Find out who will use the shuttle
Ask guests whether they want the outward trip, the return or both. Record where each party is staying and whether they can reach a shared collection point. A count of wedding guests is different from a count of shuttle passengers.
Use our group travel planning guide to appoint one coordinator. For booking the service, see wedding guest transport. This budget worksheet helps you decide which movements to include before that booking is agreed.
Compare the return patterns
A single return departure is straightforward to explain to guests. An earlier departure and a later one may suit different groups, but they need to be assessed as separate movements. Ask guests about their preferences before requesting the options you want priced.
| Pattern to request | Details needed for a useful quote |
|---|---|
| One shared collection | Meeting address; total passengers; venue arrival deadline. |
| Several accommodation pickups | Every address; passengers at each; the required arrival. |
| One return departure | Venue meeting point; departure time; drop-off addresses. |
| Early and late returns | Passenger totals and destinations for each requested departure. |
Make a movement and cost worksheet
For each outward or return movement, record the passengers, pickup, destination and time. Add the quoted price only once you have it. If one quote covers several movements, record that total once and label all the journeys it includes.
- Outward guest transport and included stops: ______
- Return transport and included departures: ______
- Accepted extra movements or changes: ______
- Total agreed guest transport budget: ______
Keep bridal-party transport, accommodation, meals and venue charges outside this total unless they are expressly part of the same arrangement. The small-group charter budget guide explains how to turn an agreed transport total into contributions if guests will share the cost.
Check the finish and what changes it
Give the planned reception finish and the departure time you want guests to use. Transport between 10pm and 7am carries additional costs. Ask how proposed waiting or changed departure times affect the quote, and agree who can authorise any change on the day.
For the practical pickup plan, use our event return transport guide. Confirm a clear meeting point with the venue so guests can gather for the departure you have arranged.
Confirm numbers before sharing the budget
Our Ford Transit seats 16 passengers. If your guest list or departure pattern needs more movements, send the full requirement for assessment. Include luggage, children and any boarding needs with the passenger totals.
Record the confirmed price, route and payment arrangement before telling guests the final plan. We encourage booking at least 24 hours ahead; for a wedding, enquire when your venues and likely movements are known so you can discuss availability.
Before you book
Can we ask for an early and a late return?
Yes. Include the requested departure times and passenger numbers for each in your enquiry. We will discuss whether the arrangement is available and how it is quoted.
Should I multiply the quote by the number of guests?
Check what the quote covers first. A total for the agreed group itinerary should be entered once in the budget, with the included movements recorded beside it.