So You Want to Host a Backyard Wedding? Here’s What You Need to Know Before You Say “I Do” on Private Property
You’ve found the perfect backdrop for your big day: the sprawling backyard where you played as a kid, your family’s peaceful orchard, or maybe your own newly-purchased fixer-upper. It’s personal. It’s meaningful. And yes, it’s beautiful. But before you romanticize your backyard bash too much, let’s talk logistics.
At Tapestry Event Co., we love a private property wedding. They’re intimate, unique, and often full of stories that make your day feel like it could only be yours. But we also know that when you say “we’re doing it ourselves,” you’re signing up for way more than Pinterest boards and handmade signage. You’re not just hosting a wedding, you’re becoming your own venue manager.
Here’s what that actually means.
You’re Running a Pop-Up Venue
When you choose a private property wedding, you become responsible for everything a traditional venue usually handles behind the scenes. This includes:
Site preparation and improvements
Logistics coordination
Infrastructure set-up
Staffing and rentals
Guest flow and amenities
That’s not to scare you, it’s to empower you. With a bit of foresight and a solid plan (and maybe some pro support here and there), you can create a smooth, beautiful experience for your guests and yourself.
Let’s walk through the major categories you’ll want to plan for:
Site Prep & Property Management: More Than Just Mowing the Lawn
Before your wedding weekend, your property may need some upgrades to be guest-ready. Consider the following:
Landscaping – Trim trees, fill holes, seed patchy grass, mulch garden beds, and plan for at least one deep clean and mow the week of the wedding.
Lighting – Walk your property at night to see where pathway and ambient lighting will be necessary. Think string lights, solar path lights, uplighting for trees.
Terrain – Consider how guests will move across the space. Will you need to level the ground for a tent, install temporary walkways, or add signage for wayfinding?
Power Supply – Most properties aren’t wired to handle a field kitchen, tent lighting, a DJ, and restrooms. You’ll likely need to rent quiet generators.
Facilities: You Do Need to Talk About Toilets
No, you can’t just let 100 guests use your powder room. For real.
What You’ll Need:
Luxury restroom trailers (think air-conditioning, lighting, and full plumbing)
ADA-accessible options for inclusivity
Placement near handwashing or sanitizing stations
Regular maintenance and trash removal (especially for multi-day events)
Pro Tip: Place restrooms in a discreet but accessible location, and use attractive fencing or florals to blend them into your event aesthetic.
Field Kitchens & Catering: Your Caterer Can’t Just Use the Garage
Caterers at private property weddings often work out of “field kitchens” set up under a tent or in a designated work area. Make sure your caterer knows it’s a private site and understands the scope:
Ask if they require running water, refrigeration, or cooking equipment.
Consider renting kitchen tents, staging tables, and propane cooktops.
Provide ample lighting if dinner prep runs into the evening.
Ensure there’s waste disposal nearby for scraps and packaging.
Parking & Traffic: You’re a Pop-Up Parking Lot, Too
Will guests drive? Are you in a rural or residential neighborhood? Plan ahead:
Hire parking attendants to guide guests and prevent chaos.
Rent or mark overflow parking areas with clear signage.
Consider shuttle service from a nearby lot or hotel if space is tight.
Prepare for rideshare access and notify drivers about road or gate codes.
Staffing: A Wedding Doesn’t Run Itself
Without a venue team, you’ll need to assemble your own crew. Think:
Setup + Breakdown Team (tables, chairs, signage, rentals)
Service Staff (bartenders, bussers, catering staff, trash disposal)
Day-of Coordinator or Planner to keep the timeline on track
Security or Overnight Property Watch for equipment left onsite
Clean-Up: Don’t Leave It for the Day-After Hangover
After all the celebrating, there’s still work to be done. Plan for:
Trash + recycling pick-up (don’t count on your household bins)
Rental returns and equipment breakdown
Lost and found for guest belongings
Site restoration (especially for high-traffic lawn areas)
Backyard Wedding Planning Checklist
Here's a quick hit list to guide your planning:
Property Prep
☐ Lawn and landscaping ready
☐ Lighting installed
☐ Tent pad prepped
☐ Power needs mapped
☐ Rain plan in place
Facilities
☐ Luxury restrooms booked
☐ Trash bins + disposal scheduled
☐ Handwashing or sanitizing stations
Catering & Kitchen
☐ Field kitchen area designated
☐ Equipment and power needs covered
☐ Water access (if required)
Guest Flow
☐ Parking attendants or shuttle plan
☐ Clear guest signage
☐ Pathway lighting for night
Staffing
☐ Set-up and clean-up crews
☐ Bartenders, servers, bussers
☐ Day-of planner or coordinator
Post-Wedding
☐ Trash + recycling removal
☐ Equipment pickup scheduled
☐ Property restored
Remember: You Don’t Have to DIY Alone
Even the most hands-on couples need a little expert support. Whether you're feeling stuck, overwhelmed, or just want a second set of eyes on your plan, our Wedding Planning Power Hour is here to help.
No long-term contracts. No upsells. Just one hour with a seasoned planner to help you problem-solve, strategize, or gut-check your plans—whatever you need, right when you need it.
