If you are not there in-person in Italy, you need to have a close, trusted relationship with someone who knows the region(s) you're considering, and can assist in making sure your chosen event location checks all the boxes.
When I collaborate with clients, my first step is to get crystal clear on their vision. The most important questions being:
- Are they particular about where they want to have the event? Amalfi, Tuscany, Sicily, Lake Como… All of these have something unique and special to offer.
- When do they want to have the event? Are they flexible on the date? The season affects pricing of course and I tend to try and steer clients away from Italy’s high (summer) season. Too hot, too crowded, too expensive!
- What sort of aesthetic are they going for? Classic, Rustic, Secret Garden, Boho, or something totally original?
- How many people will be attending the event? Among the guests, will there be children? Anyone with special needs? Pets?
- How many locations do they need? Church, place for dinner & dancing, afterparty, accommodations… Or can everything be achieved at one location? (Highly recommend the latter!)
Once I have the event specs, I start sourcing venues that are the best match at varying price ranges.
- Package rates. What can the venue provide? Do they have preferred suppliers?
- How much decor is going to be needed to create the desired aesthetic?
- Proximity to airports and major Italian cities.
- Proximity to chapel or church (if required).
- Proximity to activities appropriate for the season — beaches, wineries, biking, horseback riding or truffle hunting in Tuscany, for example.
- Accessibility. Aside from making sure any guests with special needs won’t be challenged, you never want a place that is overly difficult to reach by car.
- Is there a curfew? Many boutique hotels have noise restrictions (even if you are taking over the entire property for the weekend), so it’s good to know when the party has to stop. Note that sometimes you can pay extra to go later, but it can be rather pricey.
- If the vision is for an outdoor celebration, what is the contingency plan for bad weather? Is the interior area spacious enough to move indoors? Will tents be required?
- Lastly, SCALE. Making sure the venue is suitable for the amount of guests is hugely important. While you don’t want a space that is too small to fit everyone comfortably, you don’t want something oversized either. In the case of a space that is too big, you’ll have to spend a lot more on decor to make it feel intimate and full.
Once I have researched and landed on three or four venue options, these are formally presented to the client for review and discussion. At the point we are clear on the top choice, I arrange a site visit (included in my event planner fee) and report back.
