If you are reading this, it means you are contemplating hosting an outdoor wedding reception, likely in a tent. And more so, you are likely trying to determine if it makes more sense to host it on your private residence or rent a venue that's built specifically for outdoor weddings, like, oh I don't know... Wheatfield Estate!?
Upon first glance of a wedding venue's pricing packages, it might seem expensive, and based on your quick assessment of what a backyard wedding might look like, you are beginning to think having it at home would be cheaper. We're going to outline the typical costs and considerations associated with hosting a wedding in your backyard vs. at Wheatfield Estate. We will outline a budget line with explanations on what to expect for costs based on comparing apples to apples with our venue, based on 2024 pricing in Southwestern Ontario.
VENUE RENTAL
This goes without saying, but if you host your reception on your own property, there is no rental fee associated with it!
PRIVATE RESIDENCE
WHEATFIELD ESTATE
$0
$6000
TENT RENTAL
Based on renting a 40 x 90 Clear Span Tent
Wheatfield Estate offers a discounted pricing based on splitting the cost among all of our couples for an entire summer rental.
$11,000
$5,500
TENT FLOORING
Most properties are not level, which means it is recommended that you get flooring for your tent to ensure guests, tables, and chairs are not sinking into the grass. It also alleviates the worry of the grass being too soggy leading up to the wedding day. This is based on a floor like ours!
$16,000
$0
LUXURY WASHROOM RENTAL
You will be required to rent portable washrooms for an outdoor wedding; it is advised to have 1 unit per 50 guests for 10+ hour weddings. Most couples will book a luxury washroom trailer with multiple units. At Wheatfield, we offer 2 luxury washroom trailers that can accommodate over 200 guests per unit.
$1100
$0
LANDSCAPING
It is naive to think that you (or your parents) are going to host a wedding on your property without adding, changing, or completely re-landscaping your property. In my career as a wedding planner, I have seen families completely re-sod, re-paint and re-stain, remove trees, add trees, mulch paths, put in full flower gardens... the list goes on! These changes can be costly - both financially and with the time you spend stressing over them.
At Wheatfield, we have 5 acres of gorgeously manicured gardens that are tended to weekly by professional gardeners. We have pre-mulched trails, gravelled walkways, lush grass, and all the trees you could dream of - providing shade for days and the most magnificent natural backdrop for photos.
LIGHTING
Tent lighting is one thing, but adding appropriate lighting to your property is another. When hosting a wedding on your property , you will need to consider extra lighting - pathways, driveway, motion lighting, garden lighting, barrier lighting. These are all a requirement for your insurance, and those costs can add up quickly - but on the plus side, you now have a stunning backyard with mood lighting!
At Wheatfield, we have standard tent lighting included (5 strands of bistro lighting) and solar lighting throughout the entire reception area.
POWER & ELECTRICAL
Many of your vendors are going to require power, and with those requirements comes different wattages as well as the need for separate circuits for said requirements. In most cases, you will likely need to rent a generator to accommodate the extra power your vendors will need. Here are the vendors who will require access to power: Tent Lighting, DJ, Caterer, Washroom Trailers, plus any other extra vendors you choose such as a photo booth, bar trailer, band, etc.
At Wheatfield, we have power on each end of the tent floor, each on their own circuit, as well as ample power for the bar, the caterers, the coffee maker, the washroom trailers, and more!
$29,190
$11,500
PER UNIT x 2
OTHER CONSIDERATIONS
You might be one of the lucky ones who have the perfect yard for a wedding. However, in most cases, there are many other factors and costs that come with planning a wedding on a private property. Here are a few other items to consider:
LAYOUT, DISTANCE AND ACCESS
Beyond the tent, there is a lot of space and access requirements for a wedding, and the distance to where everything is located from a guest/service perspective matter. Here are just a few things to consider:
Is there enough room for cars to park?
Is the land solid, or do you need to cut down crops/lay down mulch for parking?
Do you need to hire a shuttle to bring guests to and from their cars/hotel? Does the shuttle have room to drop off/pick up?
Is there an access point to get the tent, rentals, washrooms into the backyard? These items typically require more than a standard backyard gate.
Is there room for a catering tent or space in a nearby garage for their satellite kitchen? If the caterers must walk far to get from the kitchen tent to the guest tent, there may be additional costs associated with this.
Where will the ceremony take place?
Is there room for a cocktail reception, or will everyone have to go straight into the tent?
Is your property near any hotels for guests to stay overnight?
MISCELLANEOUS FACTORS / COSTS
There are a few other things to consider when planning an outdoor wedding on your property Here are some that come to mind from a Planner's point of view:
Do you have the appropriate insurance? You will need to consider having extra insurance coverage for the property leading up to the wedding as well as Party and Alcohol Liability insurance for the day.
Do your neighbours have any concerns with a wedding happening? Will they be inconvenienced with cars, music, and intoxicated guests?
Garbage/Clean up - you will need to ensure you have extra garbage and recycling bins, bags, and tags for the influx that a wedding produces.
Do you need to spray for bugs? Are you going to hire a special company to spray before the wedding?
Did you get a tent permit? Have you had locates done to make sure the tent can be put up without rupturing any pipes.
IN CLOSING...
As you can see, the list of considerations and associated costs with having an outdoor wedding on a private residence vs. at a wedding venue (like Wheatfield Estate) can be exhaustive. It is important to consider all factors before making a decision in which option will work best for you! Be sure to speak to your family members about what the expectations are from them and if they will be willing to invest the time and labour involved with hosting a private property wedding.
While the cost to rent a wedding venue may seem high at first glance, each of the above points are considerations which have been made, built or invested in from your local wedding venues when setting their pricing.