Planning an outdoor wedding
by Julia Martell - Occasions, Event Coordination

Outdoor weddings are beautiful, intimate and romantic. They are also the most challenging to plan with respect to time, logistics, details and stress. By being well prepared and knowing in advance what needs to be taken care of, you can avoid extra costs and worry caused by mistakes and forgotten items.

Consider some of the following:

Budget: Outdoor weddings are typically more expensive than venue weddings. Source out everything you will need before making any firm decisions to ensure it is within your budget.

Rentals: Everything must be rented. In addition to the usual items such as tables, chairs, linens, dinnerware, glasses and flatware, don't forget bathrooms, outdoor lighting, umbrellas, waste containers, etc. Prices and quality vary so it is smart to shop around and compare.

Grounds: Insects! What insects are prevalent that time of year? Consider spraying the grounds in advance and using citronella candles as decorative accents.

Electricity: Is there ample electricity for DJ, Lights, Caterer, etc.? Is it close by or are extension cords required?

Water: Will you use bottled water or is there a water supply on-site.

Site Plan: What sized tent do you need? Will dancing be in a separate tent with a floor? How many bars and where. Location of bathrooms and parking. This is important if it rains.

Rain Plan: Ensure you have an alternate plane, especially if you are planning an uncovered ceremony.

Program: Timing. Consider the number of guests, type of dinner and length of ceremony. Find out what time of day it starts getting dark. Allow enough time between ceremony and dinner to move ceremony chairs into the dining tent.

Staff: Ensure there is enough staff to bus tables, assist bartenders and clean up. Nothing is worse than having dirty plates and glasses laying around the tables all evening. Do you need someone to direct parking?

Liquor Licence: Determine if one is required.

Please remember that the bride, wedding party and family cannot be in two places at once. Don't try to do this all yourself but beware of asking family and friends to pitch together and coordinate all the day's activities. Good intentions aside you run the risk of confusion and conflict. Best to assign only one person as coordinator who knows your wishes and the complete plan. It is preferable to have a totally independent third party with a cool head that is resourceful in the face of unforeseen problems. This being one of the most important events in your life, you will want to thoroughly enjoy the day without any worries.