Overwhelmed with Planning Your Italian Wedding? Discover the 10 Must-Have Vendors to Get Started!

May 25, 2024

9 min read

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Help: Tips for Getting Married in Italy on a Budget — What to consider when getting married in Italy on a budget

Congratulations on deciding to get married in the gorgeous country of Italy!

As you embark on this exciting journey, the task of planning your destination wedding might feel overwhelming but I promise you and your guests are in for a treat! The stunning scenery, delicious wine, crisp spritzs, and mouth-watering dishes will make it all worth it. For many of you, this may be the first time planning an event of the scale, you might already be nauseated by the amount of decisions you need to make and have no idea where to start. I know I did.

When I got married in Italy, I looked at the to do list... shrugged my shoulders and said, "what's all the fuss about?" Wedding planning seemed like a piece of (wedding) cake... until it didn't. Not to scare you but it is a lot more complex than you think. There’s a lot of moving pieces matched with a seemingly endless to do list, costs feel like they're skyrocketing far beyond your initial coin purse budget, and you're likely balancing a full-time job on top of wedding planning...which is a full time job. Literally. Though once we got accustomed to the surplus of ever-growing decisions that solely fell on me and my husbands shoulders, we shimmied away our fears, strapped on our work boots and handled business. That's when the fun began. And with a trusted professional by your side, the chaos becomes more manageable.

But don't worry—this guide (in order of operations) outlines the major vendors you need to book / ultimate to do guide I wish we had when we first started planning and will help you start wrapping your head around the basics of what you need to keep in mind to plan your dream wedding. Please note, within each step there are many small steps. I'll try to outline some of them in later blogs.

For starters, one of the most important decisions you make is WHERE your wedding will take place. And when thinking about your "where", there are many factors to consider. Outside of how the heck you and your guests will get there, certain venues may help you check off multiple ticks (like is it close to an airport or public transportation access, on-site accommodations, etc.) and others may come as a blank slate (just a gorgeous unfurnished villa). Depending on your personal priorities, event timing, and if you have any specific dream vendors in mind, you may need to book certain vendors a year or more ahead of time.

Also, vendor pricing is updated every season. For instance, if you get a quote for your wedding in 2025 or 2026 in 2024, and you don't book by 2024, you may find a shocking increase in the quote in 2025. But if you didn't book it - no worries. Take a deep breath. We'll figure this thing out together - while we recommend giving yourself plenty of time to book these key vendors in advance, we've also had luck on many last minute new vendors when things didn't go as planned.

Part of the wedding planning process is learning to be adaptable, embracing unexpected challenges and problem solving but with excellent organization, communication and clear expectations you'll be able to plan an unforgettable wedding - no matter your budget and how far away you are!

Essential Vendors for Your Italian Destination Wedding:

Wedding Planner or Day-of Coordinator Depending on how proactive or involved you intend to be in the planning process, you might opt for a wedding planner to guide you through every step or a day-of coordinator to ensure everything runs smoothly on your big day. A local (Italian speaking) planner can be invaluable, especially if you're planning from abroad and the key to getting the best prices. They have the local knowledge and connections to make your wedding day seamless. When deciding on which you'll need, make sure to have an honest conversation with them about not only your expectations of the event but also your expectations of them. If you're thinking of forgoing the planner - a day of coordinator is mandatory. Don't forget you're the guest of honor and don't want to pawn off too many essential duties onto friends or family. They're coming here to celebrate you and you want everyone, including yourselves all in and stress-free! If you have your heart set on a specific venue or area, you may lock that in before locking in a planner or coordinator and that's totally cool. Many venues in italy come equip with catering which minimizes the stress of locking down that huge part. Otherwise, if you opt for a planner or coordinator first, they'll be able to assist you in narrowing in the perfect venue.
Venue From historic villas and castles to scenic vineyards and beaches, choosing the perfect venue is one of THE most important decisions - not only for you but also for your guests. In Italy, many venues provide full-service capabilities, which means they offer basic catering, chair/table rentals, silverware & table setting, ceremony and reception setup, as well as accommodation. They might even have someone to help you on the day of the event and may potentially even offer an in-house wedding planner or day-of coordinator - I'll talk about our experiences in a later blog for pros & cons of a venue included liaisons. When searching for your venue, you may have to decide between a full-service venue or a blank slate venue, where you'll have to rent everything, including potentially an additional bathroom and everything In between. Of course, a more equip venue will make things easier and potentially cheaper but both have pros and cons!
Accommodations Depending on where you decide to have your event, there could be a lot or not so many hotels and Airbnb options for your guests. Is your dream to find a massive villa or hotel attached to the ceremony location to minimize the transportation stress for you and your guests? Before locking down your venue, make sure to think this through as it's absolutely essential to ensure this region can accommodate your guests without a long drives in between their stay and events. Happy guests mean good vibes at the wedding!
Catering Food is a big part of the wedding experience but especially for destination weddings as your guests are likely staying at hotels and not planning to cook for themselves. Work with local caterers who can offer tasty authentic dishes. Couples may not always have time to do a tasting, but if you can't, we highly encourage sending a representative over to try it for you before locking in the caterer. The Italian style wedding includes a robust buffet for the cocktail hour, a "primo" and "secondo" course, and a dessert buffet in addition to the wedding cake. Make sure to talk to your prospective caterer to understand what is included in the price for the dinner or lunch meal.
Florist A talented florist will help you design beautiful bouquets, ceremony arches, centerpieces, and venue decorations that reflect your style and the Italian setting. Florals are notoriously one of the most unexpectedly high wedding expenses. You may find that getting quotes for a simple bud vase style may scare you. Don't forget, you're getting married in Italy, so you may not need to go crazy on the florals unless you have a very specific vision in mind. This is the area we always seek to find more affordable local suppliers. We'll discuss this in a later blog.
Photographer and Videographer Here’s another incredibly important but potentially costly vendor. You'll want to find someone who not only aligns with your personal style but is also equip with what you need. Do you want drone footage? A photographer/videographer company that supplies both, bringing multiple shooters? How much do you want captured? Do you lean more editorial vibe or candid/natural? There’s lots to discuss when finding the right team for you, but don't settle unless it feels right—there are plenty of vendors who'd love to work with you.
Music and Entertainment Thinking of of how you'll keep your guests entertained? Live music or a band will always be more expensive than a DJ, but don't forget... guests will be happy to celebrate and dance with you regardless! Do you want musicians for the cocktail hour, to sing as you're walking down the aisle, for dinner or to kick off the party portion of the reception? There are many great local artists, but given the proximity of Europe, many artists from across the continent will also gladly hop on a flight to perform. For instance, if you're looking for native English-tongue singers, the UK is not too far away. When hiring a band, the fee you'll come across is a performance fee NOT inclusive of equipment fees or travel fees. Thus, you'll need to be prepared to assess how much it'll cost to rent out sound equipment from a local vendor. More on that soon.
Hair and Makeup Artists There is a range of prices for hair and makeup artists, so we recommend thinking about what style you'd like and finding someone who best fits from there. Are you a soft glam girly or a full glam girly? Do you want to do your own hair or makeup? Do you want someone who can do both to avoid paying double travel fees? Do you want them to assist your bridal party and parents as well? Answering these questions will help you find the right professional for your needs and budget.
Officiant So ... who is ACTUALLY going to marry you? When looking at venues, they'll often ask if you're having a symbolic wedding, civil, or religious ceremony. For symbolic weddings, which are typically the easiest, you likely have done the formal paperwork in your home country and are just using this destination wedding as the official kickoff. For religious weddings, you'll have to consider the complex formalities of getting married in a church or other places of worship. If you intend to do so, please give yourself lots of time to do the necessary research so it's all in place by the time of your wedding.
Transportation Is your ceremony and accommodation at the same venue? If not, make sure you're thinking about how your guests will be transported to and from the destination to ensure a timely arrival and departure. Are you considering how your guests will get to you? Is your venue close to a nearby airport that's easily connected via public transportation? Taxis in Italy can be extremely costly and inconvenient depending on the region. Ubers act as licensed taxis and are equally as expensive and not as abundant. Make sure you're thinking not only about your plan of arrival but keeping guest convenience and satisfaction at the forefront of your planning.

BONUS CONSIDERATIONS: (when doing the mental math of your budget)

While not essential on the kick off initial to do list, these extras give you a holistic idea of other things you should keep in mind in order to add a special touch to your wedding and enhance your guests' experience throughout the big weekend.

Wedding Website - When it comes to destination weddings there are MANY details your guests will ask you about the travel, recommendations, etc. We always recommend creating a website where everything is in one place. It gets pretty overwhelming when 50 -150+ people are all asking you the exact same questions... multiple times.
Stationery - Ideally you'll want your Save the Dates, Formal Invitations, Menus (Food & Drink) as well as Signage (Welcome Signs, Seating Plan, etc) to be consistent in the theme. We're big Canva fans if you're looking for ways to save money.
Rentals & Other Event Decor - Lighting, dance floors, lounge seating, tents, table cloths, plate runners, tables, etc? Depending on your venue and personal taste, you may need to consider costs of rentals for the additional extras.
Cake Designer - Your caterer may be able to provide your wedding cake but it's not 100% guaranteed. You may need to find a local baker who can create a stunning and delicious wedding cake that suits your theme and tastes.
Wedding Favors - While this is traditional, it is absolutely not mandatory. Favors and gifts can be costly so make sure if you are giving them out, it's something people will be excited about and can actually use. We personally love welcome bags filled with local goodies, maps, and itineraries to make their stay more enjoyable.
Rehearsal Dinner & Post Wedding Events - For destination weddings, your guests are often traveling quite the distance so you may want to consider hosting welcome night or additional events outside of the wedding itself to take advantage of the time you're all together. However, the costs of these events are often forgotten in an initial budget. You don't need to go all out but a pizza party or pool day will be greatly appreciated by your guests.
Photobooth or 360 Video - We've never come across a guest who hasn't had fun making memories with these! Always a fun, easy souvenir and great way to entertain guests throughout the night.
Babysitting Services - If your guests include families with children, and you're hoping for a child-free wedding or reception, offering professional babysitting services can be a thoughtful touch that allows parents to relax and truly enjoy the festivities.
Additional Entertainment - Fireworks, sparkler exits, live performance artists? Depending on your budget - these can always bring a fun flare to your event.

By keeping these vendors in mind and planning ahead, you'll be well on your way to organizing a beautiful and memorable wedding in Italy. Remember, the key to a successful destination wedding is thorough research and local expertise.

If you need any assistance, our company specializes in providing an array of services for destination weddings in Italy and can help you find the best vendors, manage the logistics, and ensure everything goes smoothly.

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