Transport is one of the details that decides whether a destination wedding feels effortless or stressful. Guests arrive from different countries, stay in several hotels and need to reach a ceremony, a reception and often a welcome dinner and a farewell brunch. This checklist is written for couples and wedding planners organising a wedding on the Italian lakes or in Tuscany.
1. Start with the guest list and the hotels
List every guest with their hotel and their arrival and departure details. Group them by hotel: this is the basis for every shuttle. A wedding with guests in three hotels needs a different plan from one where everyone stays at the venue.
2. Count seats, not vehicles
A Sprinter Luxury VIP carries up to eight passengers, a V-Class up to seven and an S-Class or E-Class is ideal for one to three. Add the seats needed for each run, including family members and the planner's team. For larger groups, several vehicles run together on the same timetable, which is usually more flexible on narrow roads than one large coach.
3. Ask each venue about access
Many villas, castles and lakeside venues have narrow gates, steep drives or no parking. Some places, like the Borromean Islands on Lake Maggiore, are only reached by boat, so cars drop guests at the landing. Ask each venue where vehicles can stop and how long they can wait, and share the answers with your transport company.
4. Build a timed plan
Write down each run: pick-up place and time, vehicle, guests, destination. Allow realistic driving times: on the lakes and in the Tuscan countryside, roads are slower than they look. On Google Maps, Greve in Chianti is about 45 minutes from Florence Airport, and Stresa about 55 minutes from Malpensa; between venues on Lake Como, half an hour can easily pass. Keep one contact person on the day who can change the plan.
5. The couple's car
The couple usually travels separately, in a Mercedes S-Class or a V-Class if there is a dress to look after or family to bring along. Plan the couple's car with some extra time for photos at the venue and on the way.
6. Airport arrivals and departures
Collect flight details early. For Lake Como and Lake Maggiore, Malpensa is usually the closest airport; for Tuscany, Florence and Pisa, with some guests flying into Milan and driving down, about 3 h 40 min from central Milan to Greve in Chianti. Group arrivals by time where possible, but leave room for individual transfers for close family and older guests.
7. The evening return
The last shuttle from the reception is the one that matters most. Plan several return runs, for example at midnight, 1:00 and 2:00, so that guests can leave when they are ready. Make sure every guest knows the times and the meeting point.
Extra events and days
Destination weddings in Italy often include a welcome dinner the evening before and a brunch or excursion the day after. Each of these needs its own runs, sometimes from different hotels. Include them in the same plan from the start, so that vehicles and drivers are reserved for all the days, and so that guests receive one clear timetable for the whole weekend. If some guests extend their stay, transfers to Milan, Venice or Florence can be added at the end.
8. Confirm everything in writing
Ask for a written plan and a written quote that list every run, vehicle and hour. On the day, changes should go to one office, not to each driver. Price on request: send us the dates, the venues, the hotels and the guest numbers, and we reply with a plan and a quote.