Congratulations on your engagement and thank you so much for considering my wedding planning services for your gorgeous wedding in Italy! I aim to respond to enquiries within 48 hours of the enquiry so you’ll hear from me in the next couple of days.
First let me tell you a little about me and how I can help you with your plans;
I’ve been doing destination wedding planning for over 18 years and I now specialise in weddings in Italy and some in Ireland. I also train wedding planners all over the world plus I am a consultant for wedding venues and advise them on ways they can make their services perfect for destination couples.
My aim is to offer couples an amazing, stress free, wedding in the most cost effective way without cutting the quality. Myself and my little team look after all your needs during the planning process before your big day, and when you arrive in Italy we take care of you and your guests to leave you time to enjoy your day. I am always here to advise, assist and answer any questions right up until you return as a married couple.
Planning a wedding anywhere can be stressful and couples often think planning a destination wedding will be even more stressful.
However, due to my years of experience and having planned over 250 weddings, I have perfected a stress-free way to plan a wedding in 10 easy steps. I keep everything as clear and as straight forward as possible so there is no ‘mystery’ about what I do or surprise costs.
The wedding planning fee is included in all the plans I send out. The advantage of booking your wedding through Rosie The Wedding Planner is that you have one point of contact who understands what you want, you will know what your wedding is going to cost from early on and you can enjoy the planning process rather than having to deal with dozens of vendors abroad, quotes, unreturned calls and extra hidden charges. I am Irish, so I speak fluent english, but now based in Italy and have an established network of reliable quality vendors, many of whom speak fluent english too so there is nothing lost in translation!
Here’s the 10 step process I work through with clients for weddings in Italy to keep everything relaxed, as simple as possible and stress free:
You tell me what you want for your idyllic wedding day by completing the wedding enquiry form (which you have done!). I then send you wedding venues and sample wedding plans based on your guest numbers, budget, region and venue requirements. This will help you get a feel for costs and suitable gorgeous venues I feel are a good fit.
After looking at the venue photos and sample plans it is time to get serious! We will arrange a consultancy call where you can tell me which venues you liked and didn’t like and I can answer any questions you have about the venues or planning your wedding in Italy. This will help me suggest other venues that may suit. The call usually lasts between 30 minutes and an hour and there is a fee of €150 for the consultancy. If you decide to go ahead with a booking through my wedding planning service then this fee will be discounted from your deposit 🙂
Once we have narrowed down the venues you liked and dates you would like for your wedding, I will start contacting the venues and check their availability, I will do a more accurate quote for you based on your date, guest numbers, etc. This involves emails back and forth, calls and a lot of time, so for the consultancy and follow up there is a fee of €150.
The good news is that any consultancy fees paid will be subtracted from your final invoice when you book your wedding with us so you don’t loose out!
You will now have a plan for your idyllic ceremony and reception venues* and some of the services requested. We present this as an inclusive plan based on accurate quotes from the reception and ceremony venue and average costs of wedding vendors we use. All our plans are inclusive of our planning fee, on the day coordination fee and taxes, so there are no hidden costs or unwelcomed surprises.
Some couples like to visit Italy to view the venues before making a final decision, this is not a problem, I can arrange visits and me or one of my team can meet you when you arrive to show you around a pre-agreed list of venues and discuss all the options with you. There is a charge for their time and travel expenses.
However a lot of our couples do not do a pre-wedding visit and book based on the information, advice, videos and pictures we provide.
Once you found your ideal venue and your date is available, it is time to book! We will send you a clear contract which will outline exactly what is included, a payment plan, terms and conditions etc. We will request a 30% booking deposit** to book the reception venue and the ceremony venue and any services included.
Your wedding date is now set! Your ceremony venue and reception are booked. It is now time to plan the finer details! Some of my plans have an allowance for different vendors, such as photography, flowers, etc.
Once your venue and ceremony is booked you can relax a little! We usually start sourcing vendors needed the October before your wedding. Based on our discussions we start to source suitable vendors for you to choose from. We will send you their names and samples of their work and you can choose from the comfort of your own home which you prefer, we then secure them for your wedding.
All the service providers we use are professional wedding suppliers, most of whom we have worked with previously and whom we have had 100% good feedback about. You can of course order more food courses for your reception, more bouquets, etc. and change the plans to suit your wants and needs.
If you want additional services that are not included in the plan, which is often the case, we source these for you, check dates and negotiate prices on your behalf saving you lots of time and energy. It’s all part of our service. Chasing vendors for replies and prices (especially if you don’t speak Italian) can be extremely time consuming and frustrating so this is one part of our service a lot of our previous clients are most grateful for! Any additional services booked will individually require a small deposit to be held for your date – the same as if you were booking services for a home wedding.
Basically our wedding plans will be completed moulded for you.
You now have everything booked for your wedding! Six months before your date we start working with you on your paperwork requirements. I will have appointed one of my team in Italy to hand deliver and collect paperwork to the appropriate authorities. This, again, saves couples a tonne of possible stress as sometimes paperwork can go missing or be left on the bottom of a dusty pile, if it is not hand delivered and collected. Believe me, this is stress you do not want and we are there to hold your hand throughout the legal process keeping it stress free!
Your paperwork has been approved and now with only months to your wedding date it is time to do all the fine tuning and trimmings! We will book any extras needed: guest accommodation and coach or taxi transfers to and from the airport so that the whole trip from arrival to departure is easy and enjoyable for your guests. We’ll also confirm the decor, flower choices for bouquets and centrepieces, photography lists, music choices, band playlists, final menu choices, guest activities, ceremony wording, guest seating and anything else you need to make your day just as you dreamed it would be! You remain in full control of your wedding.
8 weeks before the wedding you pay the balance of your wedding.
I usually recommend you arrive in Italy a couple of days before the wedding so that you can meet service providers that will be part of your day such as your photographer, etc. You can also do wine tasting to select your wines, have a hair and makeup trial if you wish and meet with the registrar or priest to finalise your paperwork. We make it all very relaxed and enjoyable!
You are in Italy and it’s the day of your wedding! You have met everyone involved and everything has been approved by you so you feel confident and in-control. Me or my wedding coordinator will be there for the full day to ensure all the service providers arrive, set up the ceremony and reception to your requirements, ensure your guests get to and from the ceremony venue, be a friendly point of contact for you and your guests so everyone knows exactly what is happening and when! We will also deal with any last minute emergencies or hiccups in a quiet and professional manner so you don’t even have to know there was an issue. The result is that you have a stress free, amazing dream wedding that will live forever in the hearts and minds of you and your guests as one of the best days ever!
So now you can see how easy it can be for you to have your dream wedding without any stress for you and your guests!
WARNING: Sometimes couples find venues they like themselves through the Google machine! Be warned! You will be boggled by choice! There are thousands of wedding venues and villas in Italy, some have great websites but are not what they seem when you visit, some are impractical for weddings due to their remote location or for other reasons and some are genuinely great finds! We are happy to work with any venue on your behalf including checking it out to ensure it is suitable for your wedding. However, please do follow my advice on this; a wedding only happens once and sometimes the simpler you want to make it the more complicated it gets! Booking a venue yourself is easy, it is when you get to the finer details like booking the ceremony, catering, transport for guests, etc. that things get messy, stressful and expensive.
This also goes for wedding vendors, some have amazing websites but are not professional or are unreliable. We meet and background check our vendors, we can’t be responsible for managing any vendors you book directly.
I hope this outline and information is useful to you. I hope this outline and information is useful to you. So what is the next step? Email me and let me know which venues you like on my site and I’ll start creating some sample plans for you.
All the best,
Rosie The Wedding Planner
* This is limited to 5 venues after which there is an additional charge of €100 for every 3 additional venue plans. However we have never had to charge this, as we have always hit the nail on the head within the first five for our clients!
** Some venues may require a higher deposit.