Planning a wedding is always a challenge, but a destination wedding – which means getting married in another country – brings a level of complexity that only an experienced professional can handle successfully. This is what a destination wedding planner is: a specialist who coordinates the entire organizational, logistical, and bureaucratic machinery behind the big day, not just someone who curates the aesthetic and style of the event.
Italy is one of the most sought-after countries for a destination wedding, thanks to its rich artistic heritage, stunning landscapes and renowned culinary tradition. From the enchanting hills of Tuscany to the sparkling Amalfi Coast, from the romantic lakes of the North to unique art cities like Florence, Rome and Venice, each location offers a breathtaking backdrop. But behind these postcard-perfect scenes lies a complex, structured effort that the wedding planner manages with precision and skill.
Destination wedding: turning dreams into reality
Organizational planning
The first task of a destination wedding planner is to translate the couple’s dreams into a feasible and concrete plan. This begins with getting a deep understanding of their vision: the style, budget, season, number of guests and type of ceremony (civil, religious, or symbolic) they envisage. All of these elements – together with factors such as climate, venue availability and accessibility – must be considered to find the best fitting location.
In order to help the couple, the planner develops a detailed timeline consisting of some clear phases: selecting the venue, booking vendors, defining the event design, coordinating logistics and managing legal requirements. Each phase has specific deadlines and requires deep knowledge of all these aspects, ongoing communication and coordination, especially when the couple lives thousands of miles away.
The vendor selection is critical: florists, caterers, photographers, musicians, lighting technicians, and rental companies must all be carefully chosen. The wedding planner generally relies on a trusted network of local professionals and acts as the intermediary between them and the couple, thus ensuring high-quality service and reliability.
Logistics management
One of the most challenging aspects of a destination wedding is logistics: the wedding planner is responsible for orchestrating every detail to ensure the comfort and ease of the couple and their guests. Key responsibilities include organizing transportation: booking flights; arranging transfers and pick-ups from airports; managing local transportation for the event days. Usually destination weddings span several days, so the planner needs to organize pre- and post-wedding events such as welcome dinners, brunches, sightseeing tours, experiences and cultural excursions.
Guest accommodation is another major responsibility for the planner, which implies hotel bookings, ensuring proximity to the venue and dealing with special needs such as dietary restrictions, accessibility requirements, child care and more.
Bureaucratic Support
A crucial element of organizing a destination wedding in Italy is managing the legal and (complicated) bureaucratic side of things, which differ according to the couple’s nationality and the type of ceremony they choose.
For civil weddings and religious weddings the planner helps the couple obtaining all necessary documents; he/she often coordinates with embassies, consulates and local municipal offices, gathers and submit the required paperwork, organizes meetings with the officiant, if needed, and ensures that the ceremony aligns with both religious and local customs.
For symbolic ceremonies, which are often more flexible, the planner works to make sure that the experience is customized and authentic, selecting professional celebrants and overseeing the ceremony setup, music and ambiance.
Problem solving and on-site coordination
One of the most essential skill of any destination wedding planner (and, we may say, of any good event planner) is problem-solving: since an unexpected event or change may always occur, a professional experienced planner always remains calm and ready to act, providing fast and effective solutions.
On the wedding day the planner and their team are on-site to supervise every detail, ensuring that everything runs smoothly: their goal is to allow the couple to fully enjoy their special day without stress or distractions.
Sara Azzi and Romance in Italy
Organizing a destination wedding in Italy is a dream for many couples, but turning this complex desire into unforgettable reality requires meticulous planning, deep local knowledge and seamless coordination: this is why an experienced wedding planner like Sara Azzi, founder of Romance in Italy, is an invaluable ally. With her expertise, precision and care couples can navigate the complexities of planning a wedding abroad, ensuring a memorable stress-free experience.
Sara created Romance in Italy after a successful career in the design industry. This background together with her fluency in five languages allowed her to establish a successful business as an event planner. Based in Milan, Romance in Italy specializes in destination weddings all across Italy and its flexible structure is suitable both for intimate gatherings and for grand events.
Sara underlines the importance of tailoring each wedding to reflect the unique love story of the couple. Her work starts with understanding her clients’ vision, preferences, and budget and then she helps them selecting the perfect venue. After discussing floral arrangements and table settings with the couple, she manages the logistics, coordinating travel arrangements, accommodations and local transportation for their guests.
Having the guests’ satisfaction and comfort always on her mind, Sara provides them with authentic Italian experiences, such as guided tours of historical sites, wine tastings, and culinary classes. Her extensive network and her attention to detail ensures that everybody feels welcomed and immersed in the Italian culture throughout their stay.
Besides all that Sara assists couples in obtaining all necessary documents, liaising with local authorities and ensuring that all bureaucratic formalities are handled efficiently.
After careful planning and organization, on the wedding day Sara and her team oversee every detail, from vendor coordination to timeline management, allowing her clients and their guests to enjoy the celebration without any concern.
Entrusting your destination wedding to a skilled planner like Sara Azzi of Romance in Italy ensures that every detail is meticulously crafted. Her expertise in organizational planning, logistics management and navigating bureaucratic requirements transforms the complexities of destination weddings into a smooth joyous experience.
In Sara’s capable hands couples can truly immerse themselves in the romance of Italy!
For more information about planning your destination wedding in Italy with Sara Azzi, visit Romance in Italy
