Transportation can make or break a wedding day timeline. From shuttles for guests to rides for the wedding party, managing logistics requires careful planning. As a wedding planner, having a clear process and tools in place ensures everyone arrives safely and on time — and keeps your couple stress-free.
1. Identify Transportation Needs
- Wedding Party: Consider limos, party buses, or cars for the bride, groom, and attendants.
- Guests: Will you need shuttles from hotels to the venue? Parking coordination?
- Vendors: Some vendors may need assistance transporting equipment or supplies.
Tip: Create a list of every person or group who needs transportation, their pickup/drop-off times, and locations.
- Create a Transportation Timeline
Work backward from the ceremony start time.
Include buffer time for traffic, parking, or delays.
Schedule all pickups and drop-offs, including rehearsal and post-wedding parties if applicable.
Tip: Share the timeline with drivers, vendors, and your couple for clarity.
3. Transportation Planning Form
To stay organized, use a transportation form that tracks:
- Name of passenger
- Pickup location & time
- Drop-off location & time
- Vehicle type / driver name
- Contact info for emergencies
- Notes (e.g., accessibility needs, luggage, pets)
Tip: Keep this form digital (Google Sheets or Excel) for easy updates and sharing.
4. Communication & Backup Plans
- Confirm transportation 1–2 days before the wedding.
- Provide drivers and vendors with your contact info.
- Have a backup plan for late arrivals, no-shows, or vehicle issues.
Tip: Assign a “transportation coordinator” (assistant or family member) if you have a large wedding to manage guest shuttles.
Transportation logistics don’t have to be stressful. With a clear plan, timeline, and tracking form, you can manage every vehicle, shuttle, and ride so the wedding day runs smoothly — and your couple can relax and enjoy every moment.
For more transportation tips check out this blog post HERE.
| Terrica McKee is a seasoned wedding planner, florist, and educator with over 14 years of experience helping new and aspiring wedding planners build confidence and run professional, stress-free weddings. As the founder of Southern Productions, Meridian’s first full-service wedding planning and florist company, Terrica provides step-by-step systems, done-for-you templates, and expert guidance so planners can show up like pros from day one. |
