10 Top Tips for Couples Hosting a Wedding at a Dry Hire Venue
Hosting your wedding at a private or dry hire venue, whether it’s a garden, field, or marquee site gives you the freedom to create a day that’s completely your own. But with that freedom comes extra planning. From logistics and suppliers to weather and guest comfort, there’s a lot to think about.
Here are 10 top tips to help your day run smoothly and be as stress-free as possible, based on our many years planning and coordinating successful weddings in the UK!
1. Plan Access from the outset
The saying goes, ‘fail to plan, plan to fail’, and that couldn’t be more true when it comes you wedding and especially access! If you can’t get everything to your site, you’re going to run into some troubles. Planning these details right from outset ensures the smoothest delivery for your suppliers when it comes to the big day!
- Check access routes for delivery vehicles and guests.
- Narrow country lanes, gates, or muddy fields can cause delays.
- Map out where suppliers should unload, where guests will park, and ensure there’s space for emergency access.
- Clear signage and helpers to direct guests are essential.
2. Sort Power and Lighting early
Marquees, catering equipment, bars, and music all need reliable power. There is nothing worse than your band starting up, plugging in their last equipment and suddenly it’s lights out as the power capacity has been overreached. Check your site’s electricity capacity or organise generators if needed.
Lighting is key, not just for evening atmosphere and party vibes, but for safety too. Making sure your guests can safely find their way to the loos and the car park and that your caterers have enough lighting in the kitchen tent will ensure that your day is smooth and effortless. Whilst these aren’t necessarily details that your guests will notice, they certainly will notice their absence!
3. Make a Detailed Timeline
Creating a detailed timeline early in the planning process is one of the most important steps for a dry hire or private venue wedding in the UK. It’s not just about scheduling the ceremony or the first dance, your timeline actually informs almost every other decision on the day.
Think about the key moments you want to prioritise:
Are you hoping for sunset photos?
Having a longer drinks reception, then you might need extra canapes pp?
By planning your timeline early, you give every supplier the information they need to deliver their best work, coordinate with other teams, and avoid unnecessary stress or last-minute decisions. It also gives you clarity on your priorities and helps with choices that might otherwise feel overwhelming, like whether to adjust the schedule for extra photos, speeches, or entertainment.
4. Check Supplier Safety, Insurance, and Licences
When planning a dry hire or private venue wedding in the UK, it’s essential to make sure all suppliers have the relevant insurance and safety measures in place. Caterers, marquee companies, lighting and AV technicians, entertainers, everyone should carry public liability insurance. This protects you and the venue if anything goes wrong.
You should also check whether your wedding requires event or alcohol licences:
If you’re serving alcohol in a private space, you may need a Temporary Event Notice (TEN) from your local council.
Some outdoor spaces or marquees may need additional permissions for live music or amplified sound.
Timing is important:
TENs for alcohol usually need to be applied for at least 10 working days before the event, but check your local council as some areas require longer.
Event licences or permissions can take several weeks to a few months to be approved. Make sure you plan this early so your suppliers and venue are legally covered.
By confirming these details ahead of time, you’ll avoid last-minute stress and ensure your wedding is safe, legal, and fully protected.
5. Have a Weather Contingency Plan
British weather is unpredictable. Arrange sidewalls, umbrellas, or a backup indoor space for wet weather. Think about shaded areas or fans for hot weather. Ensure pathways stay safe and dry, especially for guests in heels or with mobility needs.
6. Focus on Guest Comfort
Consider how guests will move around the venue. Are toilets accessible? Is seating available for older guests? Can everyone easily find the ceremony or dining area? Small touches like signage, blankets for chilly evenings, or water stations go a long way in keeping everyone comfortable.
7. Coordinate Supplier Deliveries
One of the most common sources of stress at dry hire or private venue weddings is supplier coordination. When multiple teams are involved, catering, florists, entertainers, bar staff, lighting, AV, and rentals, careful planning is essential to ensure everyone can do their job without clashing or causing delays.
Some key considerations include:
Catering & chillers: Does your hired chiller need time to reach the correct temperature before drinks or food are delivered? This can impact when your catering team arrives and starts prep.
Table setup & florals: Will table linens and place settings be laid before the florist arrives? Timing matters so flowers and decor can be arranged perfectly without disruption.
Day-before setup: Which suppliers need access the day before? For example, marquee or furniture hire, staging, or lighting. Who will be there to assist them if you’re not on site?
Collections: Plan who will take away rentals, leftover furniture, or decor after the wedding. Knowing this in advance avoids last-minute chasing or confusion.
Entertainment setup: Will your band or DJ arrive early enough to set up without disturbing guests? Can they test microphones, speakers, or instruments before your ceremony or meal so there’s no sound-check disruption?
Equipment logistics: Who is responsible for setting up microphones for speeches, AV for slideshows, or special lighting? Ensuring all equipment is ready at the right time makes a huge difference on the day.
8. Protect Your Venue
Protect lawns, flower beds, and pathways from heavy foot traffic, furniture, and vehicles. Simple measures like temporary flooring, mats, or designated walking areas can save the venue from damage, and prevent accidents.
9. Prepare for Unexpected Issues
No matter how carefully you plan, weddings can be unpredictable, the weather might change, a supplier could run late, or technical issues may arise. Having trusted people in your wedding party or support team who know your backup plans can help keep things under control.
If relying solely on friends or family feels overwhelming, consider hiring an on-the-day coordinator. We can take full responsibility for troubleshooting, making quick decisions, and keeping your day running smoothly, without disrupting your guests or your experience.
Being prepared for the unexpected ensures that small problems never turn into major stress, so you can focus on celebrating your day.
10. Remember to Enjoy Your Day
After all the planning, your wedding day is meant to be enjoyed. Take a deep breath, soak in the moments, and focus on your guests, your ceremony, and the memories you’re creating.
Why a Wedding Coordinator Can Make All the Difference
Planning a dry hire wedding in the UK involves juggling logistics, suppliers, weather, access, and safety, all at once. Even with careful preparation, small issues can become stressful on the day.
This is where a wedding coordinator comes in. We:
Oversee all supplier deliveries and set-up
Monitor access, power, lighting, and safety requirements
Troubleshoot issues calmly and discreetly
Ensure your day flows seamlessly so you can be fully present
As a coordinator, we aren’t there to take over your vision, we are there to make it happen! With expert guidance, problem-solving, and calm oversight, your wedding day becomes a joyful experience instead of a stress test.
If you’re planning a marquee or private venue wedding in Cambridgeshire, Norfolk, Hertfordshire, Bedfordshire, or Lincolnshire, get in touch with us via email to set up a no obligation discovery call and find out more about our wedding support services.
