Complete Wedding Transportation Planning Guide

Your wedding day transportation deserves as much attention as your venue and photographer. Here’s everything you need to know to plan flawlessly.

Why Professional Transportation Matters

Peace of Mind

• No designated driver worries
• Professional navigation
• Backup plans ready
• Coordinated timing

Photo Opportunities

• Luxury vehicles make stunning backdrops
• Creative arrival shots
• Vintage car elegance
• Unique photo moments

Guest Experience

• Keeps everyone together
• Safe travel between venues
• No parking hassles
• Comfortable journey

Transportation Timeline

12-9 Months Before

Initial Planning

• Determine guest count needing transport
• Identify all locations (ceremony, reception, hotel)
• Calculate distances and travel times
• Set transportation budget

Research & Book

• Contact transportation companies
• Schedule vehicle viewings
• Compare packages and pricing
• Book your date (popular dates fill quickly!)

6-3 Months Before

Finalize Details

• Confirm guest count
• Finalize timeline
• Choose specific vehicles
• Plan route logistics

Coordinate with Vendors

• Share timeline with photographer
• Inform venue of arrival times
• Coordinate with wedding planner
• Confirm hotel shuttle needs

1 Month Before

Final Confirmations

• Review contract details
• Confirm all times and locations
• Share final headcount
• Review backup plans

1 Week Before

Last Details

• Reconfirm reservation
• Share final timeline
• Provide emergency contacts
• Review day-of logistics

Who Needs Transportation?

Priority List

Bride and Groom

• Ceremony arrival (bride)
• Photo location transport
• Reception entrance
• End of night departure

Bridal Party

• Getting ready location to ceremony
• Ceremony to photo locations
• Photo locations to reception

Parents

• Hotel to ceremony
• Ceremony to reception
• Reception to hotel

Guests

• Hotel to ceremony (optional)
• Ceremony to reception (recommended)
• Reception to hotel (highly recommended)

Vehicle Options

Classic Limousines

Best For: Traditional elegance

• Capacity: 8-10 passengers
• Perfect for bridal party
• Red carpet service
• Champagne included Pricing: $150-300/hour

Vintage Cars

Best For: Unique photo opportunities

• Classic Rolls Royce
• Antique Bentley
• 1950s Cadillac Pricing: $200-400/hour

Party Buses

Best For: Large bridal parties

• Capacity: 20-40 passengers
• Entertainment systems
• Keep party together
• Bar service Pricing: $150-250/hour

Luxury SUVs

Best For: Modern elegance

• Capacity: 6-7 passengers
• Climate controlled
• Spacious comfort
• Contemporary style Pricing: $100-175/hour

Shuttle Buses

Best For: Guest transportation

• Capacity: 25-55 passengers
• Cost-effective for groups
• Multiple pickup times
• Professional drivers Pricing: $125-200/hour

Budget Planning

Typical Costs

Intimate Wedding (50 guests)

• Bride/Groom limo: $600 (4 hours)
• Bridal party SUV: $350 (4 hours)
• Total: $950

Medium Wedding (100 guests)

• Bride classic car: $800
• Groom/groomsmen limo: $600
• Bridesmaids limo: $600
• Guest shuttle: $400
• Total: $2,400

Large Wedding (200 guests)

• Bride vintage car: $1,200
• Bridal party limos: $1,800
• Parent vehicles: $600
• Guest shuttles (2): $1,000
• Total: $4,600

Money-Saving Tips

1. Book Off-Season

   • October-April rates lower
   • Weekday discounts available
   • More vehicle choices

2. Combine Services

   • Use one vehicle for multiple purposes
   • Coordinate with other weddings
   • Package deals available

3. Prioritize Essential Transport

   • Focus on bride/groom
   • Shuttle only reception-to-hotel
   • Limit hours needed

4. Group Discounts

   • Book multiple vehicles
   • Referral programs
   • Corporate account rates

Creating Your Timeline

Sample Timeline

Bride’s Schedule

• 2:00 PM: Limo arrives at getting-ready location
• 2:30 PM: Depart for ceremony venue
• 3:00 PM: Arrive at ceremony
• 4:30 PM: Depart for photo location
• 5:30 PM: Depart for reception
• 6:00 PM: Grand entrance at reception

Bridal Party

• 2:00 PM: Depart getting-ready location
• 2:30 PM: Arrive at ceremony
• 4:30 PM: Photo location transport
• 6:00 PM: Reception arrival

Guest Shuttles

• 2:30 PM: Hotel to ceremony (2 trips)
• 4:45 PM: Ceremony to reception (3 trips)
• 11:00 PM - 1:00 AM: Reception to hotel (ongoing)

Timing Considerations

Travel Time

• Add 25% buffer for traffic
• Account for photo stops
• Consider weather delays
• Plan for unexpected

Buffer Time

• 15 minutes between locations
• 30 minutes for photo sessions
• 45 minutes for major transitions

Day-of Logistics

Information to Provide

To Transportation Company

• Detailed timeline
• All addresses with contact numbers
• Emergency contacts
• Special requests
• Weather backup plans

To Wedding Party

• Pickup times and locations
• What to bring
• Dress code considerations
• Emergency contact info

Coordination Tips

1. Assign a Point Person

   • Not the bride or groom!
   • Give them vendor contacts
   • Authorize decisions
   • Handle day-of issues

2. Communication Plan

   • Driver phone numbers
   • Dispatch contact
   • Wedding planner coordination
   • Emergency protocols

3. Backup Plans

   • Alternative routes
   • Weather contingencies
   • Extra time built in
   • Backup vehicles on standby

Common Mistakes to Avoid

Don’t…

1. Book Too Late

   • Prime dates book 12+ months ahead
   • Limited vehicle selection
   • Higher prices

2. Underestimate Time

   • Traffic happens
   • Photos take longer than planned
   • Dress assistance needs time

3. Forget Guest Transportation

   • Drunk driving risks
   • Parking nightmares
   • Guests leaving early

4. Skip the Contract

   • Get everything in writing
   • Understand cancellation policy
   • Clarify what’s included

5. Ignore Weather

   • Have indoor photo backup
   • Umbrella provisions
   • Climate control verified

Special Considerations

Destination Weddings

• Book local company in advance
• Scout routes beforehand
• Understand local driving laws
• Have bilingual driver if needed

Multi-Day Events

• Package deals available
• Coordinate all weekend transport
• Guest shuttle schedules
• Airport transfers

Unique Venues

• Verify vehicle access
• Check parking availability
• Confirm pickup locations
• GPS accuracy

Questions to Ask

When Booking

1. Availability

   • Specific vehicles available?
   • Backup vehicle guarantee?
   • Multiple vehicles coordinated?

2. Pricing

   • Hourly minimums?
   • Overtime rates?
   • Gratuity included?
   • Fuel surcharges?
   • Tax details?

3. Services

   • Red carpet service?
   • Champagne included?
   • Decorations allowed?
   • Just Married signs?

4. Logistics

   • Driver dress code?
   • Communication plan?
   • Backup plans?
   • Insurance coverage?

Start Planning Today

Don’t leave your wedding transportation to chance!

Contact Us

• Phone: (312) 555-0100
• Email: weddings@chicagoweddingtransportation.com
• Free Consultation: Schedule viewing

Let us help make your wedding day transportation flawless and stress-free!