DDE Rentals · Planning resource
Wedding transport planner
A reusable worksheet for your planner, venue and transportation provider. Print it, complete the blanks and share one agreed itinerary. You can use it with any provider. This worksheet is a planning aid; it does not reserve a vehicle or confirm pricing.
Wedding date: Couple / event:
Day-of coordinator and phone:
1. Allocate vehicles and passengers
Count passengers on each leg. Include the chauffeur when confirming the vehicle’s total seating, and check room for formalwear, bags and any mobility needs.
| Group / passengers | Vehicle and driver | Space or boarding needs |
|---|---|---|
| Couple | ||
| Wedding party | ||
| Family / guests | ||
| Other |
2. Build the complete itinerary
Start with required arrival times. Add boarding, driving, photos and waiting time. Confirm traffic allowances with your provider; include the return journey and final drop-offs.
| Leg | Pickup address / time | Destination / arrive by | Passengers / notes |
|---|---|---|---|
| First pickup | |||
| Ceremony | |||
| Photos | |||
| Reception | |||
| Final departure |
3. Confirm venue access and day-of contacts
- Approved entrance, loading point, waiting area and parking restrictions.
- Driveway or garage access, photography permission and a weather backup.
- Driver / provider phone, venue contact and the person authorized to approve changes.
- Vehicle decorations and attachment methods agreed with the provider.
- Plan for delayed photos, an early finish or a changed return pickup.
Access instructions / backup plan:
4. Compare written quotes for the same plan
| Quote detail | Provider / option A | Provider / option B |
|---|---|---|
| Exact vehicle and passenger arrangement | ||
| Service hours or rental period | ||
| Rental / chauffeur charges | ||
| Delivery, waiting, stops and extra mileage | ||
| Taxes and applicable fees | ||
| Refundable deposit and release conditions | ||
| Payment, cancellation and substitution terms | ||
| Total quoted charges (deposit separate) |
5. Reconfirm before the wedding
Share the final vehicle, passenger list, addresses, required times and contact numbers with everyone coordinating transport. Confirm that the provider accepted the itinerary and completed the reservation. Keep the booking agreement with this worksheet.
Created by DDE Rentals · Updated October 26, 2026 · dderentals.com/resources/wedding-transport-planner
For DDE vehicle options, see the Chicago wedding car guide, compare starting rental prices, or send your itinerary to DDE.