Backyard Weddings & Things to Consider
With any wedding, there are dozens upon dozens of decisions to be made. This increases even more when considering a “backyard” wedding. Although it is more than possible to host a backyard wedding, and it could possibly save you money, below are a few key things to consider before making your final decision.
1. Tables and Chairs
You will need to rent all of your tables and chairs. This is an expense that adds up quickly!
The approximate rental price for a standard chair is $5 per chair while a standard table rental (seating 8 guests) costs $12 per table. Determine how many guests your selected table size will accommodate, and calculate the number of tables you will need to rent for your guest count.
With a guest count of only 100 people, the cost would be $728 ( plus tax and delivery) for chairs, guest tables, and welcome, gift, food, drink, cake, and bar tables.
2. Event Space and Table Layouts
Planning your event space and designing a table layout ahead of time will be essential. Check specific things that might impact setup such as whether or not the ground is level. You may also need to know the location of septic lines and underground electrical lines.
Will you have space to accommodate your DJ and caterer and their needs? What equipment will they be bringing and how much space will they need?
Do you need to bring in porta-potties? If you have a guest count of 25 people or more, the answer is likely “yes.”
Do you have a source of electricity for lighting, DJ, caterer, etc? Event equipment may require more amps than a traditional outlet. You may need to rent a generator - or two.
Who will be maintaining the grounds before the event? Watering, mowing, weeding, landscaping, etc. will all need to be done in the months, weeks, and days leading up to your wedding. The grounds need to be sprayed for bugs so that you and your guests don’t walk away covered in ticks and chigger bites! Adequate pest control requires more than one spray. You’ll need to start applications 2-3 months prior to your event. You may also need to consider what to do for mosquitos.
3. Inclement Weather and Rain Plans
What’s your rain plan? A tent will need to be rented for protection in case of rain - and possibly as shade for your guests. Renting a tent with sides is best for rain. Even with a tent, consider the condition of the ground. It will more than likely become muddy and water/mud will likely run into the ceremony/reception area depending on the terrain. This would require you to rent some sort of flooring to place over the muddy ground not only in the ceremony/reception area but also as a walkway to this space. The approximate cost for a tent for 100 is $1,050 (plus tax) including setup and teardown.
Will you need propane heaters or fans to keep your guests comfortable throughout your event? If it ends up being an especially warm or cold day, having fans or heaters will be necessary to keep your guests comfortable.
4. Parking
Parking is something that can easily be overlooked but is extremely important! If you’re considering a backyard wedding, you probably have a ceremony and reception spot already in mind, but is there a spot for parking as well?
Is street parking allowed and is there enough space for your guests to do this?
If guests will be parking on the grass, it will more than likely cause damage to the grounds. Limited space could be an issue as well.
If there is a hard rain, a grassy parking area may need hay spread over the ground to keep cars from getting stuck.
If guests are parking off-site, shuttles will be needed to transport guests to and from the wedding site. It will also be helpful to have someone manning the off-site parking spot to greet guests and direct them to the shuttles.
5. Liability insurance
Professionally run venues carry liability insurance at a higher level than most homeowners. If your event space is on raw land, the owner may not have liability insurance at all. Homeowners will need to check their policies to see what’s covered.
Check with your vendors, especially the caterer and bartender, to make sure they also have liability insurance.
Additionally, will you need a permit from your city/county to host an event of this nature? There may be zoning issues, fire codes, and noise and health department regulations to consider.
6. Trash
Weddings produce a lot of trash. What will you collect trash in? When receptacles are full and need to be emptied, where will you put the trash from those receptacles?
When hosting a backyard wedding, you will not have the expertise and background experience of an onsite venue management team to assist you in executing your big day. The importance of venue management cannot be overstated. SCFR venue management personnel can assist you by:
Recommending excellent vendors ahead of time.
Providing event hosting/planning tips.
Providing you with tips on the best use of venue space and efficient logistics.
Providing you with measurements you will need for the arbor, etc.
Providing table layout options and calculating exactly how many tables you will need for your guest count.
Maintaining and cleaning the event facility prior to your arrival.
Maintaining the grounds around the venue prior to your arrival.
Setting up tables and chairs then tearing them down after the event.
Directing vendors as they arrive to set up.
Addressing issues and concerns regarding the venue space that may arise during your event.
Providing staff during your event to stock and restock restroom areas, remove trash when receptacles are full, assist with parking, address maintenance issues, deep clean the venue, haul trash to the dumpster after your event, and make sure the venue is ready for the big moment.
