Weddings on Private Property: Pain Points + How to Manage Them

There is something so exciting about getting married in the backyard of your childhood home, the farm your grandparents grew up on or an industrial space owned by a family friend, but choosing a venue that isn’t a venue adds several layers of logistics and expenses.

Here are some things to think about:

Spacing vs. Guest Count*

In the age of COVID-19, social distancing is a part of our new normal.  Be considerate of others’ safety and comfort by allowing ample space for ceremony and reception seating, a large dance floor for families to dance in groups and plenty of room for thoroughfares.  As always, the smaller the guest count the more flexibility you have in maximizing any space as well as maximizing your budget.

*All Hosea House Collective events must adhere to mass gathering limits set by State and Local governments.

Bathrooms

As a general rule, there should be at least one toilet per 50 guests.  However, I would suggest one toilet per 25 guests to lessen wait times and be covered in case of emergencies.  If the restrooms are inside a residence, provide enough signage and be sure to sanitize the surfaces not only inside the restroom, but those leading to it.  While not ideal, portable toilets are a way to provide facilities when residential restrooms are not available or inaccessible.  There is no hard and fast suggestion, but think about single models vs. trailers, unisex vs. gendered, ADA compliance, changing stations and the number of hand washing stations.  

Lighting + Power

Let there be light, literally.  As much as we love the thought of dancing underneath the stars, lighting is incredibly important to you, your guests and your vendors.  Whether it is lighting the way to the aforementioned restrooms, allowing the catering staff to prep food and rerack rentals, or making sure your photographer gets the right shot--light is a necessity.  Think about the timing of your event based on the time of year you are getting married to maximize the amount of daylight, but be sure to have enough fixtures in place for when the sun goes down.

Those light fixtures won’t work with a blown fuse.  My best tips are to chat with your vendors about their power needs, rent generators with more amps than you think you need and cover power cords in walkways with mats and bright duct tape to ensure safety of all those involved.

Parking

Acres of farmland? No problem, just clearly mark the area.  Parking, however, does become an issue in residential areas.  Look over any HOA or Community Guidelines and relay that information to guests and vendors, giving priority to those with large load-ins (i.e. caterers, bands, florists, rentals) and those guests with accessibility issues.

Heating and Cooling (but mostly Cooling)

Y’all.  North Carolina is hot.  With our summer temperatures extending further into the fall and the overall unpredictability of North Carolina weather, heating and cooling is important to consider.  Using an old barn or warehouse? Rent industrial air fans.  Having a tented reception? Look into temperature controlled options.  Umbrellas and mushroom top heaters are also fairly common, just make sure that, with any of these options, extra power needs are considered.  

If you do decide to let mother nature dictate the temperature, please designate an area for elderly guests or infants to sit and cool off (or warm up), provide ample water, chat with your florist about flowers that can best withstand the heat and have a means to touch up beauty throughout the event.

Rentals

While I have mentioned many, more niche, rental categories throughout the post, you still need tables, chairs, linens and tableware.  What you don’t have onsite, needs to be brought in.  Take this time to consider whether or not a tent would be beneficial for wet weather, heat, bugs or the overall design of the event.  

Alcohol

Alcohol may make a party lively, it also makes it a little more complicated. Check your local laws for any permits needed, especially when serving hard liquor.  If hiring a catering / bar-tending service ensure that they are licensed and insured.  If your guests are big drinkers, make sure that safe transportation is made available and always, always purchase event insurance to cover liability. 

If the message wasn’t clear, a wedding planner is a must.  Need someone to walk you through it?

xo, megan

Photo by Rachel Elisabeth Photography