Transportation Worksheets to Find the Provider Right for You
Bride’s Name:_________Groom’s Name:_________Wedding Date:_______
Based on recommendations, meeting in bridal shows, and searching the Internet, we
contacted various transportation providers.
We screened them and chose those that greeted us cordially, provided the information we requested in a timely
manner, the people we spoke with were helpful but not too eager, yet followed up.
We feel that they will accommodate us well within our budget.
We also judged them by their web sites. We liked:
✓ The look and feel of the web site.
✓ That the information we were looking for was right there.
✓ The vehicles they have in their fleet.
✓ The wedding packages they offer.
✓ That they were helpful and neither over powering nor over selling.
✓ That they included clearly posted name, address, phone and Email contacts.
We plan to interview the following transportation providers:
Company Name: __________________________Person in charge: ____________________________________
Address: ___________________________________________________________________________________
City: _______________________________________ State: _________________ Zip: ____________________
Phone: ______________________ Fax: _______________________ Email: ____________________________
Web Site: _____________________________ Appointment Date / Time: _________________________
Company Name: __________________________Person in charge: ____________________________________
Address: ___________________________________________________________________________________
City: _______________________________________ State: _________________ Zip: ____________________
Phone: ______________________ Fax: _______________________ Email: ____________________________
Web Site: _____________________________ Appointment Date / Time: _________________________
Company Name: __________________________Person in charge: ____________________________________
Address: ___________________________________________________________________________________
City: _______________________________________ State: _________________ Zip: ____________________
Phone: ______________________ Fax: _______________________ Email: ____________________________
Web Site: _____________________________ Appointment Date / Time: _________________________
Tips Page
Take a copy of this page to every interview with every transportation provider. Fill in the costs. Compare prices,
as well as your impression of the owner / manager. Will you be comfortable working with him/her?
Be sure you interact well before you decide to hire.
Before hiring a Transportation Provider
• Take into consideration that price quotes over the phone are only guidelines.
• You must go to the vendor, see the vehicles, choose the one that is just right for your special day and
secure it with an agreed upon price and a firm, written commitment from the vendor.
• Be sure to choose the vehicles that will serve your needs best.
• Take a copy of every relating worksheet to every interview.
• Review the portfolio detailing their fleet of vehicles.
• Use the worksheets to let the transportation providers know what you want.
• Ask the appropriate questions and decide whether you will be comfortable working with him/her.
• Pay attention to your impression of the staff.
• Pay special attention to the drivers and chauffeurs you may be working with.
• Be sure you interact well before you decide to hire.
• Fill in the costs then take every proposal to all interviews and compare what you get for what prices.
Get acquainted with vehicles hired for Special Events:
(Usually From Limousine Companies):*
* It will help you figure out what you need for small groups
✓ Luxury Sedan: 1–4 passengers.
✓ Stretch Limousine: 1–8 passengers.
✓ Stretch SUV: 1–14 passengers.
✓ Excursion: 1–14 passengers.
✓ Hummers: 1–14 passengers.
*You can save a lot of money if you rent any of the above and have friends drive them.
For large groups of 20 or more passengers**
✓ Mini Buses,
✓ Coaches,
✓ Party Busses
** May require special class license
If you have a very formal or a period theme wedding check out the availability of hiring a “Classic Car” – a
“Vintage Car” From the theme era, in your geographical area.
Transportation Provider Worksheet
Name of Transportation Provider: _______________________________________________________________
Contact Person: ____________________________________________________________________________
Address: ________________________________City: __________________State: __________Zip: __________
Phone: ____________________________Fax: ____________________________Email: __________________
Web Site: _________________________________ Interview Date: _______________ Time: _______________
Time of day
Rehearsal
Morning: ________, Midday: ________, Afternoon: ________, Early Evening: ________, Late Evening: _______
Rehearsal Meal (Dinner)
Morning: ________, Midday: ________, Afternoon: ________, Early Evening: ________, Late Evening: _______
Ceremony
Morning: ________, Midday: ________, Afternoon: ________, Early Evening: ________, Late Evening: _______
Reception
Morning: ________, Midday: ________, Afternoon: ________, Early Evening: ________, Late Evening: _______
Time of year
Fall: ______, Winter______, Spring________, Summer_______
Days of the week, dates, lengths and locations:
Rehearsal:
Day of week: __________, Date: __________ From: __________ to: __________ Location: ________________
Rehearsal Meal (Dinner):
Day of week: __________, Date: __________ From: __________ to: __________ Location: ________________
Ceremony:
Day of week: __________, Date: __________ From: __________ to: __________ Location: ________________
Reception:
Day of week: __________, Date: __________ From: __________ to: __________ Location: ________________
Passengers to and from:
From Locations: 1: _______________________ 2: _______________________ 3: ______________________
Location 1 To Rehearsal: Number of adults: _______, Number of Kids: _______ Number in Bridal Party: ______
Location 2 To Rehearsal: Number of adults: _______, Number of Kids: _______ Number in Bridal Party: ______
Location 3 To Rehearsal: Number of adults: _______, Number of Kids: _______ Number in Bridal Party: ______
From Rehearsal to Rehearsal Dinner: Number of adults: ___, Number of Kids: ___ Number in Bridal Party: ___
Others to Rehearsal Meal (Dinner): Number of adults: ____, Number of Kids: ____ Number in Bridal Party: ___
From Rehearsal Meal (Dinner) to Locations: 1: _______________ 2: _______________ 3: _______________
Rehearsal Meal to Locations 1: Number of adults: _____, Number of Kids: _____ Number in Bridal Party: _____
Rehearsal Meal to Locations 2: Number of adults: _____, Number of Kids: _____ Number in Bridal Party: _____
Rehearsal Meal to Locations 3: Number of adults: _____, Number of Kids: _____ Number in Bridal Party: _____
From Hotels to Ceremony: Hotel 1: ________________ Hotel 2: ________________ Hotel 3: _____________
From Hotel 1 to Ceremony: Number of adults: ______, Number of Kids: ______ Number in Bridal Party: ______
From Hotel 2 to Ceremony: Number of adults: ______, Number of Kids: ______ Number in Bridal Party: ______
From Hotel 3 to Ceremony: Number of adults: ______, Number of Kids: ______ Number in Bridal Party: ______
From Ceremony to Reception: Number of adults: _____, Number of Kids: _____ Number in Bridal Party: _____
From Reception to Hotel 1: Number of adults: ______, Number of Kids: ______ Number in Bridal Party: ______
From Reception to Hotel 2: Number of adults: ______, Number of Kids: ______ Number in Bridal Party: ______
From Reception to Hotel 3: Number of adults: ______, Number of Kids: ______ Number in Bridal Party: ______
From Reception to Location 1: Number of adults: _____, Number of Kids: _____ Number in Bridal Party: _____
From Reception to Location 2: Number of adults: _____, Number of Kids: _____ Number in Bridal Party: _____
From Reception to Location 3: Number of adults: _____, Number of Kids: _____ Number in Bridal Party: _____
More detailed information follows.
Vehicle needed for:
Bride and: ________________________________________________________________________________
From: __________________________ to Rehearsal Location at: (Name of venue) Vehicle: _________________
From: __________________________ to rehearsal Meal Location at: (Name of venue) Vehicle: _____________
From: __________________________ to Ceremony Location at: (Name of venue) Vehicle: _________________
From: __________________________ to Reception Location at: (Name of venue) Vehicle: _________________
Groom and: ______________________________________________________________________________
From: __________________________ to Rehearsal Location at: (Name of venue) Vehicle: _________________
From: __________________________ to rehearsal Meal Location at: (Name of venue) Vehicle: _____________
From: __________________________ to Ceremony Location at: (Name of venue) Vehicle: _________________
From: __________________________ to Reception Location at: (Name of venue) Vehicle: _________________
Bride’s family: ____________________________________________________________________________
From: __________________________ to Rehearsal Location at: (Name of venue) Vehicle: _________________
From: __________________________ to rehearsal Meal Location at: (Name of venue) Vehicle: _____________
From: __________________________ to Ceremony Location at: (Name of venue) Vehicle: _________________
From: __________________________ to Reception Location at: (Name of venue) Vehicle: _________________
Groom’s Family: __________________________________________________________________________
From: __________________________ to Rehearsal Location at: (Name of venue) Vehicle: _________________
From: __________________________ to rehearsal Meal Location at: (Name of venue) Vehicle: _____________
From: __________________________ to Ceremony Location at: (Name of venue) Vehicle: _________________
From: __________________________ to Reception Location at: (Name of venue) Vehicle: _________________
Wedding Party: Number of adults: _____, Number of Kids: _____ Special requests: _____________________
From: __________________________ to Rehearsal Location at: (Name of venue) Vehicle: _________________
From: _________________________ to rehearsal Meal Location at: (Name of venue) Vehicle: ______________
From: __________________________ to Ceremony Location at: (Name of venue) Vehicle: _________________
From: __________________________ to Reception Location at: (Name of venue) Vehicle: _________________
Guests staying at: _________________________________ Number of adults: _____, Number of Kids: _____
From: __________________________ to Rehearsal Location at: (Name of venue) Vehicle: _________________
From: __________________________ to rehearsal Meal Location at: (Name of venue) Vehicle:______________
From: __________________________ to Ceremony Location at: (Name of venue) Vehicle: _________________
From: __________________________ to Reception Location at: (Name of venue) Vehicle: _________________
Guests from: Airport ________ bus stop _______ to hotel_ Number of adults: _____, Number of Kids: _____
Guests to: Airport ________ bus stop ________ from hotel Number of adults: _____, Number of Kids: ______
Guests staying at: _______________________________ Number of adults: _____, Number of Kids: _____
From: _________________________ to Rehearsal Location at: (Name of venue) Vehicle: __________________
From: _________________________ to rehearsal Meal Location at: (Name of venue) Vehicle: ______________
From: __________________________ to Ceremony Location at: (Name of venue) Vehicle: _________________
From: __________________________ to Reception Location at: (Name of venue) Vehicle:__________________
Guests staying at Other Locations:
Location: __________________________ to Rehearsal Location at: (Name of venue) Vehicle: _______________
Location: __________________________ to rehearsal Meal Location at: (Name of venue) Vehicle: ___________
Location: __________________________ to Ceremony Location at: (Name of venue) Vehicle: ______________
Location: __________________________ to Reception Location at: (Name of venue) Vehicle: _______________
Transportation Provider Information
Company Name: _________________________________________________________________________
Contact Person: _____________________________________________________________________________
Address: ___________________________________________________________________________________
City: ___________________________ Zip: ______________ Phone: _______________ Fax: _______________
Web Site: __________________________________________Email:___________________________________
Combining with other Transportation Options
Our wedding theme is: __________________________
We, would like to be transported in:
A Classic Car / Vintage Car from the 20’s ______ 30’s ______ 40’s ______ 50’s ______ 60’s_______ 70’s_____
An Escalade Limousine: _____, A Hummer Limousine: _____, A Mini Bus: _____, A Tram: _____ Other: _______
We, would like to be transported from the ceremony to the reception in a:
Horse and Carriage / Horse and Buggy: ____ Hay Ride: _____ Other Farm equipment: _____________________
We would like to leave the wedding reception for our get–away in:
An Escalade Limousine:_____, A Hummer Limousine:_____, Other: ____________
Motorboat: _____ Seaplane: _____, Golf Cart: _____, Ski Mobile: ____ Other: ___________________________
Classic Car / Vintage Car from the 20’s ______ 30’s ______ 40’s ______ 50’s ______ 60’s_______ 70’s _______
Horse and Carriage / Horse and Buggy: ____ Hay Ride: _____ Other Farm equipment: _____________________
Other: _____________________________________________________________________________________
Questions for the Transportation Provider – Worksheet
Questions for Transportation Provider 1, Transportation Provider 2, Transportation Provider 3
Notes:
____________________________________________________________________________________________ _____________________________________________________________________________________________
Are you available on our wedding date?
May we have your business card, brochure and a detailed rate sheet?
Do you have a web site?
How long have you been in this business?
How long have you been accommodating weddings?
Do you do this full time______? Or part time _________?
What percentage of your work is with wedding?
Can you provide us with references we may contact?
Do you provide your own vehicles, or is another company providing the vehicles while you provide the service?
Can we see your fleet of vehicles prior to booking?
Do you team up or can you recommend companies to combine with our other options that you do not provide?
Are you licensed with the Public Utilities Company as a limousine or transportation providing company?
Do you carry general liability insurance? Can we see the Proof?
Do you carry proper insurance and proper permits? May we get or see Proof?
Do your vehicles have GPS tracking devices?
What happens if you back out?
Do you have a backup plan in case of an unforeseen emergency?
Do you have back up vehicles?
Do you have a Guaranteed On–Time Policy?
What is the latest date for making changes?
Do you charge Per hour? ______________ Per package?______________
Do your wedding packages include special perks?
What is the minimum number of hours of service?
When does the hourly rate begin and end?
How many wedding packages do you offer?
What is the price range?
What do you charge for overtime?
Do you add fuel surcharges to any trip?
Do you offer any discounts?
Do you offer discounts for extended hourly usage?
Are gratuities included in the price?
Are there taxes on limousine services?
What additional expenses can we expect?
How much and by when will we need to give a deposit?
When is the final payment due?
Do you accept checks and credit cards?
How many vehicles are in your fleet?
What types of vehicles are in your fleet?
What sizes of vehicles are in your fleet?
How new are the vehicles in your fleet?
How well maintained are your vehicles?
How often do you check your vehicles for safety?
How clean will the vehicles be when we get them?
Do you offer music in your cars?
Can the vehicle be decorated?
Will your drivers leave and come back or stay and we’ll be charged for the duration of the wedding?
Are your chauffeurs classroom trained, road tested and drug and alcohol free, to insure our safety?
Are your chauffeurs trained to serve us in a prompt, courteous and professional manner?
How do you evaluate your chauffeurs / Drivers?
Are your chauffeurs licensed, insured and bonded?
Is the chauffeurs’ attire set, or can you accommodate themes and time periods garb?
Does your contract include all of our and all of your responsibilities?
Does it include all the rules, and regulations, exemptions and exclusions, options etc…?
Does it include all your warrantees, and guarantees?
When do we receive the written contract, signed and dated by the Company owner / manager?
Does your contract include a 3 days cancellation clause?
What are your terms of cancellation after the 3 days?
How many consultations do you provide in your package prices?
How soon before the wedding will you go over the procedures with us?
Can you accommodate us within our budget of
$__________
You may pose other questions for vendors of alternate modes of transportation
Costs Worksheet
Vehicle – Name, style, size: $
Number of Passengers $
Number of hours needed
Cost Each hour $
Total Cost: $ ____________________________________
OUR BUDGET IS $ _____________________
We are UNDER budget by: $____________________
