In short
- Some venues have an exclusive in-house florist, others an approved supplier list, others leave you free to choose.
- Exclusivity simplifies logistics but limits your choice and ties the price to the venue.
- With outside suppliers there may be access fees, deposits, insurance and timings to respect.
- Ask for everything in writing before you sign the venue contract.
It is a question to ask on your first visit to a villa, castle or event hotel: can I choose my own florist? Many wedding venues in Italy have an in-house florist or an approved supplier list, and the answer changes the style you can have, the budget and the work left to you. It works like exclusive catering, which many couples already know: by choosing the venue, you sometimes choose the suppliers too. This guide explains the three systems, the costs to clarify and how to compare offers. If you are looking for a florist to propose to your venue, browse our list of wedding florists and floral designers.
The three systems
| System | How it works | Pros | Cons |
|---|---|---|---|
| Exclusive | The venue works with one florist only, in-house or permanent | Knows the spaces and rules, structures ready, one less contact | No choice, price not competitive, style sometimes limited |
| Approved suppliers | You choose from a list of accepted florists | Some choice, suppliers who know the venue | Narrow choice, prices sometimes aligned |
| Open | You can bring whoever you like, following the venue's rules | Maximum freedom on style and price | More coordination, possible fees for outside suppliers |
There are mixed situations too. For example, the venue requires its florist for fixed decorations but leaves the bouquet free. Or it has an exclusive supplier for plants and flowers in the common areas, but accepts an outside florist for tables and ceremony.
Why some venues require their supplier
The most common reasons:
- protecting the spaces: frescoes, historic gardens, delicate floors, ceilings where nothing may be hung;
- timing and safety: a supplier who knows the rules makes fewer mistakes;
- perceived quality: the venue wants a result consistent with its own photos;
- commercial agreements: sometimes there is a financial arrangement between venue and supplier.
None of these reasons is wrong in itself. But you should know beforehand, because it affects price and choice.
Exclusive: what to expect
What changes for you:
- you choose the florist when you choose the venue: their proposal becomes part of the visit;
- there are often floral packages linked to the venue package;
- the supplier knows access, timings, hanging points and solutions for rain;
- they may have structures already made for those spaces, such as arches or supports for the terrace.
What to check:
- what is really included in the package and what is extra;
- whether you can see photos of work beyond the standard set-ups;
- whether you can ask for styles and flowers outside the catalogue;
- whether you can at least bring the bouquet or personal flowers from another supplier.
Open: what to expect
What changes for you:
- you choose the florist based on style and budget;
- the outside supplier must know or study the venue: a venue visit is needed;
- the venue may ask for documents, insurance and strict timings;
- it is up to you, or your wedding planner, to put the florist in touch with the venue and the caterer.
What to check:
- that the florist has worked there before or will do a site visit;
- where to unload, where to park, whether there are stairs or lifts;
- whether there are rules on candles, fixings, petals, water on floors;
- set-up and take-down times, including late-night take-down.
Costs to clarify with an outside florist
There is no common price list: every venue sets its own. That is why we do not give figures. Ask in writing whether there is:
- an outside supplier fee, flat or based on guest numbers;
- a security deposit for possible damage;
- public liability insurance required of the supplier;
- a compulsory site visit, sometimes charged;
- venue staff who must be present during set-up or take-down;
- supplements for early set-up or take-down after a certain hour;
- cleaning charges for petals, water, leaves.
For all the items that can be added to a floral quote, read our guide to hidden extra costs in floral design.
How to compare two venues with different systems
The floral package of an exclusive venue and the quote of an outside florist cannot be compared directly. Do this:
- Start from the same list of pieces: bouquet, ceremony, centrepieces, top table, stations.
- For the exclusive venue, add up the package and the extras you really need.
- For the open venue, add up the florist's quote, the venue's outside supplier fees and any travel costs.
- Compare the totals, then the style and how much you trust the supplier.
Check that both figures are either with or without Italian VAT (IVA). Sometimes exclusivity costs less, because the structures are already on site. Sometimes it costs more. It depends on the venue and on how far you need to go beyond the catalogue.
On the day
Whether the florist is in-house or from outside, on the day the venue's rules apply. Those that affect flowers most:
- access times: sometimes set-up can start only a few hours before, if the room is in use the day before;
- other events: some villas host several weddings on the same weekend and spaces must be cleared quickly;
- loading routes: sometimes vans cannot enter the garden and flowers are carried by hand;
- end of the party: the time music stops and suppliers must leave, which decides when take-down happens.
An outside florist who does not know the venue must have this information in writing before quoting, because it changes the number of people and the hours of work.
Destination weddings and exclusive venues
Couples marrying in Italy from abroad often choose the venue first, then the suppliers. With an exclusive arrangement this makes things much simpler: one contact, who knows the place and often speaks English. If instead you already have a florist you trust, perhaps chosen for their style, ask for an exception before signing with the venue. For the bigger picture, read our guide to a destination wedding in Italy and browse our destination wedding florists in Italy.
Questions to ask the venue
- Is the florist exclusive, from an approved list or open? Will you write it into the contract?
- What does the floral package include? Can I see photos of different set-ups?
- Can I at least bring the bouquet or personal flowers from another supplier?
- What do you charge an outside florist? Deposit, insurance, site visit?
- What are the set-up and take-down times?
- Are there rules on candles, fixings, petals and water?
- Where do vans unload and park?
- If it rains, which covered spaces are there? Do the floral costs change?
How to choose
Ask about the supplier policy on your first visit, not after paying the deposit. Then compare offers on the same list of pieces and with all costs included. To get your different suppliers working together, read our guide on wedding suppliers and your florist. Once you have chosen the venue, request a quote and mention any rules on outside suppliers.
