Wedding Day Transportation Planning Guide Written by Kawania H. Wooten, CMP

Howerton+Wooten Events, LLC

15480 Annapolis Road, Suite 202 Bowie, Maryland 20715

www.hwevents.com (202) 706-7953

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Copyright ©2015 Howerton+Wooten Events Cover Image ©2013 Leonard Poteat Photography

This guide is licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License

 

Some Transportation Types

♦ A horse-drawn carriage. You will surely feel like you stepped out of a fairytale when you arrive in a carriage drawn by white horses. When you make your getaway in a carriage, it is pure romance.

♦ A vintage car. Vintage cars will add an air of glamour to your wedding, but be sure to ask about modern

amenities. You will be amazed how many vintage cars don’t have fully working air-conditioning. ♦ A trolley or a city bus. If you have a lot of out-of-town guests needing transportation to and from the wedding

venue, consider renting a trolley or a city bus for everyone. Your guests will greatly appreciate it! ♦ An SUV limousine. Want to increase your wedding “bling?” Consider renting an SUV limousine. Depending upon

the size of your wedding party, the vehicle should be able to accommodate the wedding party. The vehicle will most likely come with amenities such as a TV, DVD player, MP3 Player, Fiber Optic Lights, and a sunroof.

♦ Helicopter. If you have a little extra money in your budget (okay, a lot of extra money), consider making your

getaway in a helicopter. It’s wild, it’s fun, and it is definitely something that will be talked about for a while. ♦ Your own car. If your wedding and reception are at the same venue, departing your reception in your own car is

an easy choice. Your friends can decorate the car with cans tied to ribbons and “Just Married” written on the windows. It’s also a good choice for the budget-conscious bride – Please have a friend drive the car. You will have enough on your mind.

 

Typical Vehicle Types and Sizes

Vehicle Type Typical Make and Model Typical Number of Passengers

Sedan Lincoln MKT; Lincoln Town Car; Toyota Avalon; Cadillac Deville

Up to Three (3) Passengers

Limousine Lincoln Federal Limousine Seats 8-10 Passengers

Limousine Cadillac Escalade SUV Limousine Up to Eighteen (18) Passengers Limousine Bus Luxury Limousine Bus Limousine Bus sizes typically start at 10-

passenger limo buses and they can go up to 35-passenger limo buses.

SUV GMC Yukon Seats 5-6 Passengers SUV Chevrolet Suburban; Chevrolet Tahoe Up to Seven (7) Passengers SUV Ford Expedition; Hummer Seats 10-12 Passengers SUV Ford Excursion; Cadillac Escalade Up to Sixteen (16) Passengers

Shuttle Mini Van Up to Twelve (12) Passengers Shuttle Van Terra Up to Fourteen (14) Passengers Shuttle Varies Shuttle Bus sizes typically start at 20-passenger

buses and they can be as large as 35-passenger shuttle buses.

Motor Coach Up to Fifty-Five (55) Passengers

 

10 “Good to Know” Tips for Booking Your Transportation

• Make sure you are on the same wavelength with your transportation company – Reserving the transportation

for your wedding may seem like a simple task until your chauffeur shows up in an ACDC t-shirt and a pair of jeans. Before you sign a contract, ask the following questions:

1. What will the chauffeur wear? 2. How old are the vehicles? 3. Is it cheaper to rent the vehicles individually or get a package deal? (No need to spend the extra cash) 4. What is your back-up plan in case of an emergency? 5. What does your insurance cover? Are your drivers bonded and insured? 6. What is your cancellation policy? 7. Will the same driver/vehicle drop off AND pick up the wedding party? Or, do the drivers/vehicles change?

• Create a Wedding Transportation Timeline. Before you contact potential transportation companies, determine your wedding day schedule first. It doesn’t have to be a detailed timeline of your wedding day; it can be an “outline” of your wedding day schedule -- You’re going to need to know where you’re getting ready; what time you are getting ready; who is riding with who to the wedding; whether or not you’re having a “first look,” where your pre-ceremony portraits will be taken, and whether the ceremony and reception are at different locations. These are all factors that may impact your transportation timeline.

 

10 “Good to Know” Tips for Booking Your Transportation

• Remember to pad an extra 15 to 30 minutes into each trip in your transportation schedule. As you determine

trip times, pad the schedule an extra 15 to 30 minutes to accommodate for unexpected delays, such as traffic, detours, and car accident delays. If you want to be extra cautious, drive a test run of each route at the same time and same day of the week of your wedding. You may experience a traffic pattern on a Saturday afternoon that is very different on a weekday. Reach out to your local convention and visitors’ bureau to research special events that might cause interruptions and extra travel time on your wedding day.

• Don’t book your vehicles to capacity. When determining the number of vehicles you’ll need for your wedding

day, factor in the additional space needed for your wedding gown, veil, bridesmaid dresses, and bags. Also, make sure that the vehicle door is large enough to accommodate the width of your gown.

• Think outside of the “limo” box. Consider a vintage vehicle, a horse and carriage, a boat, a shuttle or a trolley. • Book your wedding transportation 6 months prior to your wedding day. Once you’ve determined a schedule

outline of your wedding day, begin the process of booking your wedding day transportation. If you are getting married on New Year’s Eve, Valentine’s Day, or during the months of mid-April, May or June -- prom and graduation season -- vehicles will be in high demand, so consider booking your transportation even earlier.

 

10 “Good to Know” Tips for Booking Your Transportation

• Get your itinerary in writing – Better yet, get everything in writing. Make sure that the agreement and the

itinerary includes the pick-up and return times; the addresses for the pick-up and drop off locations (don’t forget cross streets, if necessary); the vehicle type (and the vehicle color, if it matters); the number of people that the vehicle can comfortably fit; and everything that is included in the price (gratuity, bottle of champagne, decorations, telephone, and yes, gas surcharge).

• Read the fine print. Before you sign on the dotted line, carefully read the details written in the transportation

contract or invoice. Make sure it clearly indicates the correct day/date; the vehicle type; the minimum hour requirements; the mileage charges; along with the pick-up and delivery times for each trip. Ensure that the bottom line clearly indicates if the driver’s gratuity is included; and verify if they charge penalties for cancellations.

• Get the additional details in advance. Ask how the driver will be dressed on your wedding day, and get it in

writing. You don’t want him or her to show up in a t-shirt and jeans. Also, ask about the company’s drivers’ qualifications – the drivers should be licensed and insured.

• Check References. The lowest price should not be the sole (or top) reason for your final decision. Check with

other brides and your planner. And, check out their reviews on Wedding Wire, the Know and Yelp.

 

4 Helpful Steps for Getting Into the Limousine while Wearing Your Wedding Gown

Step 1 – Let go of the bouquet. If you are holding your bouquet, hand it over to your bridesmaid, mother, planner or the limousine driver before you attempt to get in the car. Step 2 – Hold someone’s hand. A wedding gown is a lot larger and heavier than your average dress, so this is no time to be super independent! Take someone’s hand before you attempt to get into the limousine. This will allow you to remain steady as you attempt to get into the vehicle. Step 3 – Start with the “end” first. Do not try to “step into” the limousine. Turn around (with your back facing the vehicle) and sit down on the car seat first. Then, bring your feet into the car. Step 4 – Make sure your entire wedding gown (and your veil) is in the car. Before someone shuts the door, make sure that all of your wedding gown (train included) and your wedding veil are inside of the car. If it is too difficult for you to pull in your train and/or your veil, ask for assistance.

 

5 Helpful Steps for Getting Out of the Limousine while Wearing Your Wedding Gown

Step 1 – Don’t attempt to open the door. Allow the driver to open the door for you before you get out of the vehicle. Step 2 – Look before you leap. Before you get out of the car, check out the ground in the immediate area to ensure you are not stepping into mud or a puddle or debris or a pothole. Step 3 – Let go of the bouquet (again). If you are holding your bouquet, hand it over to your bridesmaid, mother, planner or the limousine driver before you attempt to get out of the car. Better yet, leave it on the seat next to you. Step 4 – Start with your both feet first. Swivel your body around and place both of your feet out of the car. Then, take someone’s hand before you attempt to get out of the limousine. This will keep you steady if you lose your “footing” as you get out of the vehicle. Once you have both of your feet out of the car AND you take someone’s hand, you can step out of the car – Watch your head! Step 5 – Make sure your entire dress is out of the car. Before someone shuts the door, make sure that your entire gown and your veil is outside of the car. If it is too difficult for you to grab your train and/or veil, ask for assistance.

Voila! You are out of the car!

 

8 Tips to Enhance Your Transportation Experience 1. Check Out the Vehicle in Person. Before you book your vehicle(s), check them out in person. Take a picture of the

vehicle and attach it to the contract. Ask to turn on the car – Is the engine loud? Does the vehicle have A/C? 2. Ask About Extras. Ask if your vehicle includes champagne, bottled water, red carpet, and/or a “just married” sign. 3. Designate an On-site Contact. If you don’t have a planner, assign a responsible friend or family member to confirm

the arrival time and pick-up location; follow up with tardy drivers; and ensure that everyone gets in the vehicle. 4. Be Inclusive. If your budget allows, provide transportation for your wedding party, parents, and your wedding

guests staying at your designated hotel. It will change how these guests experience your wedding day – They can dance a little longer, enjoy that extra cocktail, and they don’t have to worry about getting lost.

5. Confirm Driver Names and Cell Phone Numbers in Advance. On the day prior to your wedding day, call the

transportation company to get the name and cell phone number of each driver. If s/he is running late on your wedding day, it’s much easier to call him or her directly instead of going through the dispatcher.

6. Create Wedding Day Playlists. Check with the transportation company (in advance) regarding their audio options

– do their vehicles take CDs or do they accept MP3 players? Use that information to create a fun (or romantic) playlist that sets the tone for your wedding day.

 

8 Tips to Enhance Your Transportation

Experience

7. Share a Map with the Driver. Yes, everyone has GPS in their vehicles now. But, it won’t hurt if you decide to share a copy of a map with detailed directions to the driver – This will be especially helpful if your wedding venue’s location is off the beaten path.

8. Have a Plan B. If your wedding budget cannot accommodate transportation for your bridal party and/or your

wedding guests, work with your wedding planner or the venue coordinator to have taxicabs and/or Uber cars available at the end of your wedding reception.

 

Vehicle Resources (Disclaimer: Howerton+Wooten Events is not an employee of the companies listed below. Nor does Howerton+Wooten Events

receive any compensation for listing the companies below.)

WASHINGTON DC AREA TRANSPORTATION VENDOR OPTIONS – Chariots for Hire Martin’s Sedan & Limousine On the Town Limousines (703) 790-5466 (301) 260-9393 (301) 695-5466 www.chariotsforhire.com www.martinssedanservice.com www.onthetownlimousines.com WASHINGTON DC AREA TRANSPORTATION (UNIQUE) VENDOR OPTIONS – Carriages of the Capital Old Town Trolley & Tours Regal Limousine (Horse & Carriage) (Trolley Car) (Vintage Bentley)

(202) 841-7401 (844) 356-2603 (703) 440-3651 www.carriagesofthecapital.com www.trolleytours.com www.regallimousine.com  

 

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