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| 10 Tips for the Perfect Outdoor Wedding 
From Nina Callaway,
Your Guide to Weddings.
Avoiding Outdoor Wedding Pitfalls
You've decided to have an outdoor wedding? Congratulations. Outdoor weddings are romantic and beautiful. However, they aren't as easy as they may look. Outdoor weddings come with additional caveats and pitfalls, but if you follow these tips, you'll be sure to shine on your wedding day.
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. Sunny and hot? Don't leave your guests uncomfortably melting – have your ushers give guests ice-cold bottles of water as they are seated. Consider printing your wedding program on a fan so that guests may cool themselves. Don't forget to have plenty of sunscreen on hand as well. For a very warm location, look into renting large electric fans (don't forget a generator) and/or a tent to shade the suns rays. If it will be cold and damp, make sure you tell guests that so they can wear extra layers. A simple xeroxed insert will do. You might want to have lap blankets on hand, or rent portable heaters.
Have a backup plan What will you do if it rains? The ideal outdoor wedding location has an indoor location waiting just in case. Many brides and grooms opt to have their ceremony outside and reception inside. In a pinch, the tables can be scooted to the back of the room during the ceremony. A tent is another option, but only for light to moderate rain storms. A heavy rain will soak the ground underneath, leaving guests with soggy and muddy shoes. Make sure any tent you rent is sturdy so it won't flip over, and that it has thick and weighted sides.
Plan for Wind Many outdoor weddings suffer from windy conditions. Avoid light fabrics like chiffons and china silks in your dress and the bridesmaid dresses. Tell your hairstylist that you'll be having an outdoor wedding so she/he can plan a style that won't leave you looking like Cousin It! Men in the wedding party should use pomade or other styling product. Again, tell your guests in a printed insert so that they can plan accordingly. And of course, make sure your tent will stand up to gusting winds or find an indoor backup plan.
Can everybody hear? When you picture your dream wedding at the beach, you're probably not hearing the roaring of the waves, the rushing wind, or the local kids running and screaming around you. Look into renting a sound system with clip mikes for the bride, groom and officiant. Your DJ or band may be able to easily arrange this for you.
Decorations One of the bonuses of an outdoor wedding is the natural beauty around you, lessening your need to decorate. But you still need to do some work. Visit the site a week before your wedding to make sure the grass is mown, the ground raked, and the flowers have bloomed. If your wedding is at a public park, you may want to ask the groomsmen or friends to do this the morning of your ceremony. If it's been an especially cold season, you may need to supplement the flowers with some potted bulbs from a florist. Other decorations you may want to consider include an arch or trellis to focus the ceremony and frame the bride and groom as they say their vows; strings of lights or lanterns in the trees; luminarias; torches; or farolitas.
Make things tasty outside Does your caterer have experience planning an outdoor wedding menu? Make sure they're planning things that will keep well outdoors in the heat. Avoid things like mayonnaise salads or dishes which must be served cold.
Don't leave your guests parched Since alcohol is dehydrating, consider serving a variety of lemonades, teas and punches. Be sure to have plenty of ice and water around as well. For a fancy cocktail, why not serve a classic mint julep or a mojito? The mint will refresh and cool your guests.
Those pesky flying things Be sure to put out citronella candles or a bug zapper so that your guests won't spend the whole ceremony swatting at the air.
Here comes the sun ,Consider timing your outdoor wedding for sunset where your guests will see you take your vows surrounded by the warm glow of the sun. Those having a daytime outdoor wedding should orient the ceremony so that the sun will be on guests' backs rather than in their eyes.
Permits Don't forget to contact your city parks department or other local government to get a permit for an outdoor wedding. Be sure to ask about rules concerning trash removal, candle or torch lighting, and pre-wedding photography.
GGettGetting Started
Sit down, buffet, food stations or cocktail reception
Price per person (adult, child, entertainers, etc.)
Start and end times for each phase of the affair
BUDGET INFORMATION AND THE LEGAL "STUFF"
Be candid and up front with the caterer about your budget parameters.
Ask about any "guaranteed number" of guests.
Discuss details regarding guests who are no-shows.
Are the entertainers, photographers, etc. in the head count?
Where do they eat?
Discuss per person and reduced fee children's charges.
[Under what age is a guest considered a child?]
Are taxes, gratuities, service fees and hotel taxes included in the price?
Is there a maitre d'? Is the maitre d's tip included?
Are parking attendants included?
Are guests expected to tip (at the bar, for example)?
[Try to find a caterer who doesn't include gratuities in the per person price. This allows you to tip as you feel appropriate.]
Are the taxes included on food and liquor?
What about unexpected guests who show up?
Is valet parking included? If not, ask for vendors' names.
Is there a coat room? Attendant? Is the price included?
Are there any other/additional fees not included in the quote or proposal?
Check to see that your caterer is state licensed and ask about insurance coverage.
What is the payment schedule?
How much of a deposit is required?
Are there overtime charges and, if so, what are they?
[Assign a friend to let you know when you're a half hour to "closing," before overtime charges start to accrue.]
Are there bar charges (i.e., bartender)?
What is the cancellation fee and, if so, how much?
Is the price fixed or subject to change?
FOOD AND FOOD PREPARATION
Does the caterer offer an opportunity for food tasting?
[Make arrangements to attend a food tasting, so you can actually sample the caterer's food.]
Does the caterer use only fresh food and produce?
Will any of the food be previously frozen?
Discuss any special recipes and/or restrictions you or your guests may have, with regard to food.
Does the price include the wedding cake?
Is a vegetarian or a vegan option available, if needed? BEFORE THE RECEPTION
Hors d'oeuvres (hot, cold, stationary, served, how many & what kind)
Carving stations
Childrens' table
Beverages (soft drinks, punch, liquor)
AT THE RECEPTION
French service (guests served individually from platters), American service (guests served from filled plates brought from kitchen), buffet (guests serve themselves), family-style service
Soup
Appetizer
Salad and/or vegetable platter
Will there be a choice of entrees?
What about menu substitutions?
What side dishes will be served?
Assorted relishes
Bread, rolls, condiments, dressings
Beverages (at the table, open bar, by consumption at-the-bar, rolling, juice bar)
Dessert
Viennese table
After dinner drinks
Wedding cake (Included in the price? Additional cake cutting fee?
WAIT STAFF
Number of servers and bartenders
Ratio of servers to guests [1 server for every 8-10 guests is the standard]
How many servers will be required per each number of guests, and at what cost?
Dress code
MISCELLANEOUS
What rooms will be used?
Is the caterer familiar with the kitchen facilities and the reception room you have chosen?
[Food preparation is much easier in a familiar location.]
What items, if any, will the caterer provide?
[e.g., chairs, tables, flatware, dishes, glasses, linens]
Ask to see photos
Discuss coordination of colors.
Tableware and Linens
Does price include table linens, napkins, dishes, and glassware?
Ask to see samples, and, if you're consider rental, at an additional price!
Tables, chairs, etc.
Utensils & dishes
Paper goods
Party goods & religious items (e.g., matches, skullcaps, guest towels in restrooms, place cards, table numbers, candles, etc.)
Can the caterer recommend other professionals in wedding-related services?
Are there any discounts for packages?
[Professionals who have worked together before will be more familiar with one another's quirks.]
AFTER THE PARTY
Discuss particulars about any leftovers. Who will get them?
As your caterer to prepare a "Take-away Basket" for you to much on after the wedding.
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