Start with the shape of the day
Before you contact anyone, write down the sequence of the day: where each person starts, where the ceremony and reception are, where photographs will happen and when everything needs to be finished. Transportation is easiest to plan once those fixed points are on paper, because every pickup and drop-off is built from them.
Note the distances honestly. Travel across the Greater Toronto Area can vary widely with the time of day, so a route that looks short on a map may need generous time around a Saturday afternoon.
Book early, especially for peak dates
For weddings, three to six months ahead is typical, and peak summer Saturdays are usually requested earlier than that. Enquiring early gives you the widest choice of vehicles and lets you settle the details without pressure. If your date is closer than that, call and ask. Availability depends on the date, the time and the requirements of your reservation.
Decide who is travelling in which vehicle
Most weddings use more than one vehicle. A common pattern is a classic car for the couple and a larger vehicle for the wedding party. Count the people in each group, including anyone arriving at a different time or from a different address, then match the count to a vehicle.
- For the couple, a 1959 Rolls-Royce or 1959 Bentley S each seats up to four passengers.
- For a larger bridal party, the Lincoln MKT Stretch carries up to eight and the Lincoln Navigator Stretch up to fourteen.
- For guests, a Mercedes-Benz Sprinter carries up to eight, and a Ford F-550 Party Bus up to twenty-two.
Build the schedule with buffer time
A written itinerary is the most useful single document you can have. List every pickup and drop-off with an address, a time and a contact name. Leave buffer time around photography stops, because photographs tend to run longer than planned and a calm schedule is easier on everyone.
If you want ribbon or other vehicle dressing, ask about it when you book rather than on the day, so it can be arranged properly.
Share the details your driver needs
Give the venue names, the exact entrances for pickup, and a phone number for someone who will be reachable on the day. If a venue has a specific arrival point or a time window for vehicles, mention it in advance.
Get the arrangements in writing
Before you pay anything, confirm in writing the vehicles, the times, the hours of service, the total price, the deposit and the cancellation terms. A reservation is confirmed only after availability has been verified and the 30% non-refundable deposit, signed Service Agreement, and signed Credit Card Authorization Form have been received and verified. Read those documents carefully and ask about anything that is unclear. You can read our frequently asked questions and cancellation policy before you decide.
A short checklist
- Fix the ceremony, photograph and reception times and locations.
- Count passengers for each leg of the day.
- Enquire three to six months ahead where possible.
- Prepare a written itinerary with buffer time.
- Confirm all terms in writing before paying a deposit.
To see how we approach weddings, visit our wedding transportation page.