1. List every transportation location
Record the exact addresses for guest hotels, getting-ready locations, the ceremony, reception, photography stops, after-party, and any final return destinations. Similar venue or hotel names can cause confusion, so use complete addresses.
2. Count the guests who will actually ride
Create a transportation RSVP separate from the wedding attendance RSVP. Track passengers by hotel or pickup point, including children and members of the wedding party who may travel on a different schedule.
3. Build the wedding-day movement schedule
| Movement | Planning details |
|---|---|
| Hotel to ceremony | Guest count by hotel, boarding window, ceremony start, and buffer selected by the planner |
| Ceremony to reception | Distance, photos, wedding-party schedule, and guests traveling independently |
| Reception return | One departure, several waves, or a defined continuous-shuttle period |
| After-party | Who is included, destination, final return plan, and vehicle hours |
4. Separate guest and wedding-party needs
The couple, wedding party, immediate family, and general guests may require different vehicles and pickup times. A stretch limousine, SUV, Executive Limo Van, Sprinter, or party bus can be considered according to the confirmed passenger group and itinerary.
5. Match vehicles to groups
- Executive Limo Van: approximately 7–8 passengers
- Jet Sprinter: up to 10 passengers
- Sprinter Limo: up to 12 passengers
- Executive Sprinter: up to 14 passengers
- Stretch limousine: up to 10 passengers
- Party bus: options configured for up to 20 passengers
Final capacity depends on the specific vehicle, configuration, personal items, and availability.
6. Design the return plan before the event
Guests often leave at different times. Decide whether the reservation should have an early return, final return, or additional waves. Provide the venue's loading instructions and the name of the planner or transportation coordinator.
7. Communicate one clear plan
Share pickup locations, boarding windows, coordinator phone number, and return options through the wedding website, hotel welcome materials, or planner communication. Avoid publishing private phone numbers publicly.
8. Confirm final changes
Before service, verify passenger counts, hotel assignments, timing, venue instructions, and the responsible day-of contact. Send material changes through the booking contact so the itinerary can be reviewed.