Proud to Plan: timing for wedding transportation

"Goin' to the chapel and we're gonna get married..." but how are you going to get there? Limousine? Vintage car? Trolley? This is one part of wedding planning that couples tend to wait until the last minute to arrange. It's a pretty important thing, so here are some tips on how to book your wedding day transportation.

Lindsay and Kevin's Wedding
Photo courtesy of Jennifer Childress Photography

When to book your transportation

The sooner the better! You should do this at least 6 months prior to the wedding, if not earlier. Depending on the time of year of your wedding, transportation companies can get booked up quickly. If your wedding is in the spring (April, May, June), prom season is in full swing so a lot of limos will be sold out on Friday and Saturday evenings.

Who needs a ride and how many vehicles to get

Before you book your transportation you will need to think about how many people you need to transport to the ceremony and reception. Typically, you will need to provide transportation for the bride and groom, bridal party, both sets of parents, any siblings not in the bridal party, and possibly the grandparents. For the ceremony, you will most likely need two separate vehicles (limo, town car, etc.), one for the bride and her party/family and one for the groom and his party/family. After the ceremony, a larger vehicle (trolley, bus, etc.) might be useful to transport everyone to the reception together.

Depending on the time and place of your ceremony, some couples also provide transportation for guests. This is not mandatory. Most couples only provide transportation to the reception for guests. A bus is a great option for this and allows guests to enjoy themselves and have a safe ride back to the hotel.

When counting the number of vehicles, be sure to factor in the space that you will need for the brides gown, veil, etc. This stuff takes up room and you may want to think about having another seat so you can spread out. You don't want to fill the car to the max, you might need that room for extra things.

Note: If your budget does not permit, you are not responsible for providing transportation for the entire wedding party, but you do want to make sure that VIPs are going to arrive without any trouble. Just make plans to carpool prior to the wedding day and make sure everyone knows what is going on!

What type of transportation

A limo is the classic option for weddings. However, depending on your wedding party, it may not accommodate everyone comfortably. A stretch SUV, trolley or party bus might be a better suit. It all depends on what you want and what will work best for you and your budget.

Christina and Frankie's Wedding...coming soon!
Photo courtesy of mkPhoto

Timing and logistics

Before you call transportation companies, figure out your itinerary for the day. Figure out how long it takes to get to each location and add at least 10 minutes to that time to account for unexpected delays (traffic, running late, etc.). It's also recommended to add on 15 minutes so you can plan on arriving early. Calculate the total amount of time that you will need to have the vehicles for the day (pickup, driving time, waiting time, etc.). You will also want to have the addresses of each location available prior to calling as well.

Costs

Most transportation companies charge by the hour or have a minimum rental time. Once you know this information, you will be able to determine if it makes sense for the vehicle to wait or just do a pickup/drop off. Ask if the company has any special wedding day packages. Be sure to call multiple companies to compare quotes. Also, don't forget to ask if the tax and tip are included in the total cost.

Book it!

Once you have found the best company for your transportation needs, be sure to review your contract before signing. Verify that the date, time and locations are all correct. Make sure the number of vehicles are listed and each are rented for the appropriate amount of hours. Check if total cost includes gas, mileage, tolls, tax, gratuities and any overtime fees. Review cancellation and refund policies. Be sure to get a receipt with your deposit and check to see what type of final payment is accepted.

Note: Another thing to check for is proper insurance. Just because a company has the cheapest prices doesn't mean they are the best. Be sure that the company has legitimate licensing and insurance.

Things to remember

-Be sure to ask how the driver will be dressed the day of the wedding (tux? suit?)

-Be sure to call and confirm all details the week prior to your wedding

-Have a detailed sheet that contains directions, maps and contact numbers for each driver. You don't want to be scrambling at the last minute telling the driver how to get to the location.

-Most companies provide extra touches such as bottled water or complimentary champagne for the couple. Ask if anything is provided, if not you may want to think about providing a small cooler of drinks for the ride.

-If the tip is not included in the total cost, give the money to your wedding planner or a friend to give to the driver at the end of the night so you don't have to worry about it.

-Ask your wedding planner for advice on who to hire. Most likely they will know the best companies to work within your area.

-Nicole

Though we all don't have the luxury of having a 110 year old horse drawn carriage accessible on our wedding day like Kate and Will, there are still many other modes of transportation that can help you and your guests arrive and leave your wedding in style, and almost anything goes!

First, A Few Things To Consider

Will You Ride In The Same Way You're Riding Out? - Are you and your soon to be partner riding with the entire bridal party or are you doing your own thing? Are you coming in on a party bus and leaving in a carriage? These are all things to consider.

How Many Guests Need Transportation? - Of course there is you and your soon to be betrothed, your bridal party, and close family, but you should also consider out of town guests that may not have rental cars or a way to get to and from the wedding.

Stop Drinking and Driving - To avoid tragedy on your wedding night, it is important to consider wedding guests who may need a safe ride home at the end of the night. Even if they are local, you may want to consider what you can do to assure everyone gets home safely at the end of the night.

Parking - Is there a designated space at the ceremony and reception site that can fit your mode of transportation? Is there enough parking for guests driving themselves?

Book in Advance - It's never too early to start booking your transportation, but a good 4-6 months out should be a good choice when making your arrangements. If your wedding is scheduled for May or June, you may want to book even earlier, because many local high schools will be having their proms during those months, and limos and other transportation may be booked up.

Timing - Are you taking pictures at different locations between the ceremony and reception? How far away are the ceremony and reception sites if they are in different locations? Timing your transportation can be one of the hardest things to plan during the planning process. Of course, timing isn't always perfect, but it's important to figure out how much time you will need to give you and your guests to get from one place to another. And it's always important to consider construction, traffic, and the pure delay of dealing with so many people. If your wedding is in the city, you'll want to check if there are any marathons, parades or races planned for your wedding day. This can definitely influence roads being closed or traffic in certain parts of the city. When in doubt, double the time you think it will take to be safe and ease your anxiety on the wedding day.

Style & Personality - It's important to consider the style of your wedding along with your personality when choosing your transportation. Consider the feel you are going for. For instance, limos might be best suited for a classic wedding, while a trolley might be perfect for a city wedding. Think about how your transportation will look with your dress, and style.

Be Prepared - Always tell your driver to be there a half hour before he needs to be and equip them with a list of all of those guests or bridal party members that are supposed to be traveling aboard. Don't forget to give them copies of addresses, contact numbers and directions.

Now, On To Choosing Your Type of Transportation

Antique Car - Bring back the classic look with an antique car as your transportation. Perfect for traditional or vintage themed weddings.

Horse & Carriage - Feel just like the royal couple and rent a horse and carriage. This may only be able to hold just two, but you can arrange other transportation for your bridal party.

Fire Engine/Cop Car - Perfect if you're marrying a man of service.

Pedicab - Pedicabs are a great form of transportation if your wedding is taking place in the city or if your ceremony and reception locations are really close. They are a fun way to take a creative spin on your transportation and they make for great photos too.

Boat - Whether a paddle boat, kayak or motor boat, take your pick. This fun transportation is perfect for weddings on the beach or near water obviously and makes for a fun escape.

Limo - Obviously the most common form of transportation mainly because the whole wedding party can fit inside. They're making everything into limos these days so be sure to look around.

Trolley - Trolleys are a great alternative to limos because they allow for a classic feel and can fit more people, so they're perfect for larger wedding parties.

Party Bus - If you have a long drive to the reception or a long drive home that night, party buses are a great way to keep the night going and your bridal party entertained.

Hotel Shuttle - Don't forget that if you are using a hotel, they may have a hotel shuttle that they can provide for free or at minimal cost. Check with them to assure that your guests can get home safe at the end of the night.

Sports Car - Live in luxury by renting or borrowing a friend's sports car for the night to take the happy couple around.

Golf Cart - Perfect for wedding at resorts or country clubs, golf carts can make it easier for the bridal party to get around.

Bikes/Tandem Bike - If you're having a spring or summer wedding, bikes can make a great unique transportation option. Try a tandem bike for the couple and singles for the rest. It's an easy way to go green to!

Horseback - You may need to practice at first, but riding in and out on horseback gives you quite the entrance, never to be forgotten by your guests.

Elephant - I'm not joking here! Though it may cost you a hefty penny, riding on an elephant could be a fun and unique way to ride in or away as a couple. It's also a perfect fit for Asian inspired or Middle Eastern weddings as this is often protocol in countries like India.