Step-by-step
T minus 2 weeks: final timeline confirmed
1 hourSend finalized ceremony start time, hotel block address(es), venue address, reception end time, and guest count to your booked carrier. Carrier locks driver assignment and vehicle. Any timeline changes after this point may incur schedule fees.
T minus 3 days: driver briefing
30 minutesCarrier assigns specific driver, sends driver's phone number, and confirms dress code (formal black suit standard on request). Wedding planner receives driver contact for day-of coordination. Confirm parking + loading zone with venue coordinator.
T minus 1 day: vehicle staged
N/ACarrier moves the assigned vehicle to a staging lot within 30 minutes of pickup. Confirms fuel, cleanliness, AC. Driver reviews route and wedding-day traffic patterns for that date.
Ceremony pickup loop
60 to 90 minutesDriver arrives at first hotel 15 minutes before scheduled pickup. Loads guests in wedding-appropriate order (formal seating, elderly first). Drops at ceremony venue 15 to 30 minutes before ceremony start.
Ceremony + cocktail hour standby
2 to 3 hoursDriver stages coach at venue's motorcoach lot, takes federal-mandated meal break, and monitors ceremony end via wedding planner's radio. Standby is billed as part of the continuous block, not extra.
Ceremony-to-reception transfer
20 to 60 minutesIf ceremony and reception are at different venues, driver runs the intermediate loop. Bridal party typically takes a separate limo; the shuttle handles guests. Coordinated with wedding planner on VIP timing.
Reception standby + return loops
3 to 5 hoursDriver runs periodic hotel-return loops throughout the reception (typically every 45 minutes) so guests who want to leave early are not stranded. Final loop 30 minutes after reception official end time.
Post-event driver debrief
15 minutesWedding planner or point-of-contact confirms trip complete, signs off on any incidents, and adds optional driver gratuity (10 to 20 percent typical, 15 percent standard). Carrier sends final invoice within 3 business days.
Frequently asked questions
How long should we book the wedding shuttle for?
Book a continuous 6-hour block minimum. A 10-hour full-wedding-day block covers early hotel-to-ceremony pickup, ceremony standby, reception, and late-night guest returns without a second-trip surcharge. Under 6 hours does not save money because most carriers charge a 6-hour minimum regardless.
Does the shuttle stay parked at the venue during the ceremony?
Yes. Standby is included in the continuous-block rate. The driver stages the vehicle in the venue's motorcoach parking lot, takes federal-mandated meal breaks, and monitors the wedding coordinator's timeline for cued-up pickups.
What if the ceremony runs late?
Standard: the shuttle waits at no extra charge for delays up to 60 minutes past scheduled ceremony end. Beyond that, overtime kicks in at 100 to 200 dollars per hour depending on vehicle class. Most Florida weddings run 15 to 30 minutes long; the buffer is usually plenty.
How do we coordinate multiple hotels?
For weddings with guests split across 2 to 4 hotels, deploy 2 shuttles running parallel loops. Guest headcount per hotel dictates vehicle size. Wedding coordinator sends a written pickup schedule to the drivers 48 hours in advance so guests know exactly when to be in the lobby.
Can the shuttle handle a late-night return loop?
Yes. Continuous-block pricing covers late-night returns. Standard: 3 to 4 loops back to hotel between 10pm and 12:30am so guests can leave when they are ready. Final loop 30 minutes after reception ends. Driver hours-of-service limits typically cap this at midnight to 1am.