The Ultimate Outdoor Wedding-Planning Checklist and Timeline (2024)

While planning an outdoor wedding follows the same basic outline as an indoor or multi-space event, an al fresco affair does come with a unique set of challenges. Between bad weather, unseasonably hot sunshine, uneven terrain, and rustic locales, couples, planners, and vendors generally have to invest a bit more time to ensure the outdoor elements don't get in the way of a beautiful celebration. Meaning, preparation is key when hosting this type of event, as well as paying close attention to the details.

Luckily, we did the initial legwork for you so you can easily plan your outdoor wedding without a hitch. From providing power sources and making sure your cake doesn’t melt to lighting pathways and keeping your updo sleek (not windblown), we asked planner Kiersten Rooney (and her team) from LB Events Planning and Design and planner Kelly McWilliams to share a timeline of to-dos that will make your al fresco celebration run smoothly.Here's everything the experts want you to know.

12 Months Out

With one year until the big day, you should have your sights set on finalizing the main details that are essential to your event, like your wedding date, venue, and caterer, among other wedding-planning tasks.

Choose a Season

Setting your wedding date is one of the first tasks you need to check off your list, and if you’re hoping to hold any part of your event outdoors, put careful thought into the season—not just the month. “Rain is not the only form of weather to consider,” explains Rooney. Think about all types of conditions—hot summers, gusty autumns, humid springs—and what’s typical for your location, then choose a date based on when you might have the best climate for your outdoor celebration.

Figure Out Your Timeline

Once a season has been confirmed, the first thing Rooney’s team looks at when securing an exact date for an outdoor celebration is the local sunset time, which serves as an anchor point for the rest of the wedding day timeline. “We typically like for our co*cktail hour to be during daylight hours to eliminate the need of lighting an area that will only be utilized for an hour; we usually want our guests entering the reception space at just about dusk for a super magical transition from afternoon to evening,” she says. “Remember, the sunset time changes throughout the year—will your wedding be before or after daylight savings?”

Secure an Adaptable Venue

Planning an outdoor wedding requires a venue that can accommodate a last-minute change in plans. “If we are looking at an exclusively outdoor venue, you want to consider a rain plan from the start. Ensure that your venue would have the capacity to tent or pivot should rain or drastic weather be in the forecast,” says Rooney. “Have the conversation with your planner and rental company about what sort of tents are available should you absolutely need one, what is the availability like, and when is the latest to either add it or cancel it.”

Choose a Caterer

For those who are hosting a wedding in a fully outdoor space, where a caterer will need to prepare food without an existing kitchen, look for a company with relevant experience, menus, and tools. “Ask if they have a self-sufficient kitchen, like a catering truck, or if they have experience working in a build-out kitchen (a kitchen rented, brought in, and built from scratch just for your big day),” advises Rooney. “Ask what types of food services they offer: Do they have experience doing plated dinners, family-style dinners, and buffet-style dinners, all outside? Do they specialize in any cooking styles that lend themselves to the outdoors specifically, like an open grill or barbecue?”

What's more, if you have a specific menu in mind, find out if the preparation is doable with their equipment. “They can lead you to the menu items that are best for outdoor events. For example, fried or frozen items rarely do well outside. Basically recognize that not all foods are good outdoor foods,” explains McWilliams.

Envision the Event's Entertainment

An outdoor wedding can be a formal, plated meal under the stars or a casual backyard barbecue; knowing what you have in mind is key to choosing your entertainment. “Define the vibe of your day: Is it casual or classy?” asks Rooney. “This will narrow your options as you decide between lawn games or live musicians (or both!). Dream up custom corn hole boards with your monogram, or research a live band to play during co*cktail hour. Are fireworks in the budget? Do you want a silent disco at your reception? Think about entertainment as the way to engage guests in the fun and beauty of your day.”

Settle on an Aesthetic

Think about how your chosen outdoor area will complement and inspire the rest of your design decisions, from florals that match the gardens to a gown that refers to nearby architectural details. “Your outdoor space will either be a total blank slate (think: wide open lawn) or have surrounding landscaping/buildings that will help set the tone and enhance your wedding brand,” notes Rooney. “For example, if your reception is taking place in the backyard of a Spanish estate, make sure your design aesthetic is in line with that Spanish style.”

6 to 8 Months Out

As time starts to inch closer to your wedding, it's important that you lock in the more detail-oriented logistics of your big day.

Plan the Logistics

Between six and eight months out, you’ll need to attend to all the practical logistics of holding your wedding outdoors, including catering setups; power needs—both what your venue can provide and what your vendors require; lighting for social spaces, walking paths, and transitional areas; and restrooms (which require power and water). This means planning everything from the required length for the band’s extension cords to how the caterers will keep your Champagne chilled. “Check your vendor contracts for outdoor requirements,” says McWilliams. “Most vendors have stipulations in place for working outdoors. This could include things like providing shade from the sun, tarps in case of rain, or ground covering if you’re on the beach.”

It's also recommended that you decide on any rentals you might need to bring your celebration to life. “Bringing in rental structures, like an open-air tent or overhead string lights, will help define your reception space as well as add ambiance!” says Rooney. “It is important logistically and aesthetically that your outdoor wedding space is clear and defined. These large rental elements will also make big design impacts.”

Consider a Backdrop

Decide where you want the focal points of your ceremony and reception to be, and whether you need an arch or another backdrop to accent them. “If there is an eye-catching view on the property (mountainscape, lake/pond, etc.), consider using it as the ceremony backdrop or placing your head table with that as the background,” says Rooney. “Take advantage of the natural beauty and then use rentals and/or florals for an extra pop and customized personality!”

Finalize Your Invitations

As you finish and send your invitations, include important dress code details related to your outdoor wedding—like whether guests should prepare for cooler evenings or walking across grass. “This can be incorporated in a clever way in the attire section—for example, say ‘Garden Formal’—or you can be even more direct on a details card, asking guests to bring a shawl or wear appropriate footwear for a reception under the stars or on grass,” says Rooney. “You can get even more specific on a wedding website by adding historical temperature averages or more explicit venue details.”

Order a Stage and Dance Floor

If your evening entertainment is courtesy of a band or DJ, prepare to party by setting up a stage for the musicians and a dance floor for your guests. Check noise ordinances and curfews, too, so you can make sure your all-night affair follows local guidelines.

3 Months Out

Three months out? Here's what the experts recommend you do.

Finalize the Menu

Choose a lineup of appetizers, entrées, and drinks with a seasonal focus that ties into your wedding’s outdoor surroundings. “In general, heavier foods like risotto and beef bourguignon are better for slightly colder weather, while lighter foods fare better in the summer—think tuna tartare and a crisp, cool watermelon salad,” says Rooney. “If the weather is chilly, consider doing something cozy like a spiked cider signature drink, a mini-grilled cheese app with a shot of warm tomato bisque, or even a s’mores station after dinner. If it’s hot, consider a boozy popsicle or snowcone station to cool off your guests.”

This is also the time to confirm that your food layouts will be protected from heat, bugs, and wind with domes, ice trays, and shade. “Food should never be sitting in direct sun and this includes your gorgeous wedding cake,” Rooney shares. “We don’t want to see any of those tiers melt!”

Design and Order Signage

While an indoor venue will have existing signage (and a limited number of ways to get lost), signage at an outdoor venue is a practical need, not just an aesthetic detail. “Logistically it is important to clearly direct guests at an outdoor space, especially if not all parts of your wedding are in the same area,” says Rooney. “You can always take advantage of this as a fun design moment: Including a customized ‘Welcome to Our Wedding’ sign to guide the way from ceremony to co*cktail hour is a great way to enhance your wedding brand.”

Weather-Proof Your Tabletop

As you design your tablescapes, centerpieces, and place settings, “Always keep in mind the time of year and weather,” says Rooney. “Tall taper candles might blow over in the wind, or large bloom-heavy floral arrangements might not fare well in the heat/cold. Make sure your design aesthetic is also in line with your surroundings and makes sense with the natural elements.”

1 Month Out

Since your wedding is soon approaching, you should have all the logistics in order or close to finalized. However, there are a few things to keep in mind when gearing up to say "I do" at the one-month mark.

Prepare for Heat and Cold

With a better idea of the weather, and if it'll be unseasonably hot or cold, now's the time to source any last-minute guest comfort items: heaters to place near the tables and bar, parasols to create shade during the ceremony, cool towels or small misters for hot afternoons. “Those thoughtful touches really help take guests’ comfort to the next level,” says Rooney.

Ward Off Insects

Though your caterer should be prepared to protect food from ants and flies with covers or citronella candles, check with your venue to see if they plan to spray before your wedding. According to Rooney, “Some venues may recommend an exterminator service to help stave off pests—typically any mass-spraying should be done one to two months out from your wedding day."

Watch the Weather

Toward the end of the month, the forecast should become more reliable. “10 days out is when you really should start paying attention to the weather. If there have been any drastic weather changes, this is when you will put your plan B into action,” Rooney advises. “If you are moving into a plan B, it’s important to think about the tent but also the ground. If there is a lot of water and the reception is on a lawn, you’ll likely need to add a sub-floor so that the entire reception isn’t full of mud.”

Night Before and Morning of the Wedding

Congratulations, you've made it to your wedding day! By now, all your checklist items should be complete, and marrying the love of your life should be the only task you're thinking about. That said, ensure that you and/or your planner have wrapped up the below tasks before anyone begins to walk down the aisle.

Prepare Your Welcome Station

The night before your wedding, roll blankets, fill cooling spray bottles, and arrange other must-haves for your guests to use during the ceremony and reception. “Put any extra amenities you’ve purchased, such as bug spray, sunscreen, and fans into baskets,” says Rooney.

McWilliams adds, “If there’s sand, have paint brushes available to get feet sand-free before putting shoes back on. Hand fans and parasols are a must for warm-weather events, but the absolute most important is cold water to keep your guests hydrated.”

Stand Up to Wind

If your wedding day turns gusty, be sure that your reception table signs are secure. “Determine if all the labels and food descriptions, such as table numbers, menus, and buffet labels, have a sturdy way to be displayed and won’t be blown away by a little gust of wind,” notes Rooney. “Consider using holders or frames where these labels will be protected.”

Add Umbrellas

If you wake up to a day of rain showers, place umbrellas throughout your space. “Not just at the site of your event, but where your guests get dropped off and where they have to leave from to get to the next space (or restroom),” adds McWilliams.

Keep Your Beauty Experts on Call

Though you should pack your clutch with extra lipstick, blotting papers, and cool wipes for hot days, outdoor brides should also keep their hair and makeup artists on-site throughout their event. “Being outdoors only speeds up the process of losing your perfect look to humidity and strong breezes,” says McWilliams.