Navigating Wedding Day Transportation 

Wedding transportation might not be the most exciting detail to plan, but it’s definitely one of the most important due to all the moving parts (pun intended)! Curious on the etiquette around wedding day transportation or not sure where to even begin? This episode, and this blog post are for you! 

What Are Our Transportation Needs?

When it comes to planning transportation for your big day, one of the most important steps is figuring out what you actually need. How many people need to be transported? Is it just one big trip from the ceremony to the reception, or are there multiple stops along the way? Where does everyone need to be, and how are they getting there?

One of the easiest ways to look at transportation planning is by thinking in groups. On your wedding day, you’ll have different groups of people to move, and there are three main ones. The first being the couple and their wedding party. Are you going to be traveling together, or separately? Our second group includes other VIPs, like the people getting ready with you in the morning. This group is often missed because they don’t leave with the wedding party when they head out! And finally, the largest group, your guests. When considering your guest group, think about what transportation you’ll be providing. Are you offering rides from the ceremony to the reception, or just transportation at the end of the night?

“Is It Too Soon to Worry About Transportation?”

The topic of transportation really comes up for the first time during Episode 28, where we’re starting to wrap up Phase 2 of planning. We’re deep into vendor conversations and are just about ready to move into Phase 3. Phase 2 is all about building your team for the big day, while Phase 3 is focused on giving that team the details they need to execute your big day. Transportation is easily one of the most tactical topics we cover, because at its core, it’s all about logistics. It’s about reliability, safety, comfort, and making sure everyone gets from point A to point B on time. 

However, even though transportation is in Phase 2, that doesn’t mean it has to be fully executed right now. At this stage, you might not have all the details, like your final guest count or exactly who needs to be where and when. And that’s okay. It’s totally normal for transportation planning to take shape in Phases 3 or even 4! So to answer your question, no! It is definitely not too soon to worry about transportation. The sooner you start to think about how you envision moving everyone around on your day, the better!

“Should we offer transportation to our guests? And how do we even do that?”

Having transportation for your guests isn’t required, but it can be a huge help, especially if your ceremony and reception are at different locations, parking is limited, or you have a lot of visitors that aren't super familiar with the area. It's a good way to keep everyone safe, on time, and organized. 

Guest transportation actually starts well before the big day, with your invitation or wedding website. That’s where you set expectations and provide all the details guests need to avoid confusion. If you're offering a shuttle, be specific and share as much information as you can. Share the pickup location, time, and any important instructions. The more information you give, the smoother things will go for everyone. However, as we just said, you may not have these details locked in at the time of sending your invitations and that’s totally ok! Let guests know that transportation will be provided and there will be more details posted soon! 

Even when you provide transportation, expect that some guests will choose to drive themselves. At Marryment, we rarely see times where every person and guest is being transported by a shuttle.

How Do We Decide Which Transportation Company To Use?

Once you start looking at transportation options, one of the most important questions to ask yourself is: “What do I actually want out of our transportation?”

For example, if you’d love to have a playlist for the ride, ask the company, “Can we play our own music”? If you’re hoping to kick off the celebration early with a few drinks, be sure to ask, “Are beverages allowed in the vehicle?” Transportation might feel like a small detail, but getting what you want, whether it's music, drinks, comfort, it can make a big difference in how your day feels. Similarly to those wedding day priorities you set, set some transportation priorities too to help guide you in the right direction.

The Hotel Shuttle Might Not Cover Everything

If your hotel offers a complimentary shuttle, that’s a great perk, but make sure to ask the hotel the right questions. One of the most common mistakes we see is couples assuming the shuttle will be able to seat everyone, only to find out later that it holds far less people than expected.

Always double check how much the shuttle holds, how many trips it can make, and whether it fits your timeline for the day or not. It’s a great option, but only if it meets all of you and your loved ones needs!

Beyond A Shuttle

You might be planning your wedding transportation and thinking, “Do we really need to hire a company? Are there other options?” Absolutely! Alternatives like Uber, Lyft, or carpooling can work really well, especially for smaller groups.

And no, you don’t have to call a rideshare at the last minute, in fact, we sort of advise against this. We highly recommend scheduling a pickup in advance for the exact time and location you need.  

Carpooling can be a great option, but one of the biggest mistakes we see is a lack of organization. With multiple people in different cars, it’s easy for things and people to get mixed up. One of the best ways to avoid this is by creating a clear list. For example: Car A will have these five people and all the florals, while Car B will have four people and the remaining decorations. A little planning goes a long way in keeping everything organized!

Wrapping Up The End Of The Night

Let’s say your reception wraps up at midnight. The music fades out, you give your hugs and say your goodbyes, and by around 12:15am, the shuttle is packed and ready to head back to the hotel.

But what if a few guests miss that final shuttle? One of the easiest ways to avoid this is by scheduling round trips throughout the evening. For example, you can have shuttles depart at 10:30pm, 11:00pm, 11:30pm, and so on, so forth. Having multiple departures can help guests leave when they’re ready, and prevent anyone from being left behind. Be sure to check with your transportation company, as well as the timing it takes to get from Point A to Point B.

Final Thoughts

Wedding day transportation is one of those details that quietly holds everything together. When it’s planned well, no one notices it, and that’s exactly the goal. Taking the time to think through who needs to be where, when, and how they’re getting there helps your day run smoothly, keeps everyone safe, and eliminates a ton of last-minute questions. Start thinking about transportation early, ask the right questions, and don’t be afraid to prioritize logistics. A solid transportation plan gives you (and your guests) the freedom to stay present, celebrate fully, and focus on what actually matters, enjoying the day you worked so hard to plan.

For more tips and tricks, tune into the full episode of 52 ‘Til I Do on Spotify or Apple Podcasts.

Have more transportation related questions? Send us a message at hello@marryment.com or get in touch on our social media—we love helping couples navigate this part of wedding planning!

For more tips and tricks, tune into the full episode of 52 ‘Til I Do on Spotify or Apple Podcasts. to JNA Visuals

‍Marryment proudly serves couples all across Chicago and the surrounding Chicago Suburbs including popular areas such as Schaumburg, Elmhurst, Naperville, Evanston, Joliet, Oak Park, Skokie, Barrington, Downers Grove and Northbrook, to name a few. We also love destination weddings. We'd love to be a part of your wedding day! Schedule your free planning call with us today.