Planning A Destination Wedding (A brides POV)
Planning A Destination Wedding
Planning a wedding abroad can be overwhelming but here's soem first hand experience you should deffinately read!
When I was planning my wedding in Tuscany in 2024 (which was beautifully photographed by Phil) I was struck by the serious lack of info online to help couples planning a destination wedding. So, I took everything I’d learnt and set up Italy Ever After to help other couples in a similar situation. Here are my top 10 dos and don’ts for anyone planning a wedding in Italy.
I’ve planned lots of high-profile events as part of my job, so I was initially against spending money on a wedding planner. But I’m so glad I did. Her advice was invaluable; she knew the best suppliers and could communicate with them far better than I could, and was often available to negotiate on my behalf which actually saved me money. Plus, I didn’t need to worry about a thing on the day meaning I could concentrate on what mattered – having the time of my life. Claudia was an absolute sensation and we cant recommend her enough, if you're planning an Italian wedding check her out Italy wedding planner.
If you’re having a civil (legal) ceremony, then choose a celebrant who can also help you with the tricky legal paperwork. Our celebrant guided us through the entire process and translated our documents for us when they arrived in Italy – and honestly, it was a God-send. Italy Ever After has a Guide to Civil Ceremonies which walks you through every stage of the process too.
I was reluctant to consider anything other than the outdoor ceremony I'd dreamed of, but the reality is you can't wish the rain away! The weather in Italy has been so up and down over the past couple of years, so you’ll thank yourself for having a plan in place for if it rains. On the morning of our welcome party there was a torrential downpour. Even though I was praying it would clear by the evening (and it did), it made it a lot less stressful knowing that we had options that would still be beautiful without needing to scramble at the last minute.
On the flip side, make sure you’ve factored in the heat… including what you’ll do if it’s hotter than expected. Make sure you have water available for guests – you don’t want them ditching the party because they’re dehydrated! We handed out fans to our guests (which also looked great in pictures), and I’ve seen some gorgeous photos where the couple have provided parasols. Brides, think about your hair and make-up too. In hindsight if I’d known how hot I was going to get during the ceremony, I’d have asked my hair and make-up artists if they could stay an extra 30 minutes for touch ups.
Wedding days go by so quickly at the best of times, but destination weddings usually start a little later in the afternoon due to the intense heat. You’ll want to make the most of every second, and that includes choosing a photographer who works efficiently and doesn’t let the posing come at the expense of the party! It’s one of the many reasons Phil was such a wonderful choice for our wedding. He didn’t need to spend hours staging photos and was incredible at catching the moments that simply can’t be faked – and those are the ones that we’ll cherish for years to come.
One of my biggest learnings was that the cost of suppliers in Italy is very different to the UK. Sometimes that can work in your favour (venues hire, catering and bar services are generally cheaper), but other times you might be surprised by the cost (florals, hair and make-up in Italy are a lot more expensive than their UK counterparts.) When you’re pulling your budget together, make sure you’ve researched average prices or asked your planner for guidance, so there are no nasty surprises further down the line. With certain suppliers, it might make sense to bring these over from the UK too. This was definitely the case for our photographer. Because Phil had travelled from the UK to Italy, it meant we got so much more coverage than I was quoted from Italian photographers. Phil captured all three days of our celebration, stayed right into the night-time celebrations, and didn’t miss a moment.
There are certain costs in Italy that don’t apply in the UK, and these can add up quickly. For example, you’ll need to set aside approx. €350 for the SIAE licence if you’re playing any kind of music at your event – even if it’s just a Spotify playlist. Many of your vendors will add tax which can be up to 22%, and it’s also customary to buy vendors a meal at your wedding. My advice would be to research as much as you can up front and set aside a small contingency budget for any hidden extras. The Italian Wedding Budget Tracker from Italy Ever After is a really useful free tool for keeping track of your costs.
I write this as somebody who didn’t arrange transport for my guests, and it’s the one and only thing I’d change about my entire wedding. Outside of the major cities in Italy, taxis are incredibly difficult and expensive to source. If you have guests who aren’t staying on site then I strongly recommend pre-booking a mini bus to take people to and from the venue, otherwise it might end up being an (expensive!) headache you don’t need on your special day.
I initially thought that shipping everything over to Italy would be the easiest way to get things like decorations, signage and stationery, over to me venue. The reality was I was hit with charges at customs, and it actually would have been cheaper to book an extra suitcase. Some things may need to be shipped (like large signage that won’t fit in a suitcase) but make sure you allow plenty of time for this and be prepared to pay customs charges. (These often have to be paid at the point of delivery too, so check that your venue is happy to pay for this if you reimburse them.)
While I know you’ve probably spent your entire engagement mood-boarding every little detail, my final piece of advice would be to remember that above all your wedding is for you, not just for Instagram. We get so used to seeing perfect weddings online (many of which are actually photoshoots, not real weddings!) full of trending poses and staged scenes, that it can be easy to get caught up in “content culture.” My advice would be to trust a photographer who captures the important details, but above all focuses on what your wedding feels like. One day the trends will change, but your memories will last a lifetime.
If you're planning a destination wedding you may be interested in looking some of our other stories we captured you may find this real Tuscany Wedding helpful. Perhaps this Cortona wedding will be helpful or if you're getting married in France, this France wedding photography blog would be a great read.
Planning a wedding abroad, we'd love to hear from you to see how we can help tell your story. Get in touch by clicking the link below and we can get this sunset story of you both told!
