Flight
Florence has a smaller airport, so flights may be cheaper into Rome, Pisa, or Milan. There are trains from any of these cities for around $50 that are <2 hrs. If you fly directly into Florence, to get to the city center there is a tram (~$3), taxis (~$35), Ubers (~$65), or rental cars all available from the airport. Ubers are available in town, but only Uber Black picks up at the airport (vs taxis have a set rate to the city center).
House Or Rental
When we last stayed in Florence we found great AirBnBs in town. Florence is pretty walkable so we were able to get around the city easily and see everything we wanted to see. We would recommend staying in the city center or just across the river in Santo Spirito. If you'd like to stay with a larger group there are affordable villas just outside of town and closer to the venue.
Hotel
This is where we'll be having welcome drinks (on the rooftop bar). The tram from the airport stops in Piazza dell'Unità Italiana, directly in front of the hotel.