Couples usually book wedding transportation last and think about it least, until the day itself. That’s when the bridal party is 25 minutes late because the limo was scheduled to the minute and the photographer ran long. This guide follows how wedding days actually run at Long Island catering halls, North Shore estates, Manhattan hotels and Brooklyn venues. Use it to work out how many vehicles you need, when each one should arrive, and where to build in buffers.
Start with the four legs of wedding transportation
Almost every wedding has some version of these four legs:
- Getting ready to the ceremony: the bride and bridal party, and the groom and groomsmen, usually traveling separately.
- Ceremony to reception: the couple, and sometimes the wedding party, when the two venues are in different places.
- Guest shuttles: loops between the hotel and the venue. These matter on Long Island, where guests often stay at hotels in Garden City, Uniondale or Melville.
- End of the night: the couple to their hotel, the guest shuttle back, and sometimes a ride to an after-party.
Wedding vehicles are usually booked by the hour, so your timeline drives the cost. See our wedding limo service page for the vehicles couples choose most.
Sample timeline: Long Island catering hall wedding
In this example, the ceremony and reception are at the same venue and the ceremony starts at 5:30 p.m.
| Time | Vehicle | Movement | Notes |
|---|---|---|---|
| 1:30 p.m. | Executive Sprinter | Arrives at the bride’s getting-ready location | Time for photos with the car |
| 2:00 p.m. | Escalade | Groom and groomsmen leave their location | Arrive before the bride |
| 2:15 p.m. | Executive Sprinter | Bride and bridal party leave for a first look and photos | 15-minute buffer built in |
| 3:00–5:00 p.m. | Both | Photos at a park, beach or on the venue grounds | Chauffeurs stay with the vehicles |
| 4:30 p.m. | Sprinter shuttle | First hotel loop begins (guests arrive from about 5:00) | Add a second shuttle for larger guest counts |
| 5:30 p.m. | — | Ceremony | |
| 11:00 p.m. | Sprinter shuttle | First return loop to the hotel | Put the times on the welcome sign |
| 11:30 p.m. | Mercedes S-Class | Couple to their hotel | Getaway car |
| 12:00 a.m. | Sprinter shuttle | Last guest loop |
Vehicles: one executive Sprinter for the bridal party, one SUV for the groomsmen, one or two Sprinters for the shuttle and one sedan for the getaway. A typical plan books the bridal party vehicle for about 5 hours, the groomsmen’s SUV for about 3, the shuttle across the arrival and departure windows, and the getaway car for 1 hour.
Sample timeline: Manhattan ceremony, Brooklyn reception
In this example, the ceremony is at a Manhattan church at 3:00 p.m. and the reception is in Brooklyn.
| Time | Vehicle | Movement |
|---|---|---|
| 12:30 p.m. | Executive Sprinter | Bride’s hotel → church (allow 30 minutes for Midtown traffic) |
| 12:45 p.m. | SUV | Groomsmen → church |
| 3:00 p.m. | — | Ceremony |
| 4:00 p.m. | Sprinter(s) | Wedding party → DUMBO photos → reception |
| 4:00 p.m. | Sprinters or party bus | Guests → reception in Brooklyn (allow 45 minutes) |
| 11:00 p.m. | Sprinters | Guests → hotels |
| 11:30 p.m. | Mercedes S-Class | Couple → hotel |
Some parks require a permit for organized photo shoots, so ask your photographer to check the location before the day.
How many vehicles do you need?
- Bride plus a bridal party of 6–8: one executive Sprinter, which has the headroom big dresses need. For a smaller party of up to 5, a Cadillac Escalade works well.
- Groomsmen (4–6): one Cadillac Escalade or Chevy Suburban.
- Parents and grandparents: one sedan or SUV. It’s the vehicle couples forget most often.
- Guests: estimate about two guests per room in your hotel block. A 14-passenger Sprinter carries about 14 guests per loop. With a hotel 10 minutes away, a round trip including loading takes around 25–30 minutes, so one Sprinter moves roughly 28–35 guests an hour. If most guests need to arrive within the same hour, you’ll need a second Sprinter or a party bus.
- Getaway: one sedan or Mercedes S-Class.
See our group transportation options for guest shuttles.
Where couples get the timeline wrong
- No buffer between hair and makeup and departure. Add 20 minutes, because it almost always runs over.
- Treating the chauffeur’s arrival time as the departure time. Have vehicles arrive about 15 minutes before you leave, for photos and loading.
- Forgetting the parents’ car.
- Planning one shuttle loop for 150 guests. Do the math above.
- No end-of-night plan. Guests leave in waves, so schedule at least two return loops and put the times on the welcome sign.
- Booking the getaway car for 11:00 when the reception ends at 11:30. Ask the venue when the last song is.
When to book wedding transportation
- 6–9 months out: for Saturdays in May, June, September and October on Long Island. Sprinters and SUVs are the first vehicles to go.
- 3–4 months out: for other dates.
- 4 weeks out: send us your final timeline and all addresses.
- 1 week out: confirm the passenger list and any decorations you’ve asked about, such as a “Just Married” sign or ribbon.
Frequently asked questions
Do you decorate the getaway car?
We can add a ribbon or a “Just Married” sign on request, so ask what’s available for your vehicle when you book. Please no confetti, glitter or cans on the vehicle.
Can the same vehicle carry the bridal party and then run a guest shuttle?
Sometimes, if the timing works. We’ll tell you honestly, because it’s often cheaper to book a second Sprinter than a longer block.
What about a rehearsal dinner or a next-day brunch?
Both are common add-ons. Ask when you book and we’ll include them in the same quote.
Is there a minimum booking?
Saturday wedding bookings usually have an hourly minimum. We’ll confirm it in your quote.
Do you serve Westchester, New Jersey and Connecticut venues?
Yes, we cover the whole tri-state area. See our service areas.
More Long Island guides
- Bachelorette party bus on Long Island
- Long Island wine tour limo
- NYC to Hamptons car service
- Hicksville to JFK car service
Build your wedding transportation plan
Send us your ceremony time, venues, hotel block and headcount, and we’ll come back with a vehicle list, timeline and pricing. Call (718) 905-8446 or request a wedding quote.
