Hiring Vendors in Europe: Language, Contracts and What to Get in Writing
The short answer: Get every detail in writing, in a language you can read, before you pay. That means who turns up by name, what time they arrive and leave, how many staff, whether tax is included, what kind of deposit you're paying and what happens if either side cancels. Ask who will be there on the day, and whether they speak English, because that's often a different person from the one answering your emails. Book vendors whose full work you've seen, and trust your gut early.
Quick facts
In Italy, most wedding services are taxed at 22% IVA (Italian GST). Food and drink is usually taxed at 10%. Many vendors quote prices without it, so always ask if the price is "IVA inclusa" (tax included).
An Italian caparra confirmatoria is a deposit with rules set by law. If you cancel, the vendor keeps it. If the vendor cancels, they owe you double the deposit back. (Italian Civil Code, article 1385)
An Italian acconto is a part payment. If the booking falls through, it's usually refunded, unless the other side can prove it lost money.
Weddings in Italy with live or recorded music usually need a licence from SIAE, Italy's music rights body. The couple is treated as the event organiser, so it's on you to make sure it's paid before the day.
Ferragosto, on 15 August, is a public holiday in Italy, and many businesses close or run short-staffed in the weeks around it.
Europe is 8 to 10 hours behind the east coast of Australia, depending on the time of year.
This is general information from our research and experience, and it isn't legal advice. For a large contract, get it checked by a lawyer who knows the local law.
Language: who will you actually be talking to?
Most vendors who work with international couples write in good English. The people who turn up on the day might not.
For each vendor, ask:
Who is our contact before the wedding?
Who is there on the day, by name?
Do the people on the day speak English? This matters most for drivers, bar and catering staff, and anyone your guests will need to ask for help.
Can we have the contract in English? If it only comes in the local language, get it translated before you sign.
Tips that help:
Keep everything in writing, even if you agreed it on a call. A quick email or message after the call is enough.
Save key phrases and addresses in the local language for your drivers and guests.
Give every vendor one English-speaking contact for the day, and their phone number.
What to get in writing
Before you pay anything, make sure the contract or quote covers:
Who and when
The names of the people who will be there
Arrival time, finish time and the overtime rate
A backup person if they're sick
What you're getting
Exactly what's included. For catering, that means the menu, portion sizes to match the tasting, and staff numbers, such as waiters per table and bar staff per bar
Travel fees, setup and pack-down
For photographers: hours, number of photos and when you'll get them
Money
Whether tax is included (IVA in Italy, TVA in France, IVA in Spain)
Any service charge
The currency, the payment dates and how you pay
What kind of deposit you're paying, and what happens to it if either side cancels
The plan if things change
The wet weather plan
What happens if they cancel, and whether they'll find a replacement
Who needs permits for the ceremony location or the music, and who's paying for them
Deposits in Italy: caparra or acconto?
Italian vendors often ask for a deposit when you book. The word on the contract matters.
What it is. Caparra confirmatoria: A deposit that secures the booking. Acconto: A part payment of the price
If you cancel. Caparra confirmatoria: The vendor keeps it. Acconto: Usually refunded, unless the vendor can prove it lost money
If the vendor cancels. Caparra confirmatoria: They owe you double. Acconto: You get it back
If a contract uses "caparra", you know where you stand if either side pulls out. Other countries have their own rules, so ask what happens to your deposit in writing.
Paying in euros from Australia
Prices move with the exchange rate. Budget a buffer of about 5 to 10%.
Bank transfers can have fees at both ends. Ask your bank, or compare a money transfer service.
Keep receipts and invoices for every payment.
Check whether the final payment is due before the wedding or on the day. Some vendors ask for cash on the day.
Things in Italy that catch Australian couples out
Tax added later. A quote without IVA can go up by 22%.
Music licences. SIAE fees apply to most weddings with music, and they're paid before the day. Some bands and DJs will organise it for you, then add it to their bill. Ask.
Mid-August. Around Ferragosto on 15 August, businesses close and replies slow down. If your wedding is in late August, lock in your vendors well before the start of August.
Strikes. Transport strikes (a "sciopero") are usually announced ahead of time. Check the week before, and have a backup for travel on the day. See How to Elope in Italy from Australia.
Garden and villa rules. Many Lake Como gardens have timed entry and fees, and can't keep other visitors out of your photos. Contact the villa directly. See the Lake Como Elopement Guide.
How to find vendors you can trust
Look at full work. Ask for a full gallery, a full menu or a full wedding video from one event, similar in size to yours.
Look for recent reviews. Read the middle and low reviews, and how the vendor replied to them.
Ask to speak to a past couple. Good vendors usually have someone happy to chat.
Check they've worked your location. Ask what they'd do there if it rained.
Notice how they suggest things. If early suggestions don't fit the style you've described, that tells you something.
Trust your gut before you pay. It's easier to walk away before a deposit than after.
Good and bad vendors exist in every country. Many excellent vendors are locals who've worked the same area for years. Others are expats or travelling vendors. Choose on their work, their reviews and how they communicate.
Fewer guests, fewer vendors
The bigger the wedding, the more vendors you need, and the more contracts you manage from Australia. Weighing that up? Read Big Destination Wedding or Elopement in Europe?
What one of our 2026 couples booked for their elopement in France:
Photographer, celebrant and musician ($10,000 AUD)
A private chef ($600 AUD)
A car ($650 AUD)
Flowers ($200 AUD)
These are real costs they shared with us. See their full budget in How Much Does It Cost to Elope in Europe from Australia?
How Lovefool helps with vendors: planning and on-the-day coordination are part of our packages. We've been in touch with vendors on Lake Como, Lake Garda and Lake Maggiore, and we help you choose and plan with them. In Sicily, we'll help you find somewhere easy to reach for everyone, close to an airport or major train station.
12 questions to ask any wedding vendor in Europe
Who will be there on the day, and do they speak English?
What time do you arrive, and what time do you leave?
Does the price include tax?
Is the deposit a caparra, an acconto, or something else, and what happens to it if either of us cancels?
What currency do we pay in, and when is each payment due?
What happens if you're sick or can't make it?
Have you worked at our location before?
What's your plan if it rains, or it's very hot?
Can we see a full gallery, menu or video from one wedding?
Can we speak to a couple you've worked with?
Are there any permits or licences we need, and who organises them?
Can we have the contract in English?
Frequently asked questions
Do wedding vendors in Italy speak English?
Many who work with international couples do, especially around Lake Como, Tuscany and the Amalfi Coast. The people on the day, like drivers and catering staff, may not. Ask who will be there and whether they speak English.
What is a caparra confirmatoria?
An Italian deposit with rules set by law. If you cancel, the vendor keeps it. If the vendor cancels, they owe you double.
Do Italian wedding vendor prices include tax?
Not always. Most services carry 22% IVA, and food and drink usually 10%. Ask if the price is "IVA inclusa".
Do we need a music licence for a wedding in Italy?
Usually, yes. Most weddings with live or recorded music need an SIAE licence, paid before the day. The couple counts as the organiser, but some bands and DJs organise it for you.
Should we hire local vendors or bring them from Australia?
Both can work. Local vendors know the area. Vendors from Australia can meet you in person and plan in your time zone. See Destination Wedding Photographer in Italy or Europe: Bring One from Australia or Hire Local?
How many vendors do you need for an elopement in Europe?
Usually a photographer, a celebrant and a few extras, like flowers, a musician, hair and makeup or a dinner booking.