The Complete Backyard Wedding Planning Guide
Dreaming of an intimate backyard wedding with unlimited creative control? Here's the truth about what it actually takes to create a luxury backyard wedding—and why hiring a professional planner isn't optional. (Yes, we’re biased, but trust us on this! 😉)
My name is Megan, and I’m a professional wedding planner based in Bismarck, North Dakota. Looking back at my own wedding, if there's one thing I would have done differently, it would be to have an intimate backyard celebration. There's something undeniably magical about creating a once-in-a-lifetime experience in a space filled with your own memories.
But here's what nobody tells you when you're falling in love with that Pinterest board of string lights and garden ceremonies: A backyard wedding is exponentially more complex than booking a traditional venue.
You're not just planning a wedding. You're essentially building a wedding venue from scratch—complete with infrastructure, permits, weather contingency plans, and dozens of logistics most couples never even consider.
If you're a busy professional juggling a demanding career with wedding planning, this guide will walk you through everything you need to know about backyard weddings—including the honest truth about timeline, costs, and why this is exactly the type of wedding where professional planning becomes invaluable.
Is a Backyard Wedding Right for You?
Before you commit to transforming your childhood home or a family property into your dream venue, let's talk honestly about what this decision really means. See below for just a glimpse into some backyard weddings we’ve played a part in. I promise, the work is worth it!
The Undeniable Advantages
Complete Creative Freedom Unlike traditional venues with restrictions on vendors, décor, and timelines, a backyard wedding gives you total control. Want your ceremony at sunset? Done. Want to bring in that boutique caterer who isn't on anyone's "preferred vendor list"? Absolutely. Your vision, your rules.
Scheduling Flexibility After years of seeing couples struggle to find available dates at popular venues, this is huge. With a backyard wedding, you choose the date that works for your schedule and your families—not what's available 18 months out.
Deeply Sentimental Experience There's something profoundly meaningful about getting ready in the room where you grew up, or exchanging vows where you used to play as a child. For couples who value personal connection over Instagram-perfect venues, this emotional resonance is priceless.
Your Pets Can Celebrate With You No venue coordinator telling you your dog can't walk down the aisle. No restrictions on how long your pets can stay. They're part of your family, and they can be part of your entire day.
The Reality Check: What Most Couples Underestimate
Here's where I need to be honest with you, especially if you're a time-starved professional:
The Planning Investment is Substantial A backyard wedding requires 40-60% more planning time than a traditional venue wedding. You're making decisions about infrastructure elements that venues handle automatically—everything from bathroom facilities to electrical capacity to furniture to lighting.
For busy professionals: This is the wedding style where DIY planning becomes nearly impossible if you want to maintain your sanity. The couples who successfully pull off stunning backyard weddings either have months of free time, or they hire experienced planners from day one.
Weather Risk is Real You need a comprehensive backup plan that doesn't compromise your vision. This means investing in quality tent rentals, having a rain call timeline, a team to make a room swap if necessary, and making peace with the possibility of your outdoor ceremony moving under cover.
The luxury approach: Rather than seeing weather as a potential disaster, experienced planners create backup plans that feel equally beautiful—not like a consolation prize.
It Won't Save You Money (And That's Okay) Let's dispel this myth immediately: Backyard weddings are rarely budget weddings.
When you choose a traditional venue, you're paying for their infrastructure: bathrooms, climate control, furniture, lighting, electrical systems, parking, and staff. With a backyard wedding, you're renting or building all of that from scratch.
A realistic comparison: A well-executed backyard wedding often costs the same as (or more than) a mid-to-high-end venue wedding—but the value is in the customization and intimacy, not cost savings.
For couples who value luxury experiences: This is an investment in creating something entirely unique and deeply personal. If that resonates with you more than a traditional venue, the cost is absolutely worth it. Just go in with accurate expectations.
The Complete Backyard Wedding Logistics Checklist
This is where most couples realize they need professional help. Creating a wedding from scratch means coordinating dozens of rental categories, vendors, and logistics that traditional venues handle behind the scenes.
Essential Rentals (Nothing is Provided)
Ceremony Essentials:
Guest seating (chairs for every single guest)
Ceremony arch or backdrop structure
Aisle runner or petals
Sound system for music and microphone
Ceremony décor and florals
Reception Infrastructure:
Tent(s) with proper sizing for your guest count + buffer space
Dance floor (grass isn't suitable for dancing)
Reception tables (dining and cocktail)
Chairs for every guest
Complete place settings (plates, glassware, flatware)
Linens for all tables
Bar setup and equipment
Serving tables for catering
Cake/dessert table
Behind-the-Scenes Necessities:
Professional lighting (string lights, uplighting, pathway lighting)
Generators and electrical distribution
Climate control (heaters or cooling systems depending on season)
Premium portable restrooms (yes, they make luxury ones)
Food prep and storage equipment for caterers
Trash and recycling receptacles
Gift table and security for cards/presents
The coordination reality: Each of these categories requires researching vendors, coordinating delivery times, managing setup logistics, and ensuring everything is removed after the event. For busy couples, this alone can be a part-time job for 2-3 months.
When to Book Vendors: Most couples should start booking key vendors 8-12 months in advance, but backyard weddings often require even earlier planning due to the specialized rental needs. Read our blog for guidance on who to book first. The beauty of working with us? Our established vendor relationships mean we can often place 'holds' on your preferred vendors while you're still finalizing guest counts or design details – giving you breathing room that most couples don't have access to.
Seasonal Planning Considerations: Spring weddings need contingency plans for unpredictable weather and muddy conditions. Summer celebrations require shade structures, cooling stations, and bug control strategies. Fall weddings should account for earlier sunsets and potential leaf cleanup. Each season brings unique logistics that we help you navigate seamlessly.
Looking at this list, you can see why hiring a professional planner to coordinate rentals, logistics, and setup is more than a luxury—it’s a sanity saver.
The Hidden Logistics No One Warns You About
Beyond rentals, there are critical planning elements that catch couples off-guard:
Legal and Insurance Requirements
Before you get too far into booking vendors, you must check with your city officials to find out if you need permits to host a large party at your home. There might be noise ordinances, fire codes, health department regulations, and zoning issues that you don’t want to violate.
Contact your homeowner’s insurance to see what’s covered, including property damage inside or outside the house.
Special event permits
Temporary liquor licenses
Noise ordinance waivers
Health department approvals for food service
Fire marshal inspections for tent and electrical setups
Insurance Coverage:
Contact your homeowner's insurance to understand what's covered
Consider special event insurance for liability protection
Confirm your bartender/catering company has proper insurance
Protect yourself against property damage, injuries, or accidents
Infrastructure and Property Preparation
Electrical Systems:
Hire a licensed electrician to assess power capacity
Determine if you need generators (you probably do)
Plan electrical distribution for lighting, DJ/band, catering equipment, and climate control
Ground and Landscape Assessment:
Is the terrain level enough for tent installation, dance floor, and guest seating?
Do you need land grading before the event?
Timeline for lawn care, landscaping, and aesthetic improvements
Pest control 2-3 days before the event
Tree trimming for clearance and lighting installation
Parking Logistics:
Can your property accommodate guest parking?
Do you need to rent an off-site lot with shuttle service?
Signage for directing guests
Valet service considerations
Climate Control Strategy:
Summer weddings: Shaded ceremony locations, cooling stations, misters, fans
Cold weather: Industrial heaters, blankets, hot beverage stations
Backup plans for extreme weather
Staffing Needs
You'll need to hire people for roles that venue staff typically covers:
Event setup and breakdown crew
Bathroom attendants (for restocking and maintenance)
Parking attendants or valet team
Security (especially for gift protection and crowd management)
Day-of cleanup crew
Garbage disposal
Someone to transport gifts safely inside
The reality for busy couples: Coordinating all these moving pieces while working full-time is why couples tell us "I wish we'd hired you earlier." These aren't details you can delegate to bridesmaids—they require professional vendor management.
As your full-service planner, I take full ownership of these logistics—researching, coordinating, and managing every detail. You'll never be overwhelmed by the process. I'll simply reach out when I need your input, with clear guidance on what to decide and when.
Questions to Ask Yourself:
Do you have 10-15 hours per week to dedicate to logistics for 6+ months?
Are you energized or overwhelmed by managing multiple vendors and timelines?
Do you want your family hosting or celebrating on your wedding day?
Is the sentimental value of the location worth the additional complexity?
If reading through this made you feel like this may be too big of a project to take on - don’t fret! That’s where we come in.
Why Professional Coordination is Non-Negotiable for Backyard Weddings
I'll be direct: Of all wedding styles, backyard weddings benefit most from professional planning. Here's why:
Vendor Management Complexity
Unlike venues with preferred vendor lists who already know the space, your vendors are walking into an unknown property. Someone needs to:
Coordinate delivery times so 15 vendors aren't arriving simultaneously
Manage setup sequencing (tent before furniture, electrical before lighting, etc.)
Provide detailed site maps and parking instructions to every vendor
Be on-site during the multi-day setup process
Troubleshoot logistics issues in real-time
The "Building a Venue" Factor
A professional planner who specializes in backyard weddings knows:
Exactly what rentals you need (and which ones you don't)
How to maximize your property's layout
Which permits you need for your specific location
Realistic timelines for property preparation
Contingency plans for common issues
Peace of Mind for Your Family
If it's a family member's property, do you really want them hosting AND managing logistics? Professional coordination means your loved ones can be guests, not venue managers.
You Deserve to Be Present
On a day this meaningful, do you want to worry about generator fuel levels, bathroom supplies, or whether the caterer found the kitchen entrance? Or do you want to actually experience the joy of getting married in this deeply sentimental space?
What couples tell us: "Hiring you was the best decision we made. I got to actually enjoy our backyard wedding instead of managing it."
The Investment: What to Actually Budget
Let's talk real numbers for a backyard wedding with 100-150 guests:
Rental Packages: $8,000-$15,000 (Tent, tables, chairs, linens, place settings, lighting, dance floor)
Infrastructure: $3,000-$6,000 (Generators, electrical work, climate control, restrooms)
Staffing: $2,000-$4,000 (Setup crew, security, parking attendants, cleanup)
Property Preparation: $1,000-$5,000 (Landscaping, pest control, improvements)
Permits and Insurance: $500-$1,000
Professional Planning: $6,000-$8,000 (Worth every penny for the stress you avoid and the money saving tips!)
Total Baseline (before traditional wedding costs like catering, photography, florals): $17,500-$42,000
The luxury mindset: You're not paying more than a venue wedding—you're investing differently. The value is in complete customization and creating something no one else has ever experienced.
Is an outdoor wedding your dream? It’s not for the faint of heart, but when done right, they are always stunning, unique, and incredibly rewarding. If it all feels overwhelming, don’t worry—we’ve got your back. Outdoor weddings fill our soul, and we’d love to help make yours unforgettable.
If you want the magic of a backyard wedding without the stress of building a venue from scratch, let's talk. We specialize in creating seamless, luxury backyard weddings where you get to be guests at your own celebration—not construction managers.
xo, megan vatnsdal
Behind the Scenes Events specializes in luxury wedding coordination for busy professionals, including comprehensive backyard wedding planning and execution. We handle the logistics you never knew existed—so you can create meaningful, stress-free celebrations.
Serving North Dakota & Beyond Since 2019