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

Book Off-Season
- October-April rates lower
- Weekday discounts available
- More vehicle choices
Combine Services
- Use one vehicle for multiple purposes
- Coordinate with other weddings
- Package deals available
Prioritize Essential Transport
- Focus on bride/groom
- Shuttle only reception-to-hotel
- Limit hours needed
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

Assign a Point Person
- Not the bride or groom!
- Give them vendor contacts
- Authorize decisions
- Handle day-of issues
Communication Plan
- Driver phone numbers
- Dispatch contact
- Wedding planner coordination
- Emergency protocols
Backup Plans
- Alternative routes
- Weather contingencies
- Extra time built in
- Backup vehicles on standby

Common Mistakes to Avoid

Don’t…

Book Too Late
- Prime dates book 12+ months ahead
- Limited vehicle selection
- Higher prices
Underestimate Time
- Traffic happens
- Photos take longer than planned
- Dress assistance needs time
Forget Guest Transportation
- Drunk driving risks
- Parking nightmares
- Guests leaving early
Skip the Contract
- Get everything in writing
- Understand cancellation policy
- Clarify what’s included
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

Availability
- Specific vehicles available?
- Backup vehicle guarantee?
- Multiple vehicles coordinated?
Pricing
- Hourly minimums?
- Overtime rates?
- Gratuity included?
- Fuel surcharges?
- Tax details?
Services
- Red carpet service?
- Champagne included?
- Decorations allowed?
- Just Married signs?
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!