18)
Check with your vendors – Each of your hired wedding professionals have their
own special considerations regarding outside events. The things that are important to your DJ/Band
will be different compared to your photographer or catering team. Be sure to share with your vendors your
intention on having an outdoor celebration and ask them what they need from you
in order to do a great job. Also, ask
for their advice. Wedding professionals
have probably worked hundreds of such events in the past and are more than
happy to give you some tips and pointers on pulling off a great and memorable
outside event.
You'd be surprised at how affordable it is to have a professional provide this service for you. Typically, we charge only an additional $100 to $150 to set up a sound system at the gazebo if the ceremony is held at the same site as the reception, which is almost always the case. A recent client of ours commented on how valuable this service was to her because it relieved her of a lot of stress related to the ceremony.
