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"We'll see what the weather does" is the worst plan: tents need confirming 24–48 hours ahead
The problem with a weather backup for an outdoor wedding isn't whether you thought about it, it's whether you fixed the moment of decision.
Why you can't just see on the day
Tent companies usually need 24–48 hours' confirmation. A last-minute order may not be available, or costs several times as much.
And it isn't only the tent:
- Tables and chairs have to be reset, which is hours of labor
- The florals go in different places
- The DJ's equipment position and power supply change
- Guests have to be told (if the location moved)
None of that can be decided by glancing at the sky on the morning.
Three things to settle in advance
1. What is the backup space, and does it cost extra?
And go and look at that space rather than taking a description on trust (see item 45 of the checklist). Some venues' "indoor backup" is a noticeably smaller, uglier, or separately rented room.
2. Who has the authority to decide?
Recommended: the coordinator advises, the couple decides.
There has to be one clear decision maker on site, or the morning turns into a "what does everyone think?" standoff while every minute burns money.
3. By what time must it be decided?
Usually the day before or the morning of, depending on how long tent setup and table placement take.
Ask the venue and the tent company for that time, then write it into the day-of timeline (see item 39 of the checklist). It should be a specific hour, e.g. "3pm the day before."
Set the decision criteria too
A deadline alone isn't enough; you need a standard. Otherwise you'll arrive at that moment staring at "40% chance of rain" with no idea what to do.
Agree a threshold in advance, such as:
- Chance of rain above X%
- Or thunderstorms forecast (thunderstorms and drizzle are different problems)
- Or a temperature above or below some figure
With a standard, the decision becomes execution rather than argument.
Not only rain
Other conditions to plan for:
- HeatOlder guests and anyone in formal clothes will suffer if it gets too hot, so remember to provide shade, fans, and plenty of drinking water.
- WindStrong winds will topple floral arches, blow place cards away, and make a veil completely unmanageable.
- ColdOutdoor temperatures in the evening can be over ten degrees colder than daytime, so remember to have heaters or wraps ready.
The hidden costs here are high (see item 98 of the checklist), since tents, generators, and heaters combined often cost more than an indoor venue.
Extra consideration for older guests
If rain moves you indoors or forces a relocation, older and less mobile guests are affected most. Confirm the backup space's accessibility too (see item 112 of the checklist).
In one line
Write "decide by" as a specific hour and the criteria as a specific threshold, then name one person to make the call.