Tvoi Concierge
Tuscany is one of the most sought-after wedding destinations in Italy: villas among the Chianti vineyards, medieval castles, wineries in the Val d'Orcia and the seaside of Versilia. The best venues and vendors are booked a year ahead or more, so it helps to plan backwards from your wedding date, month by month. This guide lays out a realistic 12-month timeline: what to decide first, when to start the paperwork for a legally binding ceremony, when to book your photographer and caterer, and how to organise guest logistics. It works for both symbolic and official ceremonies.
10-12 months out: date, season and venue type
High season in Tuscany runs from May to September, and June and September are the most requested months: the weather is warm without the August heat, and in September the vineyards are at their most beautiful. July and August suit evening ceremonies and seaside weddings; April and October work well for intimate celebrations with more flexible dates. Decide on the venue type in parallel: a villa with gardens and hillside views, a castle with historic halls, a winery with a tasting for your guests, or a seaside venue in Versilia (Forte dei Marmi, Pietrasanta). As for regions: Chianti and the Florence surroundings are the most convenient logistically, the Val d'Orcia offers the most iconic postcard landscapes, and Versilia is the choice for a wedding by the water. Popular venues for June and September are booked about 12 months ahead, sometimes earlier.
8-10 months out: ceremony format and documents
Decide whether your ceremony will be symbolic or official. A symbolic ceremony has no legal force, but it requires no paperwork and can take place anywhere: in a villa garden, at a winery, on the beach. An official civil ceremony in Italy is recognised in other countries, but it must be held in approved locations (a comune hall or licensed venues) and requires document preparation. For an official ceremony you will typically need birth certificates, certificates of no impediment to marriage and, if either of you was married before, proof that the marriage was dissolved. Documents must be legalised with an apostille and translated into Italian by a sworn translator. Allow about 2-3 months for gathering papers, apostilles and translations, so start no later than 8 months out: some certificates have a limited validity period, and the order of steps matters.
6-8 months out: key vendors
By now the date and venue are fixed, so it is time to build the team. Book your photographer and videographer first: the strongest professionals have their season filled 8-10 months ahead. Then the caterer: ask for a menu tasting, discuss the wine list (Tuscan estates are the natural choice) and the wedding cake. Flowers and decor: agree on the concept, sketches and setup, and check what the venue itself provides. Music: a live ensemble for the ceremony and aperitivo, a DJ or band for the evening. If you need a celebrant in English or Russian, look for one in the same window: there are not many of them in Tuscany.
3-4 months out: guest logistics
The nearest airports are Florence Peretola (FLR) and Pisa Galileo Galilei (PSA): most venues in Chianti and around Florence are about 1-1.5 hours away by car; for some routes Bologna (BLQ) works well, about an hour from Florence by train. Arrange transfers: villas and wineries are hard to reach by public transport, so couples usually book minivans or a coach matched to the wedding schedule. Accommodation: some guests stay at the villa itself or at an agriturismo nearby, the rest in hotels in the nearest town. Reserve room blocks early: in high season availability near the venue disappears fast. This is also the time to plan the programme before and after the wedding: a welcome dinner, tastings, a day in Florence.
The final month: run sheet and rehearsal
3-4 weeks before the day, build a minute-by-minute run sheet: getting ready, ceremony, aperitivo, dinner, cake, dancing, guest departures. Send it to every vendor and appoint a single day-of coordinator who answers questions instead of you. 1-2 days before, hold a rehearsal at the venue: the processional, positioning, sound and music. Confirm the final guest count with the caterer, along with the seating plan and transfers. On the wedding day itself you should have only one job: to enjoy the celebration, not to run it.
Checklist: key milestones by month
- 10-12 months out: choose the season and date, book the venue
- 8-10 months out: decide on the ceremony format, start documents and apostilles
- 6-8 months out: book the photographer, caterer, florist and music
- 4-6 months out: send invitations and travel details to guests
- 3-4 months out: transfers from FLR/PSA and room blocks for guests
- 1 month out: minute-by-minute run sheet, confirm all vendors
- 1-2 days out: ceremony rehearsal at the venue
Planning a wedding in Tuscany?
Tvoi Concierge takes the preparation off your hands: venue, documents, vendors and guest logistics. Your coordinator is based in Florence and stays with you from the first call to the end of the celebration.