7 Tips for Successfully Planning a Backyard Wedding

If you have a meaningful family property with plentiful space, you’re probably already wondering if you can host your wedding there. However, as wedding planners, we know that successfully planning a backyard wedding isn’t for the faint of heart. Pulling one off takes a lot of work and a healthy budget! Still, with our expert guidance, you can navigate the logistics of hosting such a special event on your property.

Becca and Neal tied the knot at Becca’s parent’s property in Sunriver, Oregon. Sitting right on The Deschutes River, they both knew it would make the perfect site for their wedding. They hired us to plan the event from start to finish! Their day went off without a hitch, and it couldn’t be a better example of a backyard wedding. But before you commit to hosting your own, there are a few tips you should know about.

Ponderosa Planning - Oregon Wedding Planner

Hire a Planner

When it comes to planning a backyard wedding, hiring a planner is always money well spent. Although we’re admittedly biased, this is our top tip because it should also be the first step in your process. You’ll save thousands by hosting your wedding on private property instead of booking a venue. However, you’ll also be taking on a massive logistical puzzle that only a seasoned planner can help you successfully navigate. By hiring them first, you’ll ensure someone can walk you through each stage. Consider it an insurance policy on all the other money you’ll spend!

Let the Space Dictate the Guest List

Start by identifying how much space you have on-site to accommodate guests. What size tent will fit? How much parking is there? By setting a realistic guest count up front, you won’t box yourself into a corner after you’ve already made the guest list and sent out save-the-dates.

We visited Becca and Neal’s wedding site at the start of their planning process and discussed how many guests could realistically park there. We also determined how much room the property’s barn had for tables and a dance floor. This visit was a crucial first step toward planning a backyard wedding at their unique property! Once we toured the site, we were able to sit down with the couple to discuss the layout, as well as how many guests we could have attend so they could create their guest list.

Take Advantage of the Flexibility

Skipping a traditional venue affords you much more flexibility when planning your timeline and décor. Utilize it! One of the best benefits of planning a backyard wedding is 100% accessibility to the space. You can use this to your advantage by planning DIY projects that would otherwise be impossible!

For example, Becca’s dad built and installed a custom lighting feature for their wedding that took days of preparation. Not only did they save money by doing it themselves, but most importantly, they had sufficient time to complete the project before their special day.

Prepare for Hidden Costs

Although you’re saving TONS of money on a venue, some elements of the day will cost extra since your booking fee would typically cover them. Examples include landscaping (if necessary), additional signage, bathrooms, service staff, a generator, and more. If your space does not have a tented area, you will also need to consider the costs of adding in tents. And keep in mind you will not just need one tent! If your space does not have a large enough kitchen, the catering staff will need their own tent. You might also want a third tent for cocktail hour if it rains. Your planner can help you set a realistic budget that accounts for all these hidden costs—another reason tip #1 is essential!

Have a Covered Reception

Even if you’re planning a backyard wedding in the summer, we HIGHLY recommend having your reception indoors or underneath a covering. Oregon weather can be unpredictable, especially at higher elevations, and your guests will likely need shelter from the elements at some point. Planning for the worst-case scenario from the beginning is worth every penny! For example, if you plan to use a tent, you can intentionally design the interior to make it a cohesive part of your day instead of stressing and scrambling at the last minute.

In addition to unpredictable weather, another reason it’s crucial to have a covered reception is that your property hasn’t been “field-tested” as a venue. That means we won’t know how the elements will impact your guests or decorations until it’s too late. The sun could be surprisingly intense, or a surprise thunderstorm could ruin your tablescapes. Luckily for Becca and Neal, their property had an on-site pole barn where they held their reception. Their wedding day was unseasonably cold, so everyone was grateful for the indoor option!

Provide Amenities

Part of successfully planning a backyard wedding is investing time and money to prepare your property to accommodate a large-scale event. Try to anticipate the needs you and your guests will have on your wedding day. Then, consider whether or not there are facilities suited to meet those needs on the property already. If not, you’ll need to provide them! Examples include a ceremony space, parking, bathrooms, and utilities like running water and sufficient electricity. We have planned many outdoor events that required us to source all of these additional amenities, so rest assured we can help you with all of them!

Boho wedding flower arch with dahlias, roses, and pampas grass

Don’t Host

Your wedding may be on a family property, but this isn’t the time to enlist every uncle, aunt, and cousin to try and pull off the event themselves. Instead, hire professionals to handle all time-sensitive elements like chilling and serving beverages, directing parking, setting tables, and directing the caterer. A day-of coordinator is a great option to alleviate the burden on you and your families so you can enjoy the day! While it may difficult for some family members to relinquish control (especially if this is their home), we promise it’s best to leave most things to the pros. Initiate open discussions about this beforehand so everyone’s on the same page!

We hope these tips for planning a backyard wedding have cleared up all the do’s and don’ts and grown your excitement about your own! Ready to party like a guest on your special day?

Let us do the hosting