You have spent months hand-picking the perfect villa in the heart of Chianti, selecting a catering team that serves the best hand-rolled pici, and finding a photographer to capture the golden hour in the vineyards. But as the big day approaches, a crucial question arises: who is going to make sure everything actually happens while you are getting your hair done?
In Italy, and specifically in Tuscany, most planners only offer full-service packages. However, I realized that many international couples are brilliant at planning but need a local professional to take the reins when it matters most. This is why I offer a specialized wedding day coordination service, a rarity in the Tuscan market.
What is wedding day coordination?
Many call it "day-of coordination," but in reality, it is a much deeper service. It is designed for couples who have already booked their venue and vendors but want a professional to step in about four to six weeks before the wedding to ensure every detail is flawless.
My role is to transform your months of planning into a seamless, high-end event. I become the primary point of contact for all your vendors, managing the logistics so you don't have to answer technical questions while you should be sipping prosecco with your bridesmaids.
Why coordination is essential for a Tuscan destination wedding
Planning a wedding from the US or UK is one thing, but managing the "ground reality" in Tuscany on the day of the event is another. There are specific challenges that only a local coordinator can handle effectively:
The language barrier: I speak directly with the local florists, catering staff, and drivers in Italian to ensure nothing is lost in translation.
Logistics of historic venues: Whether it’s coordinating shuttle buses through narrow cypress-lined lanes or managing a sudden "plan b" for rain in a historic courtyard, I am there to make the executive calls.
The master timeline: I create a schedule that respects the relaxed Italian "vibe" while ensuring the cake is cut before the party starts.
What my coordination package includes
When you hire me for wedding day coordination, you are getting a partner who protects your vision. My service typically includes:
The handover meeting: A deep dive into your contracts and vendor list one month before the date.
Vendor synchronization: I confirm arrival times, loading zones, and final requirements with every single supplier.
On-site management: I am the first to arrive at the villa and the last to leave, supervising the setup and managing the flow of the entire day.
SIAE and bureaucracy: Supporting with the music tax paperwork and other small but vital Italian regulations.
You planned the dream, now live it
Your wedding day in Tuscany should feel like a dream, not a shift at work. By choosing a dedicated coordinator, you are ensuring that your family and friends can relax and that you can truly be present for every moment.
If you have already done the hard work of planning and just need a professional to execute your vision in Tuscany, I am here to help.
Contact CG wedding planner to check availability for your date
Wedding Day Coordinator: http://www.cg-eventdesign.it
EMAIL: INFO@CG-EVENTDESIGN.IT
FAQ
1. Is "day-of coordination" the same as what you offer? Not exactly. It is impossible to show up on the wedding day and know everything about your vision. My coordination service starts about four to six weeks before your date. This allows me to review your vendor contracts, create a professional timeline, and become the main point of contact so there are no surprises.
2. Why should I hire a coordinator if my villa has a "venue manager"? A venue manager works for the property; their job is to protect the villa and manage their internal staff. A wedding coordinator works for you. I manage all your outside vendors (photographer, florist, music, hair and makeup) and ensure your personal schedule is followed perfectly, which is outside the scope of a venue manager.
3. Do you handle the music tax (siae) as part of the coordination? Yes, I guide you through the process or handle the paperwork to ensure the music tax is correctly paid. This is a small but vital detail in italy that can be confusing for international couples, and I make sure it is one less thing for you to worry about.
4. What happens if it rains and I only have a coordinator? As your coordinator, I am responsible for executing your "plan b." During our handover meetings, we will finalize a backup plan. If the weather turns, I will coordinate with the catering and floral teams to move the setup to the indoor space or marquee, ensuring the aesthetic remains beautiful and the transition is seamless for your guests.
5. How many hours are you on-site for the wedding day? I am typically on-site from the very beginning of the setup (usually mid-morning) until after the cake cutting and the start of the party. My goal is to stay until I am certain that all the major events of the day have been successfully executed and the party is running smoothly.