Planning an Outdoor Reception

The place you've selected to hold your wedding reception, perhaps more than any other element, will set the tone for the entire event. While the differences in wedding venues are vast-few venues can compare with the great outdoors when it comes to creating an awe inspiring wedding-day, and the choices are limitless: a dramatic sunset beach, fragrant and romantic botanical gardens, a favorite public park, or the sentimental familiarity of your own backyard. Think sunsets, cool breezes, and the tranquility of a twinkling, star-filled sky...the possibilities are endless.

It all seems simple enough, but once you have obtained the proper permits, generators for cooking & electrical needs, tables, chairs, linens, place settings, port-a-potties, tents and all the other additional items needed to host an outside event you might reconsider, given the additional costs involved. Your costs will have a lot to do with your tastes, your budget, the size of your guests list, and how much effort you want to spend preparing the space.

If you are definitely set on an outside reception, experts suggest spending the extra bucks in securing a waterproof tent with surrounding sidewalls and eaves over the guests dining area and walkways. You might also consider having wooden raised flooring, making it so your guests are elevated above the ground level. These few precautions could mean the difference in having to move your event indoors. Most importantly, you must also be willing and able adjust to a "plan B." An alternate plan must be in place as a backup in the event that Mother Nature does not cooperate and weather conditions are unsuitable for your guests.

Consider full service venues that have experience with these types of events and can prepare for an outdoor reception but can also quickly accommodate an inside reception should weather conditions hinder your first choice-venues such as private country clubs, resorts, some college campus', hotels and banquet facilities can provide theses amenities for you. Holding a wedding/reception within a private venue and staging it on their location is private. Otherwise, a public beach or park, is well, public-don't be surprised if people stop, stare and maybe even applaud!

SOME ADDITIONAL TIPS FOR HOSTING AN OUTDOOR EVENT ARE AS FOLLOWS

Make your guests comfortable. Think about what the weather will likely be at the time of day and month of the year of your outdoor wedding/reception. Sunny and hot? Don't leave your guests uncomfortable-since alcohol is dehydrating, consider serving a variety of lemonades, teas and punches. Be sure to have plenty of ice-cold bottled water readily available. Consider having your wedding favor be a fan, so that guests may cool themselves. Don't forget to have plenty of sunscreen on hand as well. For very warm locations, look into renting large electric fans and/or portable air conditioning (don't forget the generator), and a tent to shade the sun's rays. The opposite of course applies for cold or rainy conditions-have plenty of coffee & hot cocoa available on a station. Consider having lap blankets on-hand, just in case a guest may like it toasty and do not forget the heaters!

If you decide to not secure a private venue, be sure to understand neighborhood noise ordinances that may restrict music to certain levels, or between certain periods of time. Check civic ordinances to see if it's permitted to have a convoy of cars parked along your street (day and night rules may differ). Hiring a valet may be advised to keep things moving smoothly and to keep guests from blocking driveways.

INSECTS: Spray for mosquitoes two days ahead of time and use citronella candles to keep bugs at bay during the reception.

Most flowers fare better in cooler conditions. Work with your florist on selecting the appropriate weather tolerant centerpieces. All candles should be covered and/or weighted to prevent the wind from either knocking them over or blowing them out.

Finally, food-it is imperative that you are working with a caterer or venue that is experienced in servicing outdoor events. Food with a mayonnaise base or any dairy should not be outside in the heat for more than 30 minutes. Play it safe and have servers pass these types of items. Wedding cakes should melt in your mouth, not in the sun. Consider having a fondant cake and bringing it out for display at the very last moment and cutting it fairly early in the evening. Your food selections should be relevant to the time of year you are hosting your wedding.

What is the bottom line? Outdoor events are bursting with beautiful possibilities, but you will need to rent everything from shrimp forks to tent poles. You may also need to hire additional staff to handle more extensive service, as it can be more difficult to host-everything from electricity and lighting to construction and catering. An experienced wedding planner is ideal for this type of occasion. Of course, the one thing you won't have to rent is ambience, so enjoy!