Step 1: Count the riders
Start with how many guests will actually ride, not the full guest list. Guests staying at your hotel block will almost all ride. Local guests who drive themselves usually will not. A good rule of thumb is to count everyone in the hotel block plus about half of the other out-of-town guests.
Step 2: Choose the bus size
Bigger buses mean fewer loops. A 56-seat motorcoach can move a large hotel block in one trip, while a 28-seat minibus may need two or three loops to move the same group. Check that the venue can take a full-size coach before you pick one.
Step 3: Work out the loop time
One loop is the drive there, unloading, the drive back and loading again. For a hotel 15 minutes from the venue, a loop takes about 40 to 45 minutes. Plan for guests to arrive at the ceremony 20 to 30 minutes before it starts.
A worked example
| Detail | Example |
|---|---|
| Guests needing a ride | 110 |
| Vehicle | Two 56-seat motorcoaches |
| Hotel to venue drive | 15 min |
| Loops needed before the ceremony | 1 per coach |
| Departure from hotel | 3:45 pm for a 4:30 pm ceremony |
| Return loops | 10:00 pm and 11:15 pm |
With two coaches, all 110 guests arrive together and the second return loop covers everyone staying to the end. With one 28-seat minibus, the same group would need four loops and about three hours of shuttling before the ceremony.
Share the schedule
- Post the shuttle times on your wedding website.
- Put a printed schedule at the hotel front desk and in welcome bags.
- Name one person in the wedding party as the shuttle contact for guests.
- Plan an early return loop for older guests and families with children.
Frequently asked questions
How many guests fit on a wedding shuttle?
It depends on the vehicle: Sprinters seat up to 14, minibuses up to 28 and full-size coaches up to 56.
Should we run shuttles all night?
Most couples book one or two return loops, such as one mid-evening and one at the end of the reception.
How far ahead should we book wedding shuttles?
Around six months ahead for spring and fall Saturdays.