Outdoor Wedding Reception Checklist

An outdoor wedding reception provides brides with the freedom to design and plan a reception that is completely their own. Free of the limitations of indoor venues, brides can customize the arrangement and decorations of their outdoor venue in whatever way they choose. As you plan your outdoor wedding reception, refer to a checklist so you do not leave out anything important. Making sure that every detail is accounted for will help to make your special day go according to plan.

Choosing a location for your outdoor reception can be a challenge because you must consider a large number of factors when evaluating each venue. The ideal outdoor reception location should be large enough to accommodate the size of your wedding, but should be somewhat enclosed by trees and other plants to make the venue seem more intimate. The perfect outdoor reception location will have plenty of level ground to set up the tent and dance floor and it should not be located at the bottom of a hill because if it rains before or during the wedding, the reception area may become muddy and soft.

While it may be nice to have an open-air reception, renting a tent or gazebo is a good idea for at least a back-up plan. Spring and summer weather can be unpredictable so it is best to have some sort of cover for guests if it does rain. In particularly hot climates, you may also consider renting a ventilated tent where your guests can retreat from the outdoor heat. Rent your tent or gazebo well in advance to ensure that you get the best quality for the lowest price and consult with the rental agency about what size you will need to accommodate the number of guests you are expecting.

Some outdoor reception venues may supply tables and chairs and may even set them up for you, but this may not always be an option, especially if you are having the reception in your own backyard. In many cases, renting and setting up the tables and chairs yourself can save you the cost of having the rental agency do it. Arrange the tables so there is adequate space for people to move among them while still using the space you have economically. The average table at a wedding reception seats six to eight guests, so arrange your tables accordingly.

When selecting an outdoor wedding reception venue, it is important to be sure that venue has access to the kinds of amenities you will require. Adequate bathroom facilities will be needed, as will space for parking. Check to make sure that there are enough electrical hook-ups available for lights and music and determine whether you'll need to rent a generator. It is also wise to select a venue that has a kitchen or at least some extra counter or table space for use by caterers.

The first decision you must make regarding the food for your wedding reception is whether to hire a caterer or to purchase and prepare the food yourself. If you have enough people willing to help, preparing the food yourself can be a good way to save money, but avoiding the hassle of having to do it all yourself can be worth the price charged by caterers. Serve a variety of foods in buffet-like style, offering your guests a selection of hot and cold dishes. Decide whether you want to serve alcohol and determine whether it is within your budget to hire a bartender or simply provide a bottle of wine or two for each table.

Having an outdoor wedding reception gives you the freedom to decorate as you choose, but it is wise to make use of the natural decor of the area -- the trees, shrubs and flowers. String lights can be an inexpensive way to add some charm to an outdoor venue without overpowering the natural beauty of the location. Renting an arbor, gazebo or water feature can add class and sophistication to the occasion and well-placed flowers and candles can contribute a subtle charm.

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