Planning a wedding involves so much more than choosing a venue and setting the date. You and your future spouse have many decisions ahead of you, including music, photography, flowers, catering, the guest list, etc. Amid all the shuffle, don’t forget about transportation as part of your wedding’s logistics. This guide outlines the necessities and considerations for wedding transportation, so your special day is one smooth ride.
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Wedding Transportation Planning
You and your partner want a day you’ll never forget, which involves asking yourself some essential questions.
What Is Your Timeline?
Is wedding transportation necessary? To determine this, it helps to establish a schedule for all your pre- and post-ceremony wedding activities. Are you having photos taken the day of, some beforehand or a mix? Are you doing a first look? Where do the bride and bridesmaids plan on doing their hair and makeup? Will you have a rehearsal dinner? You’ll likely need to have most of the timeline planned before scheduling wedding transportation. However, it’s OK if you don’t create a minute-by-minute schedule. You may need to rent for multiple days, depending on your timeline. The earlier you start planning, the better prepared you’ll be.
As a rule of thumb, anywhere from four to six months ahead of your big day is a good time to start looking for transportation solutions. Remember, you and your partner may not be the only couple celebrating on your wedding day. If you plan to get married during a busy time of year, like around prom season, it may be wise to book your transportation far in advance to give yourself plenty of options.
What Is Your Budget?
Figuring out how much you can afford to spend on your wedding will significantly influence your decisions as a couple. For example, planning a plated dinner for 500 guests will be more expensive than serving light hors d’oeuvres for 50 people. Many transportation companies offer reasonable rates, but be sure to figure out how the billing works. You’ll want to identify the cost per hour, the price of mileage and the distance between your destinations.
How Do You Shuttle a Wedding Guest?
There are a few extra things to remember when planning your transportation. For one, it’s not a bad idea to request verification that your driver is licensed and insured. This extra step is worth the peace of mind to make sure your big day leaves you with nothing to worry about.
When booking, get a written confirmation that includes:
- Total wedding transportation prices
- Any deposits required
- Refund and gratuity policies
- Arrival and departure locations
- Pickup/drop-off times
- Exact models of vehicles
Yes, this seems like a lot, but that’s why it’s wise to begin your planning months in advance.
Part of wedding transportation etiquette involves considering your guests’ needs. Some people may not want to dance until dawn at your reception, so arranging for multiple shuttle services to the hotel may be a worthwhile consideration. You can ask guests to carpool if you have a smaller guest list or shuttle rental is out of your budget, but it might be worth looking into an extra form of transportation from the ceremony to the reception and other locations.
How to Set up Transportation for Your Wedding
Knowing your guests’ needs and what you need to accommodate, it’s time to pick out your transportation! There are many options to consider, so you can be creative and offer a memorable experience. Here are some of our favorite options.
Shuttle Buses
Buses are the classic option for many wedding parties. For example, consider using school buses to transport parties and guests. These vintage-looking options will surely stand out in pictures, but sacrifice comfort for quirkiness.
Coach buses, also called motorcoaches, are excellent choices for large parties. You can usually choose among several sizes to fit your party’s needs. A standard coach will provide comfort, classic amenities and comfortably fit a group of 40. Alternatively, a step-up is a luxury coach that fits as many as 56 guests and comes with a few extras to pamper your guests.
Sprinter Vans
Sprinter vans are excellent for smaller parties or groups of guests who like to drive themselves. If you know of a guest or party that may need to leave early or won’t want to be out so late, it may be a good idea to rent Sprinter vans. You can fit up to 15 people in these vans, making them excellent for small wedding parties, bridal showers or bachelor/bachelorette parties.
Minibus
Like the Sprinter vans, minibuses are excellent for smaller parties that want to travel together. These are ideal for shuttle services and other brief trips. This option works logistically and will look great in wedding photos if you prefer a vintage aesthetic.
Additional Transportation Options
Full-sized buses may be too much for smaller and niche transportation needs like driving the bride to the wedding venue. Here are some smaller, but still exciting, transportation options:
- Vintage and classic cars
- Boats
- Train cars
- Horse-drawn carriages
- Motorbikes
- Airlifts
When Should You Provide Transportation for Wedding Guests?
Your vehicles’ capacity will vary depending on where you choose to rent from, so make sure you have plenty of room. Taking multiple trips could be costly and delay your timeline. It’s not a bad idea to plan for a few extra seats in case of emergency and so your guests can spread out comfortably.
Another thing to consider is special seating requirements. Guests with young children may require booster seats for safe transportation. Additionally, whether they are flying in or driving down the street, elderly and disabled guests will often need special accommodation. Climbing into low bucket seats might not be ideal for older guests, so considering something with higher seats and more legroom could be a better option for transporting elderly relatives.
If your wedding venue doesn’t have overnight accommodations or is not in a pedestrian-friendly area, you must determine how to get your guests home or to their hotels safely. Remember, taxis and ridesharing services can be expensive or unreliable during high-demand periods. Arranging a transportation service shows your friends and family members you care about them and is one way to thank them for being part of your wedding day.
Learn More About Executive Coach Wedding Shuttle Bus Services
When you’re ready to tie the knot, Executive Coach will be waiting to take you to the altar. We make all your wedding day transportation needs a top priority, so we can ensure your special day is worry-free and your entire party has safe, reliable transportation. To check out our accommodating schedules, affordable prices and comfortable buses, contact us today or give us a call at 844-234-1256.
