Top Questions to Ask When Choosing a Wedding Transportation Company

One of the most important—and often overlooked—parts of wedding planning is booking transportation. If you are using a wedding coordinator for your big day, they will usually have a few options that they have vetted ahead of time. However, if you are hiring a company without a wedding coordinator, there are a lot of key factors to consider and questions to ask before you book a transportation company.

1. Will you be free for our wedding?

It's obvious, but always confirm that the wedding transportation company is free on your chosen date and time before making a booking!

2. Do you have wedding packages?

This question can reveal whether the transportation company caters to weddings and provides additional perks, such as balloons or champagne flutes. Additionally, booking several vehicles together for your wedding might qualify you for a group discount.

3. What are all the options within your fleet?

There are plenty of wedding transportation options, from vintage cars and horse-drawn carriages to limos and party buses. When choosing a provider, confirm they offer what you need.

4. How many people can comfortably fit into one vehicle?

Ensuring safety is crucial when arranging wedding transportation. In addition to making sure that all guests, the wedding party, and family members are comfortable and secure during travel, it’s important to consider each vehicle’s capacity. This helps you decide what type of transportation—such as cars, buses, limos, or trolleys—to use and how many vehicles will be necessary.

5. Is your fleet large enough to transport our entire guest count at once without looping?

Even when venues are nearby, early guests often arrive before the event starts and feel awkward waiting. Transporting all guests together avoids this issue and prevents disruptions to teams setting up, such as caterers and planners, ensuring they have sufficient time to prepare without distractions.

6. Do you allow a split schedule?

Several companies offer longer minimum booking times but let you divide hours between taking guests to an event and bringing them back later. Usually, there's a significant break where not all shuttles are needed or have to remain on standby, so you might be able to pause service (and reduce costs) before returning later. However, it's advisable to have at least one or two transport options available during the downtime for emergencies, picking up children early from the reception, or helping guests who need to leave ahead of schedule.

7. What is your policy on guests being in seats?

It's wise to check if wedding transportation services permit standing room. Although it’s not the best scenario, at the end of the celebration when people are a little tipsy and ready to head home or continue to an after-party, everyone wants to stay together—and having extra company usually means more fun. Knowing in advance if the vendor enforces strict seating rules or lets guests stand can be very helpful!

8. Can we see a copy of the operating license and insurance certificate?

As previously noted, safety is essential; therefore, couples should ensure that all necessary precautions are taken. This includes requesting copies of the driver's license and insurance certification to provide protection in case of an accident or vehicle damage (such as stains). Taking these steps helps mitigate risk and ensures appropriate responsibility.

9. Do you provide signage?

It is essential to confirm whether the shuttle company will provide signage to clearly identify the shuttles designated for your wedding. If this service is not included, arrangements should be made for your planner to supply and install appropriate signage as the shuttles arrive.

10. Do you provide water?

Make sure your wedding transportation provider supplies water for you and your guests to have readily available when needed. Given the prevalence of alcoholic beverages at wedding events, maintaining hydration is essential for everyone’s comfort and well-being.

11. How can our wedding planner or other point person contact you on the day of the wedding?

Effective communication is essential in all relationships, including those with wedding transportation vendors. It is advisable to ensure that vendors provide the names and contact numbers of assigned drivers for your event or maintain an active dispatch service throughout the contracted period. This enables planners to reliably communicate with drivers when necessary.

12. What happens if a vehicle breaks down?

Asking your prospective wedding transportation vendor what happens if the vehicle(s) break down is a very important question. What's more, knowing the company's protocol and plan will be the most important thing if there is a vehicle issue that prevents the guests from arriving on time.

13. Do you have minimum hours per shuttle/driver?

Often, couples think that picking a venue that's closer will save them money on transportation, but that is not always the case. Most shuttles will likely have a 3-5 hour minimum, so you'll pay the same whether you're transporting guests a mile or 10!

14. What is your cancellation/adjustment policy?

No one plans for a wedding to not happen or for 20 more people to show that didn’t RSVP...but it happens! Be sure to ask any transportation company for their policies when it comes to cancellation or adjustments. Get it in writing.

15. Who is responsible for the cost of gas or mileage?

It's vital for couples to understand if gas or mileage costs are included in the quote or if they are somewhat of a hidden fee. If it's the latter, it's definitely worth pointing out, especially if there is a larger distance between your accommodations and the wedding venue.

16. Is gratuity included?

Nothing is more awkward than a driver expecting to be tipped at the end of the night when you were told the gratuity was already included. To avoid any mishaps or finger-pointing, confirm what is expected and either pay the gratuity ahead of time or identify a contact person who can supply the tip at the end of the night.

17. Do you allow other beverages on the shuttles? If so, what are the cleaning fees?

Many clients would also like to provide champagne, beer, wine, sodas, etc. on the shuttles. With that in mind, you want to make sure this is allowed first and then also find out what the cleaning fees are so you're aware upfront in case there is excessive spilling!

18. Are your vehicles air-conditioned?

What's worse than getting into a vehicle that doesn't have adequate or working air conditioning? Nothing! And if you're having a summer wedding, this is an especially important factor to consider. Put simply, guest comfort is of the utmost importance on hot days, and air-conditioning availability is at the center of that concern.

19. What do the drivers wear?

Ask if the transportation company has a uniform. If they don't have a uniform, take it a step further by asking how their drivers are expected to dress. For example, "If you have a black-tie wedding, a driver in jeans and a hooded sweatshirt is likely not the tone you want to greet your guests.

20. What are the ages of the proposed vehicles? Are they planning on adding to their fleet by your event date?

Knowing the quality of the maintenance is important to know. Besides, no one wants to get onto a 30-year-old bus that has a loud humming noise and sounds like it can't get up a hill! Have them show you photos or videos of their vehicles and follow up to make sure this information is current.

Conclusion

Selecting the right transportation for your wedding involves careful planning and attention to detail. By asking about gratuity, beverage policies, air-conditioning, driver attire, and the age and condition of vehicles, you can ensure a comfortable and seamless experience for your guests. Taking these steps will help you avoid surprises and guarantee that your transportation provider meets your expectations on your special day.

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Note: This blog is for informational purposes only and does not represent any endorsement by Pegasus.

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