Texas weddings are spectacular any time of year, but spring weather means cool air, bluebonnets on the hillsides, and guests will want to take full advantage of being outdoors. Planning your wedding used to mean managing ceremony and reception space at a church or banquet hall, but lately we’ve seen venue spaces expand into massive ranches or sprawling backyards. But don’t let the aesthetics of a sunset ceremony fool you — behind every successful outdoor wedding day are hidden ounces of logistics.
We know event planners and project managers want your guests to focus on celebrating with the happy couple. With that in mind, we’ve created the definitive checklist for your spring outdoor wedding to ensure your couple and their guests can relax and enjoy every moment.
Guest Arrival Logistics | Parking
Weddings start long before you hear the couple say “I do.” They start as soon as guests arrive on your wedding day. It doesn’t matter if you’re renting out an empty field or have a full gated property; if parking isn’t sectioned off and readily accessible, it will become a choke point for guests attempting to find the ceremony site.
We recommend finding a flat surface that is well-drained for guests to park their cars. Make sure it’s a safe distance from the ceremony to avoid hearing car engines or kicking up excessive dirt and dust.
If your grounds are soft from spring rains, have your vendors budget in drop cloth protection or consider having valet services so they can maximize your tight acreage for a large guest list. Above all, make sure your signage is clear and concise so guests know where to drive. If your venue has a large distance between the parking area and the ceremony seating, consider providing a golf cart or shuttle service for elderly guests or anyone concerned about their dance shoes getting dirty.
Setting The Stage | Entertainment
There’s nothing worse than trying to hear your friend’s vows or the band booming through an outdoor speaker. Hideable but powerful audio equipment and directional microphones should be near the top of your outdoor wedding checklist. Concealed wiring and extra electrical hook-ups can help hide bulky speaker boxes.
As for entertainment, strategically placing your dance floor is important. Again, grassy knolls can be uneven: your DJ or band will likely need to rent a subfloor to build their decks on. It’s also important to plan for inclement weather, even if you don’t think rain will be an issue. If your dance floor isn’t underneath a permanent roof, be sure your entertainment has a “Plan B” tent or canopy they can move their equipment under in the event of an emergency.
And don’t forget about power! Large generators with sound insulation are typically used outdoors to prevent guests from hearing excess engine noise. It’s not very glamorous to string extension cords across your yard, so having hard power for vendors is an important part of dance floor logistics.
Set The Scene | Decorations
Mother Nature typically does a lot of the heavy lifting when planning an outdoor wedding in the spring. As we mentioned previously, uneven ground can wreak havoc on some decorations. Avoid lightweight centerpieces that could easily topple over in windy weather. Most coordinators prefer weighted vases or anchor their florals to the ground.
Lighting can also serve as a decorative element and provide additional safety for guests once the sun goes down. String lights, lanterns, and LED uplighting are great ways to transform a few trees into your own backyard cathedral. Don’t forget about flooring! Unless you’re hosting your ceremony and reception on pavement, your guests will be walking on grass or dirt. Consider using rugs to outline your aisles and lounge areas.
Additionally, if you plan to have guests dance or stroll on grass, rugs provide a softer surface for guests wearing heels.
Curate the Menu | Food + Drink
Temperature control and insects are some unwanted vendors you’ll want to keep in mind when catering outdoors. Don’t be afraid to have your caterers build a makeshift kitchen on casters or rent a screened-in preparation area. When it comes to spring weddings, we’ve found most couples like to keep their menus light: think salads, grilled meats, and cocktails with citrus ingredients.
Beverage stations should be abundant and as close to food service areas as possible. Although you want to avoid congestion, guests tend to stay out later during outdoor weddings, so it’s important to always have ice and cold water available. One item we always inform clients of is the proper disposal of glassware and cocktail napkins. Be sure to place hidden trash bins near your bar so guests can easily dispose of their items, keeping your venue glass-free.
Logistics | Portable Toilets + Sanitation
We cannot stress this point enough. Too many weddings ruin their budget by skimping on portable sanitation. Most residential areas aren’t built to handle 100+ guests using their septic system in a single day. By providing adequate portable toilets, you ensure that guests spend more time on the dance floor and less time waiting in line.
For weddings, we often recommend upgrading from the standard porta potty unit to portable toilets that are a little more luxurious. Portable restroom trailers are fully equipped with flushing toilets, drinkable water, full-length mirrors, vanities, and air conditioning. These can easily blend in with outdoor weddings while providing your guests the comfort they need to freshen up before taking formal photos.
Keep in mind as you’re researching portable sanitation rentals, that aisle placement is key. You want them on flat ground that’s accessible for a delivery truck, but far enough away that they aren’t in your main photo background. Additionally, most reputable portable sanitation companies will provide you with either an attendant on-site for your event or a pre-determined cleaning schedule. Both options will keep your restroom trailers cleaner for your wedding.
Clean-Up Included | Trash & Leftovers
Trust us when we say your outdoor venue will probably generate more trash than you initially anticipate. From catering boxes to abandoned programs, there’s always more trash at the end of the day than you’ll expect. Be sure to place classy, theme-based lids on all of your trash receptacles and schedule team members to empty the cans throughout the night.
We also recommend choosing a centralized location to collect all large trash items before disposal. Doing this will allow you to break down your venue quickly and efficiently in the morning.
Choose Texas Johns For Your Outdoor Wedding Needs
No one plans the perfect outdoor wedding overnight. It takes countless hours of preparation and attention to detail to create your vision. Texas Johns has partnered with countless wedding planners and couples just like you to help make your outdoor wedding day one to remember.
From real-time consultations to portable sanitation pick up, our team can provide you with the same level of service for your special day that we do for millions of gallons of waste every year. We offer porta potties, as well as luxury portable restroom trailers for black-tie weddings.
Take Texas Johns portable sanitation rentals off of your outdoor wedding checklist and experience portable sanitation that rivals 5-star hotels.
