Wedding Planning Timeline: when to start planning a destination wedding in Tuscany & Umbria

Planning a destination wedding in Tuscany or Umbria is a dream for many couples. With breathtaking landscapes, romantic villas, and timeless Italian charm, these regions offer the perfect setting for an unforgettable celebration. But when should you start planning to make sure everything flows smoothly?

Here’s your complete, month-by-month wedding planning timeline for Tuscany and Umbria, designed to keep you organized, stress-free, and fully inspired.

12+ Months before: lay the foundation

✅ Hire your destination wedding planner in Italy
The first—and most important—step! A planner familiar with Tuscany and Umbria will guide you through local logistics, legal paperwork, vendor selection, and overall design. Hiring early gives you the advantage of securing top venues and suppliers.

✅ Book your wedding venue in Tuscany or Umbria
The most popular venues book up quickly, especially during peak season (May to October). If you have your heart set on a specific villa, agriturismo, or church, aim to reserve it at least a year in advance. Your planner knows the best for you! Trust her/his exptertise!

✅ Define your wedding style & guest count
Are you envisioning an intimate elopement, a rustic-chic celebration, or a full multi-day wedding experience? Clarifying your style and guest count helps shape your budget and planning priorities.

✅ Establish your budget
Be realistic about what each element costs: venue, catering, flowers, music, photography, and planning services. Your planner will help you allocate funds smartly and avoid hidden costs.

9–12 Months before: secure your core vendors

✅ Book your photographer & videographer
The best visual storytellers in Italy book out well in advance. If photography is a top priority (and it should be!), don’t delay. Make sure that you ask your photographer for his/her recommended list of videographers. These 2 key vendors are fundamental and they MUST mesh well together.

✅ Choose your caterer & bar services
Italian cuisine is central to the guest experience. Whether you're going for a formal plated dinner or a relaxed family-style meal, now’s the time to confirm your caterer and schedule tastings. The latest are bookable during the off-season so prepare in advance to come out to Italy from October to April.

✅ Confirm your celebrant or officiant
For symbolic, civil, or religious weddings in Italy, your planner can guide you through the process and legal requirements.

✅ Reserve guest accommodations
Consider booking a villa or boutique hotel for your guests to stay together. Early booking means better rates and peace of mind for everyone.

6–9 Months before: bring your vision to life

✅ Design your ceremony & reception setup
From tablescapes and florals to lighting and layout, now’s the time to start designing. Collaborate with your planner to make it personal and reflective of your story.

✅ Book entertainment & music
Live musicians, DJs, or even a surprise performance—whatever your style, your entertainment sets the tone. Lock it in early.

✅ Organize guest transportation
If guests are flying in from abroad, consider shuttle services, airport pickups, or group transfers to the venue.

✅ Send save-the-dates
Give guests plenty of notice—especially for international travel. Include local travel tips, accommodation links, and date reminders.

3–6 Months before: final touches begin

✅ Choose your wedding attire
Start fittings and alterations early—especially if you’re flying with your dress or suit. Also consider the weather: Tuscany can be hot in summer and cooler in early spring or fall.

✅ Finalize menu selections
Arrange your tastings and lock in final food and drink options. This is also a great time to incorporate local specialties or family recipes.

✅ Order stationery & favors
Menus, place cards, welcome notes, and favors—this is your chance to infuse your day with personal details.

✅ Plan pre & post-wedding activities
From a relaxed pizza night to a wine tasting or brunch, many couples extend their celebrations across multiple days. Your planner can coordinate these effortlessly.

✅ Arrange for shuttle service
In Tuscany and Umbria, specially in the countryside, there are are not much taxis so make sure that your guests are aware of this and discover if they would rent their own car or would appreciate having a shuttle service.

1–3 Months before: countdown to the big day

✅ Confirm the final timeline & logistics
Your planner will organize a master schedule for the day—including setup, vendor arrivals, ceremony, and reception flow.

✅ Submit legal documents
If you're having a legally binding ceremony in Italy, make sure all required documents are ready and properly translated. Your planner will manage this step for you.

✅ Finalize the seating chart
Once your RSVPs are in, share your seating plan with the planner and caterer so they can prepare the layout.

✅ Do a hair & makeup trial
If possible, book a trial in Italy a few days before the wedding—or coordinate virtually in advance.

✅ Write vows & speeches
Take time to write and rehearse your personal vows or thank-you speech—it’s one of the most meaningful parts of the day.

The final week: settle in & celebrate

✅ Arrive in Italy & settle in
Give yourself a few days to adjust, rest, and breathe in the magic of your destination before the festivities begin.

✅ Host a welcome gathering
Kick off the celebration with a casual dinner or drinks night. It’s the perfect way to ease everyone into the weekend.

✅ Do a venue walkthrough
Go over final details and walkthrough the setup with your planner. This ensures everyone is on the same page.

✅ Relax and enjoy the moment!
You’ve planned, prepared, and dreamed—now it’s time to simply live the experience. With your planner leading the behind-the-scenes, your only job is to celebrate and soak up every moment.

Why a Wedding Planner in Tuscany or Umbria makes all the difference

A destination wedding is magical—but also complex. From language barriers and legal paperwork to logistics and vendor coordination, having a local, experienced planner ensures every detail is handled. It means less stress for you and a celebration that’s not only beautiful—but meaningful, seamless, and completely you.

Ready to start planning your dream wedding in Tuscany or Umbria?
Let’s create something extraordinary together—crafted with heart, designed with intention, and filled with Italian charm.