How to Plan an Outdoor Wedding Reception

Ideas & Inspiration

How to Plan an Outdoor Wedding Reception

Take it outside
When Laurie Paul and her fiancé were planning their Tucson wedding, they knew they wanted to have it outdoors. “We love the distinctiveness of Tucson, and part of that, of course, is that it’s in the Sonora desert,” she says. “We really wanted to showcase that element of Tucson, especially for our out-of-town guests.”

They chose to have their ceremony and reception at Tucson Botanical Gardens. “When we got there, everyone walked through the gardens and there were a lot of flowering plants,” Paul recalls. “The garden had this beautiful calming vibe. It was really lovely and peaceful.”

After the ceremony, they prepared to start the outdoor reception—but Mother Nature had other plans. “It started to rain harder than it had ever rained in Tucson,” Paul laughs. “It hadn’t rained on that day—March 17th—for something like the last 98 years.”

Time for Plan B. “We picked up the tables and moved them inside. We were just barely able to fit the guests plus the food plus the string quartet.” They even had to split the quartet up—violins on one side of the room, violas on the other.

The indoor location was the back-up plan, but they hadn’t seriously thought they’d need it. “We thought—if we absolutely have to—we could fit everyone inside, but we were convinced it wasn’t going to rain. It wasn’t monsoon season!”

Everything turned out fine. “It was very intimate and actually very fun,” she says. But the story illustrates why you should always have an alternative, even in sunny Arizona. “Have a good contingency plan,” Paul advises. “And make sure there’s someone who knows what the contingency plan is—someone you trust who can put it into effect.”

Beating the heat
Warnings aside, Arizona is a great place to take a wedding outdoors. Asked about great Arizona locations for an outdoor reception, Amy Mancuso, of Amy Mancuso Events, laughs. “Oh my gosh, is there anyplace here that isn’t?”

Karen Doan, of Karen Doan Events, agrees that Arizona is pretty outdoor-friendly for wedding receptions. “We’re so blessed, because we don’t have problems with bugs, and we don’t have rain for something like 330 days a year. We really have an amazing climate for outdoor events.”

For most states, summer is the popular time for outdoor receptions, but in Arizona, the reverse is true. “We’re almost like a school year,” says Mancuso. The wedding season is September to June, “because July and August are so hot. That’s when it really slows down.”

Brides can use this to their advantage. During the summer, Mancuso points out, “resorts have amazing deals and offers because it’s a slower time. You can have an amazing wedding at a fraction of the cost.”

Also keep in mind how much the climate varies within the state, too. During the summer, Flagstaff in northern Arizona might be an appealing outdoor reception location since it’s quite a bit cooler.
And don’t forget how much temperature dips at night, especially at higher elevations. Doan strongly advises clients to think about timing: “For a May or June event, start the festivities later; evenings can be very pleasant. If you want a February wedding, start earlier.”

Preparing for an outdoor wedding reception
If you’re planning an outdoor reception for a warmer day, there are plenty of ways to ensure comfort for you and your guests, such as providing portable mist-sprayers or handing out portable fans to guests. (One creative solution Mancuso suggests is to have ceremony programs that double as fans.)

You can also rent a canopy to shelter everybody or provide bistro umbrellas at each table. “We’ve even given out beautiful parasols to the guests,” says Mancuso.

The key is to make sure your guests know the wedding will be outside, so they can plan accordingly. For example, Mancuso suggests checking out the parking facilities: “Is the parking in gravel or dirt? If so, you might want to warn your guests to arrive in comfortable shoes.”

Certain scenic locations might also require a short hike, so make sure your guests know to come dressed appropriately.

Hosting a wedding at home 
Doan points out that the majority of outdoor receptions are held at a private home. Is that a less expensive option? “That’s a yes and no answer,” she says. Mancuso notes that the expense of a wedding at a private home depends greatly on “what’s available and what you have to bring in.” You may have to rent additional chairs and tables, as well as tenting. You’ll almost certainly have to bring in your own power supply: “A generator is an absolute must,” says Mancuso.

Other questions to ask about a private location: Is adequate parking available? Are there enough bathroom facilities? Is the party accessible for people in wheelchairs? Some of these issues can be resolved by additional rentals, such as bringing in Porta-Potties or even building your own ramps for wheelchair access. But these extras, of course, can add to the expense.

Newlywed Renee Angle speaks from experience, as she hosted an outdoor reception in her own backyard. “It was a huge do-it-yourself affair,” she says. “We rented Porta-Potties and all the tables and chairs. We did a lot of home improvement in the months leading up to the wedding, so it added a lot of work that you wouldn’t have had if you’d rented a space.”

Ultimately, Angle and her husband found it rewarding. “It was nice to get married in our own house and in a space we had worked so hard on,” but, she adds, “I didn’t realize I would be doubling the workload.”

Doan agrees that a wedding at a private home can take more energy. “It’s twice the work because you don’t have the extra layer of help you take for granted [at a venue].” She notes, however, that weddings at private homes are “very warm and personal; it’s worth the extra effort to make it your own.”

Decorations, naturally
One of the advantages of an outdoor reception is that all sorts of décor themes can be complemented by a natural setting.

Doan points out that vintage and homemade themes are currently very popular, and this style fits in well with an outdoor backdrop. She gives examples of recent vintage decorations, including a chandelier made of Coke bottles, burlap tablecloths, and vintage coffee and cigar tins to hold flowers.

Angle’s wedding featured homemade decorations, including a canopy made out of water bottles that her mother and sisters made for her.

Ultimately, whatever design scheme you choose, “your event should be complemented by the surroundings,” Doan notes. “Whenever you’re outdoors you want to enjoy the setting.”

Flexibility is key
The rewards of an outdoor reception can be great, but “you’re working with Mother Nature,” Mancuso cautions. “You’ve got to be flexible.”

Doan agrees. “You can’t beat Mother Nature, so you have to work with her.” It’s wise to lay the back-up plan well in advance. For example, it’s a good idea to get measurements for a tent taken, no matter what the weather forecast is. “Have those vendors in early,” Doan advises, “so when the week arrives, you’re not starting from square one; you’re already working with somebody.”

Above all, keep an open mind and a sense of humor. Laurie Paul has fond memories of her outdoor wedding and rained-out reception. “Turn bad weather into fun and laugh about it,” she says.

Before you get married at home...
If you’re getting married at a private home, keep the following tips in mind:

• Noise Renee Angle and her husband printed out a flier and handed it out to the neighbors, notifying them of the wedding. “We got several phone calls saying thank you,” she says. It’s also a good idea to check with local authorities to see if there are any official noise restrictions.
• Parking See if any local schools or businesses will let you arrange to share parking, so you don’t have to rely on street-parking alone. 
• Insurance Most homeowner’s insurance will cover events, but a wedding in a more public area, such as a park, may require extra coverage. Many vendors also carry insurance. 
• Wind “Table numbers and placecards should be secured,” advises Mancuso, “as should napkins and linens.” Similarly, if you have a live band, make sure their equipment is well-secured and unlikely to topple over. 
• Cleanup “If I could do it over again, I probably would have hired more help to clean up,” Angle notes. Many caterers bring trash bins, but make sure there’s a plan for the post-party mess. 
• Porta-Potties “Think about the logistics of where people are entering,” says Doan. “You don’t want people to enter the house and pass a Porta-Potty.” If you’re worried about guests getting lost when it gets dark, you can use votive candles to lead the way. You can also put a table with toiletries outside the Porta-Potty, to make the experience more luxurious. Plus, Doan notes, “Many Porta-Potties these days are surprisingly nice.” 
• Candles If you’re worried about having live flames outdoors, you can use battery-operated candles that still give the ambiance of candlelight. Find them at places like smartcandle.com.
• Permits You might need a special tenting permit, but most open-air events don’t require one. Be sure to check with your city though.

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