Work backwards from the ceremony

Identify the arrival time the venue or planner needs, then list the starting point for the couple and each passenger group. Allow for loading, attire, access to the venue and the walk from the vehicle.

Photo stops are part of the journey. Put their addresses and approximate duration in the request so the desk can consider the whole movement rather than just the first and last address.

Give every group a plan

Separate the couple, wedding party and guest movements where their schedules differ. Record how many people travel on each leg and whether bags, gifts, child seats or mobility aids need space.

Request the vehicle class and any essential model preference. Décor, refreshments and a particular car are included only if agreed in the quote; a photograph does not establish those inclusions.

Choose the day’s transport contact

Nominate one planner or trusted contact to authorise changes. Give them the confirmed transport schedule, the desk contact and the names of the people coordinating each guest group.

Ask the venue about permitted loading, parking and bad-weather access. Build the plan around those instructions rather than assuming a vehicle can wait immediately outside every entrance.

Plan the last departure too

Confirm whether everyone leaves together or in timed groups, and list the final destination for each movement. If the celebration runs late, contact the desk to check an extension instead of assuming the vehicle remains available.

Review deposits, payment, cancellation, waiting and overtime terms in the quotation before accepting. Keep the final itinerary accessible to the people responsible for each departure.