The Ultimate Backyard Wedding Checklist (on a Budget)

This post is all about the ultimate Backyard Wedding Checklist 

Planning a wedding can be both exciting and overwhelming, especially when you’re trying to stay on a budget. A backyard wedding is the perfect solution to create a dreamy, intimate atmosphere while saving money. But don’t let the casual setting fool you—there’s still a lot to organize! This ultimate backyard wedding checklist will help you plan every detail, from decor to guest comfort, so your special day is as stress-free as it is beautiful.

Okay, let’s delve in!

Venue Preparation (6–8 Months Before)

Your backyard wedding venue is the foundation of your dream wedding, so it’s essential to prepare the space early. Start by evaluating your own backyard and determining if it has enough space for your number of guests. If it’s a small backyard wedding, make sure there’s room for essential areas like the wedding ceremony and backyard wedding reception. Consider renting a tent to provide shelter from inclement weather or sun. 

It’s a great way to ensure peace of mind on your big day, knowing that your guests will be comfortable no matter what. Outdoor lighting like string lights can transform your yard into a beautiful setting, perfect for your reception area and dance floor.

Checklist:

•  Tidy up the garden.
•  Research Local event regulations to make sure you won’t incur any fines particularly when it comes to noise, tents and guest count.
•  Trim hedges and plant seasonal flowers (2–3 months before to ensure blooms).
•  Notify your neighbours (give them a name and number to contact)
•  Organise renting or borrow a tent or canopy for shade and weather protection.
•  Install outdoor lighting like string lights, lanterns, or solar lights.
•  Secure rentals e.g. Tables, chairs, linens, plates, glassware, dance floor etc
•  Finalize the layout for the ceremony, reception area, and designated area for dancing. I like to use Smart Draw for creating a visual layout

Recommended Reading: 40 Stunning Backyard Wedding Ideas On a Budget That Look Luxe

Entertainment (6-8 Months Before)

Entertainment doesn’t have to be expensive, and it can really set the tone for your wedding. A curated playlist is a great way to get everyone in the mood, or consider hiring a local band for live music. For fun activities, set up lawn games like cornhole or giant Jenga. A dance floor can be a simple space marked with rugs or grass mats to avoid costly rentals. A photo booth with fun props is another affordable way to keep guests entertained during your wedding reception.

Checklist:

•  Create a music playlist or book a local musician.
•  Buy or borrow lawn games like cornhole or giant Jenga.
•  Plan a photo booth with props and a backdrop.
•  Prepare a dance floor space or designate an open area for dancing.

If you’d like some more lawn game ideas, check out our article : 20 Best DIY Backyard Wedding Games on a Budget

Decor (3–6 Months Before)

Decor is one of the best parts of planning your wedding celebration. It’s a good idea to select a cohesive color scheme early to tie all elements together. Use DIY projects for affordable, personalized decor that reflects your style. For example, mason jar centerpieces or a simple head table adorned with flowers can be perfect. If you want an elegant focal point, consider creating a beautiful backdrop for the wedding ceremony. Printable checklists can help you stay organized while shopping for decor and ensure you don’t miss anything!

Checklist:

•  DIY centerpieces using mason jars, candles, or greenery.
•  Create or purchase wedding signage and stationery. 
•  Set up a photo backdrop with fairy lights, flowers, or fabric.
•  Repurpose home decor like mirrors, rugs, or vases for a personal touch.
•  Choose and stick to a cohesive color scheme for your decor.

If you want to ensure you are the most organized bride when it comes to your wedding decor, I have created the The Ultimate Wedding Decor Checklist Downloadable, so you can feel prepared and a little less stressed when it comes to the finer details! 

Wedding Decor Checklist

Plan your dream wedding decor with ease using our FREE Wedding Decor Planning Checklist!

Wedding Decor Checklist quantity

Add to cart

Food and Drink (2–4 Months Before)

Food and drink are vital components of any wedding, but with a backyard wedding, you have the freedom to get creative. A food truck or buffet is a great idea for a budget-friendly option. Offering a self-serve cocktail hour with your signature drinks allows guests to mingle and enjoy themselves without hiring extra bartenders. Be sure to confirm the number of people you expect, so you know how much food to order. Consider using local vendors or checking with rental companies for glassware and drink stations to save on costs.

Checklist:

•  Decide on catering options (DIY, food truck, Takeaway or buffet).
•  Plan a self-serve beverage station with water, lemonade, and a signature cocktail.
•  Stock the bar with essentials (wine, beer, and mixers).
•  Choose desserts (wedding cake, cupcakes, or cookies).
•  Purchase napkins, straws, stirrers etc.

Logistics (3–4 Months Before)

The logistics of a backyard wedding can be tricky, but if you plan ahead, it will be much smoother. For example, consider renting portable restrooms if your wedding venue is at a private residence with no bathrooms for guests. Ensure there’s a clear parking area, and if necessary, arrange for shuttle service from a nearby school or parking lot. Make sure to double-check with local authorities about noise ordinances and any required permits for hosting a special event in a residential area.

Checklist:

•  Rent portable restrooms if needed.
•  Map out guest parking or provide shuttle service.
•  Set up trash and recycling bins with labels.
•  Develop a backup plan for weather, including tents or fans.
•  Confirm electricity sources for lighting, music, and food stations.

Floral and Personal Touches (2–3 Weeks Before)

Personal touches make your backyard wedding feel truly special. Consider ordering flowers from a local florist, or for a more budget-friendly approach, pick your own blooms from a garden or market. Custom touches like place cards and family heirlooms, such as your best friend’s vintage serving dishes, will help make your big day even more meaningful. You could even set up a memory table for loved ones who have passed—this can be a great way to honor them.

Checklist:

•  Purchase or arrange seasonal flowers for bouquets and centerpieces.
•  Create handwritten place cards or seating charts.
•  Set up a memory table with photos of loved ones.
•  Add personalized touches, like favors or thank-you notes for guests.

Final Preparations (1 Week Before)

As the big day approaches, the last thing you’ll want is to be scrambling for details. Take the final week to confirm bookings with all your rental companies and finalize the guest list. Set up your guest tables and any decor, and double-check the floor plans for the ceremony and reception areas.

If you don’t already have a wedding planner or wedding coordinator, it’s a good idea to assign a family member or friend to oversee the logistics on the wedding day. It’s okay to ask for help!! You will need it. This will help you relax and enjoy your special day.

Checklist:

•  Confirm deliveries for rentals, flowers, and food.
•  Set up tables, chairs, and decor.
•  Check all lighting is working
•  Prepare the beverage station with glasses, ice, and mixers.
•  Clean and groom the backyard one last time.
•  Pack a wedding day emergency kit (band-aids, stain remover, snacks, etc.).

1 day before your wedding 

The day before your backyard wedding is the perfect time to make sure everything is in place so that you can relax and enjoy the big day ahead. It’s normal to feel a little anxious, but with the right preparation, you’ll have peace of mind knowing that all the important details are taken care of. Use this checklist to stay organized and ensure that everything runs smoothly for your special day.

Checklist:

•  Do final walk through of ceremony and reception areas.
•  Put out small details like : guestbook, wedding favors, place cards etc.
•  Confirm guestlist and guest count
•  Relax and enjoy the night before your big day

5 Tips for Planning a Backyard Wedding on a Budget

1. Repurpose What You Have

One of the easiest and most cost-effective ways to save money when planning a backyard wedding is to look around your private residence for decor items you already own. You might be surprised at what you have that can double as wedding decorations. For example, mirrors can be used to create elegant signage or photo backdrops.

Vases you already own can hold flowers or candles for centerpieces. If you have string lights or fairy lights, they can add instant ambiance to the space. Even throw blankets or pillows can be used to create cozy seating areas. By repurposing items you already have, you can avoid the expense of buying new decor, and it also adds a personal touch to the wedding.

2. Shop Smart

When it comes to purchasing decor and wedding supplies, being a savvy shopper can save you a significant amount of money. Take advantage of sales and discounts, especially during off-season months. Many wedding vendors or stores offer seasonal sales or clearance events. Don’t forget to visit discount stores like thrift shops, dollar stores, or even online marketplaces like Facebook Marketplace or Craigslist, where you can find wedding-related items at a fraction of the cost. 

Rental companies can also be a great resource, and many offer discounts or package deals, so don’t hesitate to ask about bulk prices or special offers. Renting items like tables, chairs, and linens, rather than purchasing them, can save you money without sacrificing quality or style.

3. Embrace DIY

If you’re feeling crafty and have the time, embracing DIY projects can be a fantastic way to personalize your wedding while staying within your wedding budget. Simple DIY projects such as creating your own centerpieces, wedding signage, or favors can save you a lot of money. For instance, making your own flower arrangements can be much cheaper than ordering pre-made ones.

You could also create unique wedding signs or seating charts using inexpensive materials like wood, paper, or even old picture frames. DIY projects give you the opportunity to add your personal style to the celebration, making it even more memorable. Plus, it’s a great way to involve friends and family in the wedding planning process!

4. Keep the Guest List Small

A smaller guest list is one of the easiest ways to significantly reduce costs. With fewer people, you’ll need fewer guest tables, less food, and fewer drinks. An intimate wedding can also create a more relaxed, personal atmosphere that allows you to really connect with each guest.

When you’re planning a backyard wedding, the space you have available might not be able to accommodate a large number of people comfortably, so a smaller guest count makes sense. Not only will it save on costs for the reception area, food, and seating, but it also keeps your wedding celebration more intimate and memorable.

5. Plan for the Weather

Weather is one of the biggest variables to consider when planning a backyard wedding. Whether it’s scorching heat, rain, or wind, having a plan B is crucial. Make sure to have a contingency plan in place, such as renting a tent to keep your guests covered in case of rain or strong winds. Tents are essential for shielding guests from inclement weather, and they can also help with creating the right atmosphere.

On the other hand, if it’s going to be hot, consider providing fans or even shaded areas to keep everyone comfortable. You might also want to have some blankets or wraps on hand if the temperature drops in the evening. Preparing for weather challenges will help ensure that your wedding goes off without a hitch, no matter what the forecast says!

With this checklist and tips in hand, you’re ready to plan the backyard wedding of your dreams without breaking the bank. 

Download Your FREE Backyard Wedding Checklist!

Stay organized and stress-free with our Ultimate Backyard Wedding Checklist. This handy PDF will guide you through every step of planning your dream wedding on a budget!

Click below to download your free checklist and get started:

Download the Ultimate Backyard Wedding Checklist Here

This post was all about the Ultimate Backyard Wedding Checklist 

Other Articles You May Like:

• 40 Stunning Backyard Wedding Ideas On a Budget That Look Luxe
• 20 Best DIY Backyard Wedding Games on a Budget
• How to create a Beautiful DIY Flower Bar on a Budget

Latest Articles

Please follow and like us: