Get Prepared for Private Property Weddings This Season

By: Holly Perrier of Perrier Planning Inc.

Photography by BKH Photo

Coordinating a wedding at an established venue, in comparison to coordinating a wedding on a private property is a whole different process. Private property events are a lot more work, and I recommend you charge accordingly. A high percentage of private property weddings include a tent, thus a lot more set up and logistics are handed to the coordinator. At tent weddings you need to coordinate washroom trailer deliveries, electrical needs (often with lots of extension cords), chair movement from ceremony to reception, a parking plan, and many weather-related issues.

Here are some tips and tricks to help you get prepared for private property weddings this season:

Photography by BKH Photo

Keep Everyone Hydrated

Tent weddings usually occur in warmer weather, and it can get really hot without AC for the wedding party and guests. Make sure there is a hydration station for guests to use before or after the ceremony. Don’t forget to keep the wedding party hydrated too; I always have a tray of water glasses waiting for the marriers and their party when they finish the processional (it’s a small act of service that goes a long way).

Prepare for Sun & Bugs

Bugs can often be an issue at outdoor weddings. Be prepared with citronella candles, bug spray, and afterbite creams. Remember to have sunscreen (and a hat) and re-apply every few hours.

Double-check the Details

Remember you are now the venue coordinator and the wedding coordinator. Due to you double duties, you must be extra prepared. Details are so important here. Make sure to have sandbags, strong tape, zip ties, pegs and a tool kit in your emergency bag.

Photography by BKH Photo

How To Price Accordingly

Consider charging a “tent wedding fee” (we do)! Add one or two extra people to your set up team for the wedding day; and remember to quote the extra assistant(s) from the beginning. You will need and appreciate the extra help.

Review Sound Bylaws and Liquor Laws

Don’t forget to check the sound bylaws for the neighbourhood; the music volume usually needs to be lowered around 11:00pm. Make sure your couple purchases the appropriate special event or special occasions permit if needed.