The Italian Wedding Planning Timeline

Our Experience-Based Timeline

Ciao, beautiful couples! Natalia and Emily here from Italian Weddings by Natalia. After orchestrating over 100 magical celebrations across Italy’s most breathtaking locations, we've crafted this guide to help you understand the ideal booking timeline for your Italian destination wedding.

As planners who oversee every detail of your special day, we'll help you navigate the entire planning process. The question we hear most often is: "When should we book each vendor for our Italian wedding?" Here’s our professional insight based on years of planning unforgettable celebrations throughout Italy's most romantic settings.

With destination weddings in Italy becoming more popular than ever, we’ve created this comprehensive guide based on our extensive experience coordinating events all over Italy, with a specific love for Tuscany. Remember, every love story is unique—but if you’re planning your Italian dream wedding, our timeline will help you navigate the process with confidence!

Your Italian Wedding Vendor Booking Timeline

18-24 Months Before: Secure Your Foundation

VENUE & DATE: For Italian weddings, this is absolutely critical! The most sought-after villas, historic palazzos, and vineyard estates book up remarkably quickly. Your wedding planner will take care of helping you secure the perfect location that aligns with your vision and guest count.

Your planners insight: Consider seasonal factors when selecting your date. Your planner will advise on the best times for your preferred region.

12-18 Months Before: Build Your Dream Team

WEDDING PLANNER: If you haven't already secured your planner, this is the time! Your planner will take care of helping you navigate the complexities of planning a destination wedding in Italy, from legal requirements to language barriers.

PHOTOGRAPHER & VIDEOGRAPHER: Your wedding planner will take care of helping you select visual storytellers who understand Italian light and landscapes. We recommend booking these artists 12-16 months in advance, especially for summer weddings when talent is in high demand.

Our tip: Trust your planner's vetted vendor list—we work only with professionals who consistently deliver exceptional results.

FLORIST: Your wedding planner will take care of helping you select florists who can showcase the best of Italian blooms and design styles. From lemon branch centerpieces in Sorrento to olive leaf installations in Tuscany, the right florist enhances your Italian celebration. Book 12-15 months out, especially for peak season dates (May-October).

10-12 Months Before: Elevate Your Experience

CATERING: Your wedding planner will take care of helping you select the perfect culinary team and arrange tastings during your planning visit. Italian cuisine is central to your celebration, so booking 10-12 months ahead ensures you'll secure the best talent.

ENTERTAINMENT (DJ/BAND): Your wedding planner will take care of helping you find entertainment that suits your style and can navigate a multilingual event. Whether you want a classical string quartet or a lively party band, book 10-12 months in advance.

BEAUTY TEAM: We work with incredibly talented hair and makeup artists who understand how to create styles that will hold up in Italy’s various climates. Believe me, it get HOT in summer here! Book 10-12 months out, with trials scheduled during your planning visit.

STATIONERY: Consider incorporating Italian elements into your paper suite—custom maps of your location, watercolors of your venue, or traditional Italian patterns. Start this process 8-10 months before to allow time for design, production, and international shipping of your invitations!

8-10 Months Before: Add Italian Charm and Style

CAKE & DESSERTS: Italian weddings often feature spectacular dolci tables with regional specialties rather than traditional wedding cakes. Our pastry chef partners need approximately 8-10 months’ notice for peak season weddings.

RENTALS: From antique Venetian glass to rustic Tuscan farm tables, specialty rentals are key to your Italian celebration. We secure these 8-10 months before your wedding to ensure availability.

6-8 Months Before: Legal Requirements & Details

MARRIAGE DOCUMENTATION: Your wedding planner will take care of helping you navigate the necessary paperwork, which varies based on your nationality and the Italian region where you'll marry. Trust your planner to guide you through this complex process.

OFFICIANT: Your wedding planner will take care of helping you secure the right officiant for your ceremony type, whether religious or symbolic.

TRANSPORTATION: Your wedding planner will take care of helping you arrange appropriate transportation options for you and your guests, considering the unique logistics of Italian venues.

ACCOMMODATION: Your wedding planner will take care of helping you secure accommodation options for your guests across various price points, especially important in smaller Italian towns.

3-6 Months Before: Final Touches

WELCOME EVENTS & FAREWELL BRUNCHES: Italian weddings typically extend beyond one day, with welcome dinners and post-wedding gatherings. Secure these additional venues 4-6 months in advance.

FINAL PLANNING VISIT: We arrange a comprehensive final visit approximately 3 months for couples that wish to come before their wedding to finalize all details with your vendor team.

Our Planner's Perspective

As dedicated wedding planners specializing in Italian celebrations, here’s our professional advice:

  1. Trust the experts: Your wedding planner will take care of helping you connect with Italy’s finest wedding professionals who understand the unique requirements of destination weddings.

  2. Focus on what matters: Let your planner guide your budget allocation to create the authentic Italian experience you've been dreaming of. We respect your budget and expertly balance financial considerations with your wedding vision, ensuring a celebration that exceeds expectations without exceeding your comfort zone.

  3. Enjoy the journey: With a professional planner handling the details, you can focus on enjoying the entire experience from engagement to “I do.”

We hope this timeline helps you understand the planning process for your Italian wedding! When you’re ready to begin your journey, we'll take care of helping you create the celebration of your dreams in Italy’s most beautiful settings.

Con amore,

Natalia & Emily