It’s unlikely that when you were building your wedding Pinterest board wedding transportation made the cut. Sure it’s not as glamorous as flower arrangements, but it’s something you don’t want to overlook or save for last, which we’ll explore why this is the case later in this post. In fact, wedding transportation is one of those behind-the-scene heroes that can make or break your day.
When the question of how you’ll get your guests to your wedding finally does pop up, it can quickly snowball into a lot of stress as you wonder which vehicle fits your budget and how to build a transportation itinerary. As transportation experts with hundreds of weddings under our belt, we’ll give you the rundown and confidence you need to move forward and tackle your wedding transportation.
When You’ll Need Transportation
Firstly, let’s address the elephant in the room—providing wedding transportation is not a strict requirement. And no one’s holding a bouquet to your head to provide it. Sure, there are certain situations where it becomes more of a necessity than an option–but again, it’s up to you what to offer and to whom!
Large Weddings
If you’re hosting a large wedding with various events across multiple locations, arranging group shuttling keeps things streamlined. Trust me, when you’re trying to get a significant number of people from the ceremony to the reception and back to their hotels, you’ll appreciate the coordinated effort.
Out-of-Town Guests
For those loved ones coming in from out of town, we recommend arranging black car service as a gracious touch. They’ve traveled to be a part of your day; arranging a scheduled ride because they’re in an unfamiliar city without their own car is a kindness they won’t forget.
Who Will Need Transportation
The Couple
You’re the stars of the show! The last thing you want is to be fashionably late for your own wedding. Many couples discover that a private car service simplifies their travels and allows a stress-free way to shuttle between the ceremony, photo locations, and the reception, all while sticking to a pre-set itinerary.
Wedding Party
Nowadays, it’s quite common to arrange transportation for the wedding party. Many couples enjoy the convenience of rounding up their bridesmaids and groomsmen when everyone is traveling together. Especially when your wedding party is getting ready off-site and you need to take photos.
According to Brides.com, the average bridal party is three to five people, so we recommend renting our stretch limousine which typically fits 9 to 10 passengers. Or if you’re looking for something with a bit more headroom, we recommend our sprinter limousine which fits 12 passengers. The bridal and groom’s parties can travel together or separately depending on your family’s tradition. If you opt to separate, we recommend booking a single limousine and making two trips.
A party bus is also a wonderful option if you have a larger wedding party, for example, 12+ people, and want to travel with both sets of parents and other important relatives. Not only can everyone travel together, but it adds a layer of fun that can help with the pre-wedding jitters and offer priceless memories before the wedding has even begun.
Wedding Guests
Transportation arrangements for guests can vary depending on your budget, the size of the wedding, and location. For a budget-friendly option, consider hiring black car service for VIP guests only, such as immediate family members like your parents and siblings.
If you have enough room in your budget to splurge, then you can consider offering transportation for most, if not all, of your guest list. But before you reserve anything, get a headcount first, then shop around for quotes that won’t have you dipping into the honeymoon fund. Some guests like Aunt Suzy may prefer to drive her own sedan, so this will save you from reserving more seats than you need.
Special Needs
Don’t forget guests who might find travel challenging—like Great-Grandma Elsie, who’s spry for 98 but not exactly Uber-savvy. Even if you aren’t offering transportation to everyone, make arrangements for guests who may have mobility issues. A little planning ahead can go a long way.
How To Decide If You Need Transportation
Still unsure if you need to provide transportation for yourself or your guests? Here are some questions that might help you decide.
How Far Apart Are Your Ceremony And Reception?
If your ceremony and reception venues are far apart, like 30 minutes or more, we highly recommend arranging transportation. Not only will it make coordinating the events a breeze, but it will also give your guests a more comfortable experience and save them the hassle of pricey taxi fares. However, if your venues and hotels are located in a city, we’ve found that many couples prefer to let guests call their own taxis or take public transport.
Is your wedding somewhere secluded?
A city wedding usually means plenty of public transport options. But if you’ve opted for a more secluded or rural setting, keep in mind that ride-sharing or taxi services may be limited. Cell service could also be non-existent which could leave guests stranded at the end of the night. In such cases, pre-arranging car service or group shuttling can be a real lifesaver.
If guests must find their own way home, we recommend doing your research to see what local transportation is available and letting your guests know ahead of time what their options are. If there’s limited transportation, they can plan ahead to carpool or arrange a ride for themselves.
Does Your Venue Have Parking?
Not every venue has the space for dozens of cars. If parking space is limited, a group shuttle service can be an efficient solution for ferrying guests to and from the venue. Alternatively, you can do some digging for off-site parking. Just make sure that you’re letting guests know what the parking situation is and the prices of off-site parking if you’re not providing transportation. Guests can decide whether they need to park off-site, carpool, or book a black car.
Expert Tip: Your website is the perfect tool to keep guests informed about transportation logistics, including headcount, parking prices, and availability.
Are You Serving Alcohol?
A little bubbly often adds to the celebration, right? However, with everyone in high spirits and champagne flowing, it’s important to keep everyone’s safety in mind. If you’re planning to serve alcohol at your wedding, it’s not only thoughtful but also responsible to arrange transportation for your guests. This way, everyone can let loose and enjoy the festivities without worrying about driving or navigating home while tipsy. It’s a win-win situation for everyone!
Planning your wedding? Schedule a consultation with our wedding coordinator!
Don’t worry if you don’t have all the details yet—we’re here to answer all your questions. Book a 30-minute consultation call with our wedding specialist to develop a custom plan that factors your budget, preferences, and stops—at no additional cost.
What To Look For In A Transportation Company
Fleet Options
Limousine companies usually offer a range of options, from stretch limousines to SUVs to party buses. If you’re looking for something more specialized—say, a vintage car or a trolley—you’ll likely need to broaden your search. Specialized options are generally offered by niche providers, so you’ll need to do a bit of extra research to find these unique gems.
Testimonials and Reviews
Reviews can offer valuable insights into how reliable and professional a company is. Look for reviews that mention the vehicle’s cleanliness, the chauffeur’s professionalism, and punctuality. It’s also important to review the friendliness and helpfulness of the general staff as they’re the ones managing the trips and ensuring the success of their chauffeurs. If a company consistently gets glowing reviews for these essential points, they’re likely a safe bet.
Cancellation Policy
Every company has a cancellation policy worth reviewing in advance. You’ll want to note how far in advance you can cancel or reschedule to ensure you’re prepared. Larger vehicles like motorcoaches and shuttle buses typically require a notice of 30 days before the full balance is taken and non-refundable.
On-Board Amenities
Different companies offer varying perks—some might provide champagne or snacks, while others offer decorations. Clarify what is included in your package and what you might need to pay extra for. If your wedding party has particular preferences, this is the time to sort those out.
Dress Code for Drivers
Ask about the company’s policy for chauffeur attire. While some companies may have their drivers in a crisp suit and tie, others may be a bit more casual. Make sure their dress code vibes with your wedding’s aesthetic. It would noticeably clash if your chauffeur arrived in a Hawaiian shirt while your wedding attire was formal wear.
Additional Costs
Nobody likes last-minute financial surprises, especially when planning a wedding on a budget. Be sure to ask whether all costs—like tips, tolls, fuel, and mileage—are included in your initial quote.
By paying attention to these details, you’re likely to find a company that not only meets your needs but also enhances your wedding day experience.
When To Book Wedding Transportation
Planning a wedding is like assembling a puzzle, and securing your transportation is one piece you don’t want to leave until last. Start the process as soon as you’ve locked in your wedding date, ceremony, and reception venues, and have a clear idea of your wedding party size.
This is super important if your big day falls during high-demand seasons like spring or fall. From April to June, you’re not just racing other lovebirds to the altar, but you’re also competing with prom-goers and graduates for those sleek limos and spacious shuttles. So, avoid the crunch and book early.
Far too many couples relegate transportation to the bottom of their wedding to-do list. They often wait until the eleventh hour to request quotes, only to discover they’ve already maxed out their budgets on other wedding essentials.
Instead, get price quotes early on in your planning process. This way, you’re better prepared for the cost and can allocate an appropriate amount in your budget.
While you’re at it, don’t shy away from a little window shopping. When getting quotes, check out a buffet of options—from SUVs and limousines to shuttles. Different options come with different price tags, and who knows? You might find an unexpected choice that’s a perfect fit for your big day.
How To Communicate Transportation With Guests
Nailing the logistics of wedding transportation is only half the battle; you also need to make sure your guests are in the loop. Here’s how to effectively communicate all those nitty-gritty details so everyone arrives on time and in style.
Your Website
If you’ve set up a wedding website (and you should, it’s 2023, people!), use it as your information hub. Create a section dedicated solely to transportation. You can post the schedule, pick-up and drop-off locations, and any special discount codes for ride-sharing services.
RSVP Card
Speaking of ride-share, you’ll want to figure out who’s planning to hop aboard your arranged transportation and who’s going solo. A clever way to do this is by adding a quick question about transportation preferences on your RSVP cards. When those invites come streaming back, you’ll have a headcount and can plan accordingly.
Public Transport and Taxi Info
For the independent spirits who’d rather make their own way, offer them alternatives. On your website, include details about public transportation options, as well as contact numbers for local taxi services. It’s like giving them a travel toolkit!
The Full Transportation Plan
For the independent spirits who’d rather make their own way, offer them alternatives. On your website, include details about public transportation options, as well as contact numbers for local taxi services. It’s like giving them a travel toolkit!
Don’t let your guests wander around aimlessly. Whether it’s through a friendly email, a printed pamphlet in the welcome bags, or even a sign at the hotel lobby, share the complete transportation plan. This should include specifics like pick-up and drop-off times and locations, parking details, and any ride-share discount codes you’ve arranged.
By breaking it down like this, you’re making it super simple for your guests to find the info they need. The smoother the logistics, the more everyone can focus on the fun part—celebrating your big day!
How Can You Prepare for Wedding Transportation
Transportation can often be a logistical maze, but with the right preparation, you can make the journey as smooth as your first dance. Here’s how to prepare for various transportation scenarios:
The Overcrowding Dilemma
It’s like musical chairs, but with cars—if you don’t prepare, someone’s getting left behind. To avoid overcrowding, work on creating a detailed shuttle call sheet. This list should include the names of guests who will be riding alone or in groups, along with their pick-up and drop-off addresses. Give this sheet to the driver to make sure everyone gets a seat.
Don’t Forget the Photographer
Your wedding is a day to remember, so make sure you’ve got a photographer snapping shots at all the right moments. If you want pre-wedding or transitional shots, ensure that your photographer knows the transportation schedule and, if possible, has a seat in the vehicle.
Your Point-of-Contact Person
Even with all the planning in the world, things can go haywire. To manage any day-of issues, appoint a trustworthy contact person. This could be a professional wedding coordinator, a responsible family member, or a friend who’s great in a crisis. They’ll be the point of contact between you, the guests, and the drivers. It can also alleviate stress, by ensuring you’re not the one doing it all.
Ways To Make Your Reservation Special
Personalized Playlist
Why settle for radio hits when you can have a playlist that tells your love story? Create a special playlist featuring songs that are significant to you and your partner. This creates a unique ambiance that will make the ride to and from the venue much more personal and sentimental.
Champagne Toast
If you’re a fan of bubbly, consider arranging a champagne toast during the ride. But don’t just pop any bottle—bring your own champagne along with personalized wedding glasses for that extra special touch.
DIY Just Married Sign
Sure you can buy a generic sign on Amazon, but we think handmade is always better. Craft your own sign and coordinate with the company to have it displayed as you make your grand exit. Be sure to check if this is allowed first!
Interior Decor
Want to extend your wedding theme to your transportation? Consider sprucing up the interior with a banner adorned with your names. Balloons in your wedding colors can also add a festive touch. Just remember to check with the company to verify what you can bring on board.
Photo Opportunities
If you’re splurging on a luxurious SUV, limousine, or party bus, seize the moment for some unique photo ops. Your wedding photographer can capture these candid moments, whether it’s you and your partner sharing a quiet moment or your wedding party’s excitement. These make for great memories and it’s a unique setting that can yield some unforgettable pictures for your wedding album.
By giving attention to these small details, you’ll not only elevate the transportation experience but also create lasting memories for you and your guests.
Additional Wedding-Related Use Cases
Engagement Parties
Why limit the glam to just the wedding day? Start your pre-marital journey on a luxurious note by booking a classy vehicle for your engagement party. It sets the mood for the events to come and allows you a test drive of the services you might use on the actual day.
Bachelor/Bachelorette Parties
Although some may view it as a farewell to single life, we believe a bachelor or bachelorette party is a celebration of discovering your person. That’s why you should go big with a party bus that has enough room to dance, ambient lighting to set the mood, and some bubbly to enjoy – a perfect combination for creating unforgettable memories.
Rehearsal Dinner
Planning a rehearsal dinner that includes guests from different locations can be challenging. The easiest, and most common, solution to this is arranging group shuttling for your guests so that everyone can enjoy the momentous occasion without any stress.
Day-After Brunch
The festivities needn’t end when the reception does. If you’re hosting a brunch the day after, offer a convenient shuttle service, especially for guests who might be nursing a hangover. This makes for an amazing final touch of hospitality before everyone heads home.
Honeymoon Send-Off
Keep it simple with a black car or enjoy a lavish limousine. Either way, you’re promised a smooth and effortless ride that’ll make your earliest moments as a couple extra special. Plus, having a chauffeur means you get some extra one-on-one time together instead of worrying about driving.
Wedding Dress Shopping
Transform the quest for the perfect dress into an event itself! We recommend a limousine where you can pop a bottle of champagne and celebrate as you move between bridal shops.