Outdoor weddings and events have become increasingly popular in recent years, especially due to the Covid-19 pandemic. Even with vaccinations and lower infection rates, many couples still prefer to host some or all of their big day outside. While spring and summer are usually the optimal time, fall and early winter are also seeing a surge in popularity. So how do you plan your client's dream outdoor affair without letting Mother Nature wreak havoc on the day? We have some tips on how to weatherproof your weddings and events!
Have a Plan B
If your clients have their hearts set on an outdoor wedding, the best way to make sure the weather doesn’t impact the wedding day is to have a backup plan in case of rain. Choose a location that has an indoor option in case of inclement weather. If that’s not possible, then look into renting a tent. While this can be pricey—especially if you’re having a large number of guests—it will give your couples peace of mind on the big day. Check out Rain or Shine: Equipment You Need When Working in the Rain!
Rent a Dance Floor
If it rains a day or two before your wedding date, the ground outside can still be damp and muddy in some spots. That’s why it’s best to have a dance floor available so guests (especially people in heels) can enjoy themselves during the party.
Prepare for All the Elements
You, your team, your clients, and your vendor partners should sit down to go over all of the possible weather-related issues that could come up on the wedding day. If the wedding is during the warmer months, you should make sure there are shady areas for guests to escape the heat and offer up plenty of cool drinks to keep everyone hydrated. Cute monogrammed umbrellas for the rainier months will be appreciated by all!
Provide Guests with Comfort Items
Making sure the guests are comfortable throughout your event is crucial, so if you’re planning an outdoor affair, have plenty of items on hand that can keep them cool or warm, depending on the season. Think paper fans and parasols in the warmer months, and blankets or wraps in the cooler weather.
Make Sure the Venue is Prepared
Even if the vows aren't outdoors, you’ll want to know that the vendors are ready for any and all occurrences. That would include a backup generator in case the location loses electricity during a bad storm, plowing of all parking lots and walkways in case of snow, valet parking in the event of heavy rain, etc. Read Security & Safety at Events: Planning for the Worst-Case Scenario for more on this topic!
Protect the Menu
This is especially important in the warmer months when you have to worry about leaving food out in the hot sun for too long. Keep any buffet items—as well as your wedding cake and other desserts—under a separate tent or awning.
Create Warming Stations
Set up fire pits around the wedding venue where guests can sit comfortably and enjoy that perfect warm bev. Want to give them a special treat? Offer up everything they need to also make s’mores, which is always a crowd-pleaser!
Choose Seasonal Flowers
When it comes to selecting the blooms for bouquets, boutonnieres, and centerpieces, be sure to choose flowers that can withstand extreme heat or cold. This way, you don’t have to worry about wilting halfway through the event.
Hero photo courtesy of Jenna Lee Pictures