Wedding Transportation: Guest and Bridal Logistics
A guide to planning wedding transportation, covering bridal party vehicles, guest shuttles, parking logistics, departure cars, timeline buffers, vendor delivery access, and designated driver options.
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Bridal Party Transport
Book vehicles for the bridal party and immediate family
A sedan or SUV for the couple costs $200-$600. A stretch limo for 8-12 people runs $400-$1,000 for 4-5 hours. Book 4-6 months ahead — peak wedding weekends sell out by spring.
Confirm the vehicle fits the full bridal party plus dresses and accessories
Request a vehicle inspection or photos of the exact car you'll get
Plan pickup and drop-off logistics for the bridal party
Schedule pickup 15 minutes before you actually need to leave — someone is always late. Provide the driver with a printed itinerary: pickup address, ceremony venue, photo locations, and reception venue with exact arrival times.
Arrange separate transport for the wedding party to the ceremony
If the bridal party gets ready at a hotel and the ceremony is elsewhere, they need a ride too. A 14-passenger van costs $150-$300 for 2-3 hours. Don't assume everyone can drive themselves in formal attire.
Guest Shuttles
Determine if guests need shuttle service
Shuttles are essential when: the venue is more than 20 minutes from the hotel, parking is limited, or you expect heavy drinking. A shuttle bus for 40-55 passengers costs $800-$2,000 for 4-5 hours of service.
Survey guest hotel locations to determine the best pickup points
Post shuttle schedules on the wedding website at least 3 weeks ahead
Schedule multiple shuttle runs if needed
Plan at least 2 departure runs at the end of the night — one at 10 PM for early leavers and a final run 30 minutes after the event ends. A single shuttle can do 2 round trips if the hotel is within 15 minutes.
Place signage at shuttle pickup and drop-off points
Guests in the dark looking for a bus is a recipe for frustration. Print 2-3 signs with the shuttle schedule and place them at the hotel lobby, venue entrance, and parking lot. Include a contact number for the shuttle driver.
Parking and Access
Confirm parking capacity and logistics at the venue
You need roughly 1 parking spot per 2-3 guests. If the venue has 50 spots and you have 150 guests, arrange overflow parking at a nearby lot. Valet parking costs $15-$30 per car and removes the hassle entirely.
Ask if handicap-accessible spots are available near the entrance
Arrange parking attendants or signs for lots that are hard to find
Share parking information with guests in advance
Include a parking map on your wedding website. Note whether parking is free or paid, and if there are time restrictions. Guests arriving at a paid lot with no cash will be stressed before the event even starts.
Coordinate vendor delivery access separately from guest parking
Caterers, florists, and DJs need to load in 2-4 hours before guests arrive. Reserve 3-5 close parking spots for vendor vehicles and share the load-in instructions with all vendors 1 week before the event.
Timeline Buffers
Build 15-20 minute buffers into every transport leg
Traffic, wrong turns, and slow photo sessions all eat into transport time. If the drive is 25 minutes, schedule 40. If photos run 15 minutes long, you need that buffer to still arrive on time for the reception entrance.
Create a master transport timeline and share it with all drivers
List every pickup time, address, and expected arrival for the full day. Give printed copies to every driver and a digital copy to your coordinator. One missed pickup can cascade into a 30-minute delay for the entire event.
Include driver phone numbers on the timeline for the coordinator
Add the venue contact name and number in case a driver gets lost
Have a backup transport plan for emergencies
Save the numbers of 2 local car services in your phone. If a vehicle breaks down or a driver no-shows, you can get a replacement within 20-30 minutes in most metro areas. Ride-sharing apps are a last resort for formal events.
Departure and End-of-Night
Plan the couple's departure vehicle and send-off
Whether it's a classic car, a decorated getaway vehicle, or a simple town car, confirm it arrives 30 minutes before the planned departure. Sparkler send-offs require 2 minutes to light and line up — coordinate with your DJ or planner.
Decorate the departure car during the reception if desired
Pre-load overnight bags in the car so you don't have to go back inside
Arrange designated driver options for guests
Post a sign at the bar with local taxi numbers and ride-sharing information. Some couples pre-purchase ride credits for guests — $200-$500 covers 10-15 rides home. It's cheaper than any liability issue.
Assign someone to manage end-of-night logistics
You will not want to organize shuttles, collect gifts, or direct taxis at midnight. Assign a trusted friend or family member as the point person for the last 60 minutes of the event. Give them the transport timeline and all driver contacts.
Frequently Asked Questions
How much does wedding transportation cost?
A limousine for the bride and groom runs $300-$800 for 3-5 hours. A charter bus for guest shuttles costs $150-$250 per hour (minimum 3 hours), transporting 40-55 passengers per trip. Vintage cars and luxury vehicles (Rolls Royce, classic convertibles) start at $500-$1,500 for 2-3 hours. Total wedding transportation for couple plus guest shuttles averages $1,500-$4,000.
Do I need to provide transportation for wedding guests?
Guest transportation is not required but is expected when: the venue is 20+ minutes from hotels (guests are drinking and need safe rides), the venue has limited parking, or it is a destination wedding. Providing a shuttle bus between the hotel block and venue eliminates DUI risk and parking logistics. At minimum, include ride-sharing discount codes on the wedding website and hotel welcome bags.
When should I book wedding transportation?
Book wedding transportation 4-6 months ahead, or 6-8 months for peak wedding season (May-October) and prom season (April-June), which overlaps with limousine demand. Request to see the actual vehicle you will receive, not just a stock photo — condition varies widely within fleets. Confirm overtime rates in the contract, as wedding timelines frequently run 30-60 minutes behind schedule.
How many guest shuttle trips do I need between the hotel and venue?
Plan for 2 round-trip shuttles: one departing the hotel 45 minutes before the ceremony and another 15 minutes before. After the reception, schedule 2 return trips — one at the scheduled end time and one 30 minutes after for lingerers. A 55-passenger bus handles most weddings in 2 trips. For weddings over 120 guests with a hotel block, consider 2 buses running simultaneously to prevent crowding and wait times.