9 Tips for a Fabulous, Smaller, Outdoor Wedding

Today, many couples are skipping large venues and choosing more intimate, smaller gatherings - in a backyard, on a farm, just about anywhere! And they're saving some money in the process. (What married couple doesn't need some extra cash?) Here are some "tech tips" for creating the perfect day, that you, and family and friends, will remember for years to come.

Here are some things to consider as you look for the perfect spot to host your big day:

1. Is power available?

If you're planning to use decorative lights or a sound system, you will need power. If you're only inviting a handful of people, you may not need a sound system - but remember, your ceremony is important. Any spoken words, your vows, and music should come across crystal-clear. Cars, trains, airplanes, lawn mowers, even wind can affect your guests' ability to hear.

Power (outlets) should be available within about 100 feet of where you want to hold your event. It is possible to run extension cords up to 200 feet, depending on conditions. Avoid running sound equipment and your lighting from the same outlet. Try to use two different circuits. Power must be tested before the wedding. Outdoor safety (GFI) outlets can go bad or "trip" - even if nothing is wrong.

The other option if power is not available, is a generator. There are models (Honda, for example) that are extremely quiet - and you can run a long cord and put it behind a barrier, like a shed. If you decide to run a generator, you will still probably hear at least a faint hum. If you're recording video, this could make it on to your video as well.

2. Written plan/schedule:

A smaller outdoor event may seem more casual, but you still want it to go perfectly. Not having the music play when the bride is ready to walk down the aisle, or having the wrong music play, or screechy feedback, or wind noise, can ruin a ceremony. Come up with a printed schedule, for both your ceremony and your reception, and get these distributed to everyone who is helping with your wedding. Try to finish these at least two weeks in advance.

3. Streaming?

Just because you are having a smaller event doesn't mean that other friends and family can't share your big day with you. Consider live-streaming your event. Streaming can be tricky so it's important to use experienced professionals who can walk you through this process. Ask to see examples of other events where they have provided streaming. We don't recommend streaming over wi-fi. Only use wired internet (using an ethernet cable). It's important to do an internet speed test well before the event. (see www.speedtest.net)

As far as your streaming platform (where people watch your event), there are lots of choices. We've had great luck with Facebook Live - sharing on one account for the bride's side of the family and a different account for the groom's. Facebook live will allow people to sign up for the event, receive reminders and even post comments, plus you'll have an instant video on Facebook when your wedding is finished.

4. Rehearsal

Anyone involved in your wedding needs to be at your rehearsal. Your sound tech should bring at least some equipment, including a wireless mic, so that your wedding coordinator can be heard when directing your wedding party. This is a great time to make sure everything works - power connection, where everyone will be located, and more. If you have musicians, go ahead and have them come too, if possible.

We like to be on site about four hours in advance, on the big day. Sometimes we will do sound checks with any musicians at that time, but sound checks should be wrapped up at least one hour before the ceremony begins.

5. Wedding Coordinator

It may seem that, with a smaller event, you wouldn't need a wedding coordinator - but hiring a coordinator who is recommended, can be money well-spent. The big question is - for your rehearsal and on your big day: who will be your go-to person? You certainly don't want everyone coming to you (bride, groom, parents, etc.) with questions. You want to be free to experience your special day. In our area (South Metro Atlanta) we have worked with Katie Denyes . Working with her is always a great experience - highly recommend.

6. Parking

So you found the perfect barn and have permission to use it - don't forget parking. 100 guests may come in 60 cars. We had a family wedding on some farm property with a beautiful little barn. The owner of the neighboring property allowed everyone to park in his field. You want cars to be out of the way of your ceremony and/or reception, out of the way of your guests, and out of your pictures.

7. Ceremony / reception locations

How far will your reception location be from your ceremony? If they are both in the same location, or very near each other, then your sound company or DJ can use the same equipment with minimal moves - which should save you money. If they are on the same property but farther away - equipment will either need to be moved (which can take time) or two different systems will need to be used, which can increase costs. If your ceremony and reception are in two completely different locations, then you will probably need to work with two separate sound teams and two systems, one at each location - all of these decisions will impact your budget.

8. Back-up plan

In our area, weather can change in moment's notice. If you are planning an outdoor wedding, make sure you have a backup plan. Some venues offer both outdoor and indoor spaces. If you are renting an outdoor space, make sure that the indoor space will be available on short-notice if the weather isn't cooperating. Of course it's better to have you outdoor and indoor spaces at the same location, but if that's not possible, you can consider a backup in a location that's a short distance away, for example, your wedding is planned at a park but you have your church reserved nearby, just in case it rains. Make it clear to your guests what your plans are - the location of your wedding as well as the backup location and where you will make an announcement online, shortly before your wedding, if you will be using your backup location.

Of course, large tents are a great option. Many have their ceremony outdoors, and rent a tent for their reception. If you don't have too many guests, you can also have the ceremony in the tent if the weather is bad. Working with honest and reliable vendors will make all the difference. In our area (south metro Atlanta) we highly recommend Classic Canopies for tent, table and chair rental.

9. Lighting

What is the mood of your ceremony? How about your reception? Think through what kind of lighting you'll need. If you want to have an evening ceremony outdoors with millions of twinkle lights, make sure that your wedding starts when it's dark outside. You may look at a venue in the winter, when it gets dark earlier, but if your wedding is happening in the summer, it gets dark much later. It's a good idea to have your rehearsal at the same time and place as your wedding, that way you can make sure that your lighting is just right - making any final adjustments if necessary.

Consult with your photographer and videographer as well - they will have suggestions about how to get the best lighting for your pictures and videos. Also remember: lighting requires power. If possible, make sure that your lighting is not on the same circuit as your sound equipment. Good vendors can help you with this.