How to Host a Backyard Wedding
Mini cheesecakes instead of a wedding cake.
Are you getting married soon? If so, congratulations! Weddings are extravagant and expensive, but they don’t have to be. A backyard wedding sounds pretty easy and less expensive, right? Throw in Mother Nature and plan it during winter or the dead of summer to add extra fun.
I recently photographed a backyard wedding, and to say it was my favorite thus far is an understatement. It was a December wedding, and I secretly hoped for snow. We didn’t get any snow, but it was a perfect day nonetheless.
When the bride contacted me with only a few months before the day, with a theme of fairytale meets Lord of the Rings and some nerdiness sprinkled in, I said YES! I would have moved mountains to make it to this wedding.
The first dance was magical.
She looked like an elven princess; the groomsmen had the coolest tie clips, and the bridesmaids carried wands. The seating chart was sorted by Star Wars planet names. Yes, yes, yes! I loved every detail down to the ring box.
I will share more photos in a bit, but I wanted to make this post for anyone planning a backyard wedding. This couple planned everything, including a plan B in case the weather didn’t want to cooperate.
Let’s go down the rabbit hole of hosting a backyard wedding, whether it’s your own wedding or for another family member.
I’ve compiled a list of “Need to Have” and “Nice to Have” items. This isn’t the end all-be all list, but it’s a nice start. It’ll hopefully get you thinking creatively in terms of your own backyard bliss.
Need to Have
The tent complete with chandeliers.
Space Heaters/ large fans. Think heat, cold, and humidity. If it’s going to dip below 60, space heaters are a must. Everyone has different cold tolerances. Those dancing the night away might not get cold. But, older folks often get cold quickly. Large fans are a must for summer weddings. The air can get hot and sticky, and fans help circulate air and keep everyone cool.
Tents. This is a must for a wedding in the summer or winter. A tent will help keep the sun off faces during summer and retain the warmth during winter. A shelter is a must. Party rental companies come out a day or two and set up for you, and they come the day after the wedding to tear it down. They usually offer other party supplies as well.
Parking. For a backyard wedding, ample parking is a must! If you live in a rural area, parking may not be much of an issue, but if you live in town, it can be a pain. Assign a couple of family members to act as parking helpers. Please notify your neighbors about the upcoming event ahead of time. Some may even be out of town that weekend and let you use their driveway. If there is a certain area you want your bridal portraits in, make sure nobody parks there. And, encourage folks to carpool as well.
A planner. This does not have to be an official wedding planner. It can be Aunt Jo, who loves party planning. It helps to have one person in charge to keep everything running smoothly. The vendors can report to this person for extension cords, outlets, where to drop off the cake, or if the photographer needs to get inside the locked house. She can assure everything runs on time.
Porta Potties. Nobody likes toilet talk, but here we are. You will not want 120 people going in and out of your house to use the restroom. If you have a septic tank, this is especially not a good idea. Have a set of potrabltes delivered and if they come with a handwashing station, you get big bonus points! If no hand washing station is availbale, set out a bottle of hand sanitizer, pack of baby wipes, and roll of paper towels. It’ll be better than nothing.
DJ. I know they can be pricey, but this person keeps the dancefloor alive, all night. They can make announcements, set the stage for toasts, lead games, and more. I always tell my own kids when it’s time for them to get married, I will get a good DJ. You want a professional one too, not cousin Barry, who brings his iPod and one speaker. Or, hire a band! They’re lots of fun too.
A photographer! Ha, did you think I wouldn’t list this one? You need a professional photographer who can take your photos, come up with creative ideas, and is pleasant to work with. They should have a good backup system in place as well. When I planned my wedding, I chose an inexpensive photographer, I didn’t think photography was important. My, how times have changed. Well, she didn’t use a hard drive to back up the photos, they were on her laptop- but, the laptop died, and she could only retrieve a few thumbnails of my wedding. Therefore, I have no wedding photos. However, I did place disposable cameras on the tables because it was a fun trend in the early 2000s. They’re mostly of people’s butts, my nephew’s taking photos of my neices, and everyones heads are cut off. Womp womp. Lesson learned. Hire a good photographer!
Tables, chairs, and all the important things. You need to have spots for guests to sit, eat, put their feet up after dancing, and keep jackets and purses. You can use the chairs twice, too. Have a handful of strong friends move the chairs from the ceremony area to the reception area. I’ve seen this done a few times. Here’s a detail tip: make sure all tables are covered with tablecloths. Nobody wants to see a scratched-up plastic table. When you rent everything, ask for a few extra tables and tablecloths, just in case. It’s better to have them and not need them, than need them. and not have them.
Space. This might sound silly, but you want enough room for guests to move around. And not just for dancing. They need to be able to walk freely between tables and around the food area, and to the bar and back. Make sure there are adequate exits for guests to go in and out. Rent an extra tent or a larger size if space will be tight.
Food and drinks. This is important. You can be as fancy or as simple as you want in the food department. Hire a catering company to come in and serve guests, have a buffet of ribs/chili/baked potatoes and rolls, or ask a few church members who can make enough food for a big crowd. Either way, you need to have something for the guests to eat. I go in depth on the beverage side down below. Food can be costly, espicially these days. Just make sure there’s enough food for everyone. Nobody will remember your first dance, or the centerpieces, but guests will remember if the food was bad and if there wasn’t enough.
Seating Chart. I will die on this hill. Nothing is worse than going to a wedding or event where you don’t know anyone, and finding an open seat is a nightmare. Meeting new people is fun, but it can be difficult for many. Please create an assigned seating chart. As the evening progresses, people will change seats and that’s fine. But, it’s nice to have a seat to place your things right after the ceremony.
The rings! These are always my favorite detail of any wedding.
Nice to Have
These are things that you can do without but are really nice and convenient. These are nice to have.
Cake. Yes, a wedding cake is synonymous with a wedding. However, if you’re on a budget, you can go with cookies, cupcakes, mini desserts, pies, or even cheesecake! Did you know that foam cakes are a thing as well? Yep, you can ask the baker to create a fancy cake from foam- it’s decorated with icing, just like a real cake. This can be for your main cake. Then, have sheet cakes in the back or inside the house. Have multiple helpers bring out slices of cake to give guests.
Real flowers. Flowers smell wonderful, yes. They are absolutely beautiful and create such charm and drama as decor and for the bouquets. However, silk flowers are just as pretty and a fraction of the cost. They can be used over and over as a bonus, too. Use the same ones for the bridal shower if you want. Have you ever thought of using dried flowers? This wedding had dried floral bouquets, and they were simple and elegant.
Bar area. Everyone will be in and out of the bar all day/night. This is nice to have because you can make it as extravagant or as easy as you’d like. Have the bar area in a different spot from the food. If you’re hiring a bartender, they will most likely bring their own setup. If you’re doing a self-serve type bar, make it easy. Have a few mixers, three to four liquors, and a few sodas. You can create a simple menu of the bride and groom’s favorite drinks. People will figure it out. Have ice chests with water nearby. Someone can be in charge of refilling the beverages. To go the easy route, have ice chests of beer, seltzers, soda, juice bags for kids, and water. You could even set up lemonade and iced tea dispensers with plastic cups. We put two bottles each of red and chilled white wine at every table. Don’t forget bottles of sparkling cider for those who don’t drink alcohol, for toasts.
Gift bags for kids. If you plan on allowing kids at your wedding, have goodie bags for them. Grab small paper gift bags (they stand alone, so it’s easiest) and fill them with fun trinkets. Tiny coloring books with a four-pack of crayons, bouncy balls, Chinese yo-yos, ice cream shooters, little puzzles, etc. Have these ready and place them next to the guest book sign-in. Make sure to put up a sign to let people know what they are. Make a few extras for the “big kids.”
Favors. If you’re on a shoestring budget, don’t worry about giving favors to guests. If you want to give something, put small chocolates at each place setting.
An extra seat for the dearly departed. If Grandpa Joe passed recently and meant the world to the bride, place an empty spot for him at a table. It’s a sweet way to show you miss him and wish he was there.
Bubbles make great favors.
Hosting a backyard wedding can be fun and painless. Delegate jobs to people, everyone is usually happy to pitch in. Have a few systems in place, and your backyard wedding will be pure bliss.
I’m sure I missed a few things that are “needs” and “nice to haves,” share your tips in the comments below.
Thanks for hanging out and goodluck with your own backyard wedding!
Cheers,
Annette
Thank you card idea for bookworms.
