Planning your dream wedding in Italy
Essential tips before booking your venue
What are the hidden costs of a wedding venue?
How much does it cost to get married in Italy?
What should I know before booking a venue in Italy?
These are some of the most frequently asked questions by couples during the planning stage of their destination wedding.
Most of the time when evaluating locations and managing their budget to dedicate to their dream location people only consider the cost of rental; however, you should know that there are a lot of hidden costs that it is good to be aware of in order to properly evaluate how to proceed.
HERE YOU WILL FIND THE MAIN THINGS TO CONSIDER AND ALL THE HIDDEN COST OF A VENUE:
1- RENTAL OF SPECIFIC AREAS OF YOUR VENUE: WHAT AREAS OF A VENUE DO I NEED?
When renting specific areas of your venue, it's essential to consider which spaces you'll need for your event. Some venues may charge extra for access to different areas like olive groves, side gardens, orchards, or indoor rooms for backup in case of bad weather. During your visit, carefully select all the necessary areas to ensure the venue can accommodate your requirements without additional costs. Typically, for weddings, four areas of a villa are utilized: one for the ceremony, one for the aperitif, one for dinner, and one for after-dinner activities. Choosing the right areas for each moment of the day can be challenging for the couple-to-be, which is where I step in to assist. I help identify the most suitable spaces based on their functionality, comfort for guests and vendors, ensuring a seamless event experience.
2 - TIMING OF THE EVENT: WHAT ARE THE TIMINGS FOR A DAY WEDDING IN ITALY?
When planning a day wedding in Italy, it's crucial to consider the timing of your event. Many venues have specific start and end times for celebrations. If you envision an all-night after-party, it's essential to inquire about the venue's music policies, as some locations restrict outdoor music after a certain hour, prompting a move indoors or an early end to the celebration. Typically, venues may charge extra for extending the event past 1.00/2.00 am or for utilizing indoor spaces beyond the designated time. To ensure your dream celebration aligns with your desired timeline, it's vital to communicate your preferences upfront. Additionally, depending on the services required, you may need to rent the venue a day before or after the event for setup and dismantling, incurring additional costs. Understanding the timing logistics of your day wedding in Italy can help you plan a seamless and unforgettable celebration.
3 - MINIMUM STAY: HOW MANY DAYS SHOULD YOU BOOK YOUR VENUES FOR?
An important matter to be informed about that can influence the venue cost is that every venue has its own rules when it comes to minimum night stay. According to the period of the year that you chose for your wedding the minimum night stay could change. Some venues can be rented for only one day others have a 2/3 days minimum stay or even a week in peak season. There are also venues that can be hired for the wedding only ;)
4 - PLAN B: WHAT IF IT RAINS ON YOUR WEDDING DAY?
Planning for the unexpected is crucial, especially when it comes to your wedding day in Italy, known for its typically sunny weather. While everyone hopes for clear skies, it's essential to have a backup plan in case of rain. Ideally, your venue should have an indoor space to accommodate all guests if the weather turns sour. However, if indoor space is not available, consider booking a marquee at an additional cost. Keep in mind that a 40% non-refundable deposit is required to secure the marquee in advance. You can choose to proceed with full payment if needed or cancel without incurring the remaining balance.
5 - SERVICES OFFERED BY THE VENUE: ARE THERE ANY MANDATORY VENDORS?
Wedding venues in Italy, particularly in Tuscany, often boast their own vineyards and olive groves for producing olive oil and wines. If your chosen venue offers these products, you may be required to purchase a minimum quantity for your wedding. While this adds an authentic touch to your Italian wedding, be sure to sample those products beforehand. If you prefer different wines, you may incur an additional charge if the venue permits substitutions.
Moreover, many venues have a list of mandatory vendors with whom they collaborate. Make sure to check it and see if it works for you. If it works it can make your search easier but if you don't like some of them it can be a problem. To request a vendor that is not on the list can cost you an extra fee or can even be prohibited in some places.
6 - ACCOMMODATION: IS IT BETTER TO BOOK A VENUE THAT HAS ACCOMMODATION FOR GUESTS OR NOT?
You will find venues that have their own accommodation, sometimes for just a few people; while in other cases, for the majority of people. Having people sleeping at the venue can be a plus and sometimes can also save you some money. In case guests will be staying in hotels nearby you will need to think of transportation to get them to and from the venue. Don’t rely on taxis because the majority of the venues are quite remote and often your guests won’t find any. Accommodation for guests can be a tricky topic and it’s not easy to organize. If your venue does not have space to accommodate all the guests I suggest finding 3/4 hotels in the area and ask you guests to book it. It’s best not to have them all booking different places because this complicates the transportation service. I always suggest relying on a concierge service that can organize all of this for you.
7- EXTRAS, WHAT ARE SERVICES I MIGHT NEED THAT THE VENUE DOESN’T OFFER?
Power supply and toilets are two extra important matters that need your attention. If the venue is well organized probably you won’t need either, but it can happen for example that you want to use a garden of the venue that doesn’t have a power supply because it’s far from the villa. In this case, you need to consider an extra cost for a generator and maybe some portable toilets. This is a cost that needs to be taken into consideration especially if you are planning your wedding in a private location or in a summer house.
If you read all of this and you feel a little overwhelmed it is normal, there are so many things to consider. This is why couples choose to have a wedding planner for their destination wedding. After 14 years of experience I am able to guide you to all the best and to break down all the costs according to your requests in order to organize your dream day!
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I'm Francesca, a wedding planner specialized in sustainable events in Tuscany with more than 11 years of experience.