FAQ
A selection of the most frequently asked questions by the couples who are getting married in Italy. We hope you find the answers you’re looking for but, if you don’t, we will be happy to talk to you in private. Just get in touch with us!
Wedding Planning
Our suggestion is to start 18 months before the wedding. The main reason is the wedding venues’ availability: the earlier you start planning, the more venues will be available. You might not know it, but some of them are in such high demand that they must be reserved 2 years in advance!
Of course, if you wish to plan later on and more last-minute, it’s not a problem for us. Just be aware that your dream location might be booked already – but that doesn’t mean that we can’t find another spectacular one for you.
Every wedding is unique, and so is our service. That’s why we don’t have a fixed pricelist: we prefer to talk to you and listen to your needs and desires, then we’ll come to you with our best proposal. Get in touch with us and let’s start from there.
If you wish to get in touch with us, just fill out this quick form. We’ll get back to you as soon as possible to schedule an appointment through Skype, WhatsApp or Zoom, so we can get to know each other and start planning your wedding in Italy.
Email is our primary communication channel. Contracts, official quotations, project revisions and design approvals must always be handled via email for clarity and proper documentation.
Our team will provide you with a shared Google document including all essential tabs (payments, menus, transport schedules, seating charts, ceremony order and every relevant service involved in your wedding). This document will be updated regularly and will serve as your operational reference.
While we are also connected with all our couples via WhatsApp, we kindly ask you to use it only for brief clarifications or short updates. Dispersing fundamental information across multiple channels would otherwise generate unnecessary workload and confusion.
We plan each step well in advance to avoid stress: trust the timeline and follow the agenda we provide.
Guests
This is completely up to you: we can plan any kind of wedding in Italy – whether it’s an elopement or a big party with hundreds of guests. Just keep in mind that, usually, around 80% of the people you invite will actually attend your destination wedding: our suggestion is to ask them for confirmation as soon as possible.
If you live very far from Italy – USA, Australia, Asia – you and your guests should stay at least 3 days in Italy. A week would actually be ideal, because it would be less tiring and it would give all of you the opportunity to enjoy the trip and the ceremony, do some sightseeing and relax in some charming Italian destination.
Most caterers ask for a confirmation of the guests’ number around two weeks before the wedding. That’s the number you will pay for, whether they show up or not. At the same time, it’s still important to update the caterer about last-minute cancellations so that they can take care of tables and seatings.
That’s your choice. If your budget allows it, you can pay for all of your guests, or for your closest friends and relatives. Otherwise, the accommodation will be at the guests’ expense – and don’t worry: that’s not rude, it’s absolutely ok. You’re already paying for the whole wedding reception and party, after all.
There’s one thing you should bear in mind, though: if you’re renting a wedding venue for – let’s say – 3 days, you will have to pay for the deposit and remaining balance yourself. At the same time, you’re going to open a temporary account where your guests will be able to pay the fee for their accommodation to you. It’s easier done than said, believe us, and if you need to do this we will help you all the way down.
The short answer is: no, they can’t.
Transportation logistics are part of our responsibility, as we must be able to collect guests from designated accommodations and return them after each event.
Depending on the destination, some guests may stay at the wedding venue itself – it often happens in Tuscany, for example – while others may need to stay nearby. We will carefully select suitable properties based on location, accessibility, service standards and budget range. Guests must book within the selected accommodations if they wish to use the organized transportation service (which is recommended).
It is also important to understand that many properties sell out months in advance. In order to block rooms, hotels may:
- request a deposit from you (refundable once guests confirm their bookings within the deadline);
- require a signed contract;
- in rare cases, offer a dedicated room booking service, where staff manage reservations directly with your guests (usually subject to an additional fee and available only at a limited number of properties).
Regardless of the booking method, couples are always required to complete a rooming list in advance. This step is essential and must be finalized within the deadlines provided by the property.
If rooms remain unsold after the agreed deadline, the financial responsibility falls on you. It is therefore important to take care of this aspect: follow our guidance and act promptly.
Everything starts with a call with you to understand your guests’ profile and expectations.
We then select accommodations based on distance from the wedding venue, ease of transportation, budget category, professionalism and responsiveness of the property, and service standards aligned with our expectations.
Every recommendation reflects logistical practicality and the overall experience we wish to guarantee.
Guests who decide to stay outside the selected properties must arrange their own transportation. We assume no responsibility for their arrival at the ceremony or return after the event.
You should inform them that, in many Italian destinations, taxis and ride-sharing services such as Uber are limited or unreliable. Furthermore, under Italian law, driving with a blood alcohol level above 0.5 g/L results in license suspension and significant fines. Guests staying independently must therefore be aware that they may not be able to drink freely at the celebration.
Wedding Venue
It’s not a problem if the airport is far from the wedding venue. Your guests might want to rent a car and drive through the beautiful Italian landscape to reach you, or you might think of a convenient solution such as a shuttle van or bus for them. In this case, they will be picked up by our driver at the airport and will just have to relax on the way to the venue.
Yes, we are always by the side of our couples when they come to Italy to visit the wedding venue. Not just because we extremely care about the success of the event, but especially because we will help you notice some details that you wouldn’t be aware of otherwise.
If the wedding has already been confirmed with us as planners, we will dedicate one day to you for the site inspection and catering tasting. If you wish to have additional days of site inspections, then you will have to cover our expenses for fuel, accommodation and meals.
If you’re visiting Italy and want to take the chance to do a site inspection in a wedding venue you like, but our service hasn’t been confirmed yet, then you will have to cover our travel and time expenses.
We do understand that it’s hard for couples who live far away to come to Italy and visit their favorite venues in person. You shouldn’t worry about this, though: trust us and our expertise, and the choice of the venue will go as smooth as silk!
It depends on several factors, like lighting conditions and the distance from the facilities where food is prepared. A site inspection is necessary to decide where to set the dinner tables. Bear in mind that most wedding venues don’t have enough outdoor lighting, so you will most likely have to rent some light sources.
Vendors
Usually, that’s not possible. We work with a team of trustworthy vendors that we tested and selected over the years. Trusting us as your wedding planners means that you can trust our selection of vendors: this is the best way to make sure that your wedding turns out just perfect.
The only exception to this rule is when you suggest a vendor who’s a renowned professional in the wedding industry: in that case, if we believe it can be a great addition to our team, we will be happy to work together.
It is not our habit to negotiate the fees of the vendors we work with.
Our professional relationships are built on trust, consistency and the high standards we guarantee to our couples. The suppliers in our network are selected for their reliability, experience and proven results. We believe that the level of professionalism required to deliver an exceptional wedding cannot, and should not, be negotiated.
When you work with us, you are investing in quality, high standards and accountability.
Catering
Yes, they do, and they are usually free for the couples who have confirmed the wedding already. If you haven’t decided yet, you will have to pay for the tasting and then the cost will be deducted from the full price if you confirm.
Bear in mind that the tasting is reserved for the couple and the wedding planner. If you want to bring some family members or friends with you, they will have to pay and won’t get a refund.
Yes, our trusted caterers have bar counters and staff who work throughout the after-dinner party. Of course you have to decide how long you want your party to last, and what kind of drinks you want to serve. Different packages have different costs: we can discuss all that with the vendor while planning your wedding in Italy.
Unfortunately not. We have been working with some trusted vendors for years now, and wedding venues don’t usually allow self-catering. Sometimes exceptions are made for professional foreign caterers with proved experience in the wedding industry, or for chefs that work together with the Italian caterer for specific reasons (that might be the case of Hindu weddings, for example).
A wedding reception does not operate like a restaurant with à la carte ordering, so guests will not be able to choose their courses once seated.
You will select one menu, which will be served to all guests. A few weeks before the wedding, you will communicate any dietary requirements – such as allergies, intolerances or celiac conditions – specifying exactly where those guests are seated. The catering team will then prepare appropriate alternative dishes.
Your written communication of these requirements is essential and carries significant responsibility.
If you wish to offer guests a choice between, for example, meat or fish, professional caterers can accommodate this, but it involves an additional cost and choices must be collected in advance.
Wedding Day
The best time for your ceremony depends on your wedding day. If you hold it outdoors you have to consider the light, because that affects your guests’ comfort and especially your wedding photos. The best light for those is before sunset time so, based on the season, it could vary between 4 and 6 pm. Always check with your planner to make sure your ideal schedule is feasible.
In most wedding venues, outdoor music is allowed until 11.30 pm or midnight. If you wish your party to continue after that time, you may want to set two areas with audio equipment, so you can start outside and keep going inside. Several locations allow indoor music until 2 or 3 am.
If you know already that you will cut the cake – and start dancing – around 11 pm, our suggestion is to set everything indoors. The outdoors set is recommended for those who wish to have music throughout the reception, dinner included.
In most cases, the final decision is made the day before the wedding. Occasionally, it may be possible to wait until the early morning of the wedding day.
If the forecast is clearly good or poor, the choice is easy. The challenge arises when the weather is uncertain: in that case, to avoid risks and protect the integrity of your event, we recommend choosing the indoor option.
If you still want to proceed outdoors despite the unstable weather, you will be required to sign a disclaimer releasing the catering team, wedding planners and vendors from any responsibility should conditions worsen.
Please note that, once the final decision is made, it cannot be reversed: proper table setup requires several hours of work.