When you’re planning a wedding in Italy from abroad, vendor choices don’t just affect how things look—they affect how the weekend feels.
The right team creates ease: clear communication, smart logistics, and a celebration that feels present and un-rushed. The wrong team creates noise: confusion, timeline chaos, and that “we’re managing the wedding” feeling you’re probably trying to avoid.
This guide is meant to help you choose vendors with confidence—especially your planner—so you can enjoy the weekend and trust that the important moments won’t be missed.
Start here
your planner is the keystone
If you do one thing well, choose your planner well.
For intimate, multi-day weddings in Italy, your planner is:
your translator (sometimes literally)
your project manager
your logistics brain
your vendor curator
your calm in the middle of moving parts
Local Italy-based planner vs. “destination planner” from home
Both can be great, but they solve different problems.
Italy-based planner (Rome/Tuscany/Como/Amalfi) is ideal when:
you want strong local relationships and on-the-ground knowledge
your venue has lots of rules/requirements
you want someone who can physically be there for site visits, tastings, walk-throughs
Home-country “destination planner” can be great when:
you want someone in your time zone and language style
you want heavy design direction and a familiar planning process
they partner with a trusted local Italy team for execution
Best-case scenario: a planner who’s fluent in both worlds—international client communication + Italy reality.
What to look for in vendors
If you don’t want your wedding to feel like a production, prioritize vendors who are:
Calm operators
They communicate clearly, respond consistently, and don’t create drama.
Logistics-aware
They understand transport, heat, curfews, rain plans, and what “15 minutes away” means on the Amalfi Coast.
Collaborative
They don’t protect their ego—they protect the experience.
Experienced with international clients
They can explain processes, payments, timelines, and expectations without making you feel silly for asking.
The “trust test” before you book anyone
Here’s a simple way to evaluate vendors quickly:
1) Do they make things clearer or more confusing?
After a call, you should feel more grounded—not more overwhelmed.
2) Do they give you real answers to real questions?
Good vendors don’t hide behind vibes. They’re specific.
3) Do they talk about experience as much as aesthetics?
If everything is “how it looks” and nothing is “how it flows,” that’s a flag for couples who want presence.
Questions to ask an Italy wedding planner
Use these exactly (and notice how they answer).
Planning + process
“What does your planning process look like month-to-month?”
“How many weddings do you take on per year, and who’s my day-of point person?”
“How do you handle timeline creation and vendor communication?”
Vendor curation
“How do you choose the vendors you recommend—relationship, quality, price, style?”
“Can you share 2–3 sample vendor teams you’ve built for similar weddings?”
Logistics (Italy reality check)
“What are the biggest timeline/logistics traps in our region (Como/Tuscany/Amalfi/Rome)?”
“How do you handle transportation for guests and vendor load-in?”
“What are the venue curfew/sound considerations and how do you plan around them?”
Plan B thinking
“What’s your approach to weather plans—and do you help us choose a Plan B we actually like?”
“How do you build buffer into the weekend so it doesn’t feel rushed?”
Communication + trust
“What’s your typical response time?”
“How do you handle stressful moments when things change quickly?”
Green flag: they answer with structure and examples, not just reassurance.
Red flags
(especially for destination weddings)
Not “dealbreakers” automatically—but worth pausing on.
Vague timelines like “we’ll figure it out later”
No mention of rain plan until you ask
Slow or inconsistent communication early on
Overpromising (“Everything always goes perfectly!”)
Pushing trends hard while ignoring your comfort level
No clarity on who is actually present on the wedding weekend
Building the vendor team: who matters most
(and why)
For a multi-day Italy wedding weekend, here’s the order I’d prioritize if you want the weekend to feel effortless:
Planner – sets the tone, protects the flow
Venue – rules + logistics determine everything
Catering + bar – guest experience lives here
Photo – preserves the emotional truth of the weekend
Hair + makeup – affects schedule + calm
Music (DJ/band) + audio – energy + speeches + ceremony clarity
Florals + rentals/lighting – design, but also practical comfort
Transport – the invisible decider of stress
Italy-specific vendor notes (small details that matter)
Sound/curfews: affects how your reception “peaks” and transitions
Transport timing: boats, narrow roads, distance between villa + ceremony + reception
Heat: ceremony time + makeup schedule + guest comfort
Paperwork/permits: some locations/activities need advance planning
Payment + invoicing: international transfers, currencies, and VAT can affect totals—clarify early
My perspective as your photographer:
the planners I love working with
The best planners for my couples tend to:
communicate clearly and early
protect the couple’s presence (no constant interruptions)
build timelines with margin
coordinate vendors like a team, not separate islands
plan for weather and logistics without creating anxiety
When a planner works this way, you feel it in the photos—because you were actually living the weekend, not managing it.
A simple next step if you’re choosing vendors right now
If you’d like, contact me:
your location (Como/Tuscany/Amalfi/Rome)
your guest count
whether you’re planning a 2-day or 3-day weekend
…and I’ll tell you what I’d prioritize for your vendor team and timeline (based on what keeps things calm and photo-friendly in that region).
