Start with the guest movement plan
List which guests need transport, where they will be collected, and whether everyone is travelling to the same venue. A single pickup can be straightforward; several localities may need a route sequence or separate buses.
Share the wedding date, reporting time, venue area and the expected return arrangement. If there are separate events across the day, include the full schedule rather than only the first pickup.
Choose capacity around the group, not just the venue
An approximate passenger count is useful, but it is also important to consider elderly relatives, children, luggage, decorations or late additions. The right vehicle depends on the complete group plan and what is available for the date.
If guests will leave at different times, one larger bus may not always be the most practical option. Explain the groups and timings so the quotation can consider a suitable combination of vehicles.
Confirm what the quotation covers
Before confirming, check the pickup sequence, journey duration, return timing and any planned waiting period. Tolls, parking, extra waiting, route changes and additional pickup points can affect the final requirement.
Keep the final itinerary and agreed terms in writing. This gives the organiser, family members and transport contact one clear reference for the journey day.