When it comes to weddings or events, especially those held outdoors, there’s often a tendency for couples and clients to overlook or underestimate the technical elements involved. The clients usually get swept up in the visual elements of an event such as flowers, décor, venue, food, and the overall vibe. The technical aspects (sound systems, lighting, staging) often fall into the “invisible”. It’s easy to forget that these elements are what will ensure everything runs smoothly and the experience is enjoyable for all attendees.
Never underestimate the technical complexity of an outdoor events. Later in the summer, when the days shorten, the technical needs for lighting increase significantly. Lighting also becomes crucial to avoid the event fading into darkness as the night goes on, and many couples might not realize that lighting for outdoor events is a major additional expense, especially for things like mood lighting, stage lights, dinner area and afterparty lights.
Furthermore, an orchestra requires specific sound equipment to ensure every note reaches the audience. That requires specialized microphones, monitors, and sound boards, which all cost more than your standard event setup. If you get married in Sicily but your orchestra is French, they will not bring their own set of technical challenges. Each musician needs a clear sound with good monitor systems. Additionally, a backline for the musicians (equipment like amplifiers, drums, and keyboards) needs to be provided, and these can be expensive to rent. The total cost of these elements can easily be overlooked in the initial planning stages because they’re not as glamorous as the décor or the food.
A stage for the orchestra or any performance area isn’t something that always crosses the mind in the early planning stages. Setting up a safe and sturdy platform is vital, especially for outdoor venues where the ground might not be level. Similarly, dance floors need to be properly set up, and depending on the location and expected guest count, the size and type of dance floor required could vary, potentially raising costs. Then there’s the DJ booth, which also needs to be adequately equipped, and this is often seen as just a simple setup, but it can require sound equipment, lighting, and other technical considerations.
Clients often think of their event in terms of “what they see”, such as the venue, the food, the décor and the fun moments. However, the technical components aren’t as immediately visible, so they can be easily forgotten or deprioritized in the budget. Once you add in the costs of renting sound equipment, lighting systems, staging, and possibly a backup power supply for the outdoor venue, the budget can easily go over what was initially planned. It can feel like a hard conversation to have, especially if the technical setup was left out of the early discussions.
To avoid this oversight, it’s important for us to help the couple or client understand from the get-go that the technical aspects of the event are as important as everything else. Offering a clear breakdown of the costs involved in sound, lighting, staging, and backline equipment can help set realistic expectations and ensure everything is accounted for in the budget. Sometimes, clients need to be reminded that the technical elements are not “extras” but essential to making the event run smoothly.
