Questions to ask wedding transport providers

Vehicles and papers

1. Which vehicles will we get, and can we see them or recent photos of the actual vehicles?
2. Are the vehicles registered for commercial passenger use, with current permit, fitness certificate and insurance? Can we see copies?
3. How old are the vehicles, and are they air-conditioned, with working seat belts?
4. Is there a replacement vehicle if one breaks down?

Drivers and timing

1. Will drivers know the routes in advance, and can we share a route sheet a few days before?
2. How many hours can each driver work, and when do they rest between long trips and late returns?
3. What happens if a train or flight is delayed and pick-ups move?
4. Will drivers carry a phone that is switched on and charged, and share live location if asked?

Money

1. Is pricing per trip, per day, per kilometre or per hour? What counts as waiting time?
2. Are fuel, tolls, parking, state entry charges, driver food and night charges included?
3. What advance do you need, and how is the final amount worked out and paid?
4. What is your cancellation policy if guests change their plans?

Get it in writing

• A written quote on the vendor’s letterhead, email or invoice format, dated, with the event name, date, venue and hours.
• An itemised list of what is included and what costs extra, so two quotes can be compared line by line.
• Whether taxes are included in each amount, and whether the vendor will issue a proper invoice.
• The payment schedule: advance, part payments and balance, with the date each one is due and how it is paid.
• What happens if you postpone, reduce the guest count or cancel, and what happens if the vendor cannot deliver.
• The name and phone number of the person who will actually be in charge on the day.
• A receipt for every payment, including cash, with the date and what it was for.