How to Plan a Wedding in Italy: Complete 8-Step Guide

8-step guide from start to finish

📍 Overview ❓ FAQ 📋 Planning

Step 1

Set Budget & Financing▼

12-18 months before

Based on our experience with over 500 destination weddings in Italy, here is the timeline we recommend:

Phase 1: Dream & Research (12-18 months before)

Set your vision: What type of wedding? Intimate (20-40 guests) or larger (50-100)?
Budget overview: Set a total budget. Average in Italy: 32 368 €
Season: may-june, sep-oct is ideal. Shoulder season (before/after peak) is often 20-30% cheaper and venues are more available. Our clients who chose shoulder season are often equally happy - the weather is usually great!
Deposit: Book venue/planner with 9 710 € deposit (usually 30%)

Phase 2: Key Bookings (9-12 months before)

Wedding planner: Book a local planner (11 329 € savings through their vendor contacts)
Venue: Secure your dream venue - popular ones in Italy book up quickly
Main vendors: Photographer, caterer, florist, music
Save-the-Date: Send to guests (many need to plan flights + accommodation)

Phase 3: Details & Logistics (3-6 months before)

Formal invitation: With detailed travel info for guests
Hotel blocks: Reserve rooms at 2-3 price levels
Flight info: Send recommended flights and booking tips
Guest logistics: Plan group transport for wedding day

Phase 4: Countdown (1-3 months before)

Confirm all vendors 2 weeks before (dates, times, payments)
Create a day-of timeline (detailed minute-by-minute)
Travel insurance for bridal couple + review guests' insurance
Final payment to vendors (usually 70% remaining)

Our Expert Tip for Italy:

The best tip we can give is to BOOK EARLY. Popular venues in Italy are often fully booked 12+ months ahead, especially during may-june, sep-oct. Start your research at least 15 months before, and use your wedding planner/venue's experience - they have done this hundreds of times!

Step 2

Choose Destination & Venue▼

12 months before

Italy offers incredible variety. The right choice depends on your style, budget and guests' needs.

Choosing the Right Destination

When choosing your destination in Italy, consider these factors:

Accessibility: How easy is it for guests to get there?
Climate: What's the weather like during your preferred period?
Budget: How do prices compare between different areas?
Style: Does the destination match your wedding vision?

Symbolic ceremony: For symbolic ceremony it's simpler, but some areas may have specific rules.

Our Recommendation:

Visit your preferred destination before the wedding (if possible). A 3-day trip costs 8k-15k SEK but can save 50k+ SEK in dissatisfaction.

Step 3

Hire a Wedding Planner▼

10-12 months before

A local wedding planner is your BIGGEST investment for stress-free planning in Italy.

Cost & Value

Price: 15,000-40,000 SEK (depending on scope)

Return: Often saves 50,000+ SEK through vendor discounts and preventing mistakes

Three Levels of Services

Partial Planning (15,000-20,000 SEK)

Recommends vendors
Negotiates contracts
3-4 digital meetings

Best for: Couples who want local expertise but do a lot themselves

→ Create inquiry for planner

Full Planning (25,000-35,000 SEK)

Everything from Partial Planning +
Creates timeline
Coordinates all vendors
Unlimited communication

Best for: 85% of couples - best value

→ Create inquiry for planner

Concierge (35,000-40,000 SEK)

Everything from Full Planning +
Visits venues for you
Handles ALL details
Completely stress-free for you

Best for: Busy couples and those who want zero stress

Important:

90% of successful destination weddings have a local planner. The 10% that skip often spend 20-30% more due to mistakes and lack of local knowledge. Don't spend 100+ hours on vendor research - let your wedding planner do this!

Step 4

Book Venue▼

10-12 months before

The venue is your MOST IMPORTANT booking - it sets the tone for the entire wedding and is often the biggest cost.

Budget Allocation

Venue + setup: 9 710 € (approx. 30% of total budget)

Catering (included at many venues): 8 092 € (approx. 25%)

What's Included in a Venue Package?

Space: Venue, setup, basic decor, chairs/tables, staff, teardown
Catering: Welcome drink, dinner, wedding cake, drinks package
Coordination: Day-of coordinator (included at most venues in Italy)

Venue Selection Checklist

Capacity: Does it accommodate your guest count?
Accommodation: Can guests stay on-site?
Rain plan: Is there an indoor alternative?
Sound: Are there noise restrictions (time limits)?
Access: How do guests get there?
Exclusivity: Do you have the entire venue to yourselves?

Our Recommendation:

Allocate 70% to what guests EXPERIENCE (venue, food, music) and 30% to what they SEE (flowers, decoration, styling). This gives the best balance of memorable experience and beautiful aesthetic.

Step 5

Arrange Documentation▼

6-9 months before

Documentation is the #1 cause of stress for destination weddings. Here is a complete guide for Italy:

Type of Ceremony

Most couples choose a symbolic ceremony in Italy and register legally in your home country.

Symbolic Ceremony (Most Popular)

No legal requirements - complete freedom
Choose your own officiant (friend, professional, or religious)
Write your own vows
Register legally in your home country before or after (simple process)

For ALL Types:

Valid passports (minimum 6 months validity)
Travel insurance for all guests
Copies of all important documents in the cloud

Important:

95% of our couples choose symbolic ceremony + Swedish legal registration. This is the EASIEST and SAFEST option - zero risk of delays due to documentation!

Step 6

Book Vendors▼

6-9 months before

After the venue, the next focus is: photographer, catering, music, flowers. These create your wedding experience.

Photographer & Videographer

Budget: 3 884 € (approx. 12% of total)

Full-day photographer (8-12 hours)
Highlights video (3-5 min edit)
Engagement shoot (1-2 hours, often included)
Album and digital gallery

Tip: Photography is the ONLY thing that lasts forever. Don't save here!

Catering & Drinks

Budget: 11 329 € (approx. 35% - often included in venue)

Welcome drinks (1 hour before ceremony)
3-5 course dinner (local cuisine recommended!)
Wedding cake
Open bar (4-6 hours)

Flowers & Styling

Budget: 2 589 € (approx. 8%)

Bridal bouquet + boutonniere
Table centerpieces
Ceremony arch/backdrop
Tip: Use local seasonal flowers - more beautiful AND cheaper!

Budget Priority:

They have established relationships and can often get 10-15% discounts. Plus, vendors they recommend are pre-vetted for quality and reliability.

Step 7

Plan Guest Logistics▼

4-6 months before

Guest logistics are critical for destination weddings. Smooth transportation and accommodation = happy guests.

Flight Information

Flight time: 2.5-3 hours from your home country
Best time to book: 4-6 months before for best prices
Tip: Create a shared spreadsheet with recommended flights

Accommodation Strategy

Block booking: Reserve rooms at 2-3 price levels
Negotiate: 15-25% group discount for 10+ rooms
Deadline: Set a booking deadline 3 months before

Transport on Wedding Day

Budget: 647 € (approx. 2%)

Group bus hotel → venue → hotel
Book 2 departures (before ceremony + late evening)
Consider shuttle service for larger groups

Guest Communication

Couples who send out a professional "Guest Guide PDF" 5 months before report significantly fewer logistics questions.

Weather information and packing list
Recommended flights and hotels
Local tips (restaurants, activities)
Wedding schedule and dress code
Emergency contacts

Our Recommendation:

Invest 2-3 hours in creating a comprehensive guide - it will save you 20+ hours of answering individual questions from guests!

Step 8

Finalize & Travel▼

1-3 months before

The last months are about confirming details, finalizing payments, and preparing for the big day.

3 Months Before

Confirm final numbers with hotels & transport (1 month before)
Send detailed timeline to all guests
Final fitting for wedding attire
Confirm menu selection with caterer

1 Month Before

Final payment to all vendors
Confirm all bookings (venue, photographer, florist, music)
Create seating chart
Prepare tips/gratuities for staff

1 Week Before

Create a "Day-Before Checklist" and review with your wedding planner the day before
Pack ceremony items (rings, vows, marriage certificate)
Confirm arrival times with all vendors
Time for venue inspection, vendor meetings, jet-lag recovery, relaxation

Wedding Day Timeline

Morning: Hair/makeup, getting ready photos
Ceremony: Usually 16:00-17:00 (best light for photos)
Cocktail hour: 17:00-18:00
Dinner: 18:00-20:00
First dance + party: 20:00-02:00

Budget: Final Costs

Expected extras: 3 884 € (approx. 10-15% of total)

Tips for service staff (5-10%)
Last-minute additions
Welcome dinner for arriving guests
After-party/brunch the day after

Our Final Advice:

What truly matters is that you marry the love of your life surrounded by the people you love most. The planning might feel overwhelming at times, but Italy will provide an unforgettable backdrop. Trust your planner, enjoy the process, and remember: every wedding is perfect when the couple is happy!

Important Tips to Keep in Mind

💡Legal Wedding

To marry legally in Italy as a foreign citizen, you need a Nulla Osta (certificate of no impediment) from your embassy. The process typically takes 2-3 months. Many couples choose to do the legal part at home and have a symbolic ceremony in Italy.

💡Best Time to Marry

Avoid July and August – it is extremely hot (35°C+) and peak tourist season. May-June and September-October offer perfect weather (20-28°C), fewer tourists and lower prices.

💡Budget and Costs

Italy can be both budget-friendly and exclusive. An intimate wedding for 20-30 guests starts from €10,000, while a luxury castle wedding for 100 guests can cost €50,000+.

💡Language

Many wedding planners speak excellent English, especially in Tuscany and on the Amalfi Coast.

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