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Backyard Wedding Checklist
The rentals, staff, permits and logistics a home venue needs, in the order to settle them.
A real, editable checklist below — tick, tap a line to rewrite, drag to reorder.
Tick the circles, tap any line to change it, drag the dots to reorder.
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Following Planning Collective's order, settle the budget first. For a backyard or other unique venue, it says the tent, hard rentals, catering and bar service with staffing typically make up 40% to 50% of it. The guest list comes next, since a rental company can measure the space and tell you what size tent fits. After that come the details a hall would handle for you: restrooms, power, parking, noise rules and a rain plan. This list assumes a ceremony and reception at a home or similar space. It leaves out attire, styling and the paperwork for the marriage itself.
Why these items are on the list
- Set the wedding budget. Tent, hard rentals, catering and bar service with staffing typically take 40% to 50% of it, per Planning Collective.
- Create your guest list. Know your headcount before checking whether the space can hold everyone.
- Have a rental company measure. They can size the tent and say how many guests fit under it.
- Map ceremony, cocktail, dinner, dancing zones. Plan how guests will move from one area to the next.
- Plan a catering prep area. Planning Collective's author typically recommends a separate tent. Caterers need easy access in and out.
- Consider restroom trailers if needed. Planning Collective's author recommends one toilet per 50 guests; trailers add cost, so budget for them.
- Locate power and water access. Check electrical and water access for catering prep, restroom trailers, band or DJ lighting and pathways. Tell vendors where.
- Plan guest and vendor parking. Planning Collective suggests about one car per two guests. Vendors need their cars close by too.
- Check city noise ordinances. Amplified music usually has to stop at a set time. Many areas limit evening noise.
- Talk to your neighbours. If worried about complaints, invite them. Planning Collective has also offered to pay for a hotel night.
- Check local permits and rules. Vendors may ask for extra paperwork about your residence. Keep your planner in every conversation.
- Make a bad-weather backup plan. Decide where guests will go if it rains. It's hard to fix at the last minute.
- Level and tidy the yard. Chairs, tables and a dance floor need level ground. Tent rental teams can help level it.
- Rent a tent. It gives rain cover or shade, and a dedicated space for each part of the day.
- Order tables, chairs and linens. Cocktail tables, ceremony and reception chairs, tablecloths and napkins.
- Rent sound, lighting and dance floor. String lights can hang from fences, trees, porches or the tent.
- Arrange a generator if needed. A home may not supply power for lighting, food prep and sound. Ask your planner for rental companies.
- Confirm catering and chef. Ask what the caterer covers before you book separate staff.
- Book bartenders. Planning Collective's author recommends one bartender per 75 guests.
- Hire setup and teardown crew. Someone has to set everything up and take it all down.
- Book a house cleaning team. If the event is at your home, schedule it earlier in the wedding week.
- Add waste and recycling bins. They're on the rental list, and wait staff clear trash through the night.
- Finalise the layout. Free layout software exists. Planning Collective advises against hand sketches, since things take more space than expected.
- Build a timeline around daylight. Allow for natural light and noise cut-offs so the dancing isn't cut short.
Share it with your partner or planner so a booked tent or confirmed caterer gets ticked once, not asked about twice. It works as a running list across many planning sessions.
When to use it
Start it as soon as you choose the backyard, then work through it as your date gets closer.