Most wedding transport problems on the day trace back to a booking detail that was not confirmed properly in advance: the wrong collection postcode, an arrival time that assumed no traffic, a vehicle that cannot fit all passengers, a driver who was not told about the venue's access rules. The booking itself takes minutes. Getting the details right before the day is what separates a smooth experience from a stressful one.
Here is a complete checklist, structured around the key categories.
Addresses and Postcodes
Getting-ready address. This is the most commonly stated incorrectly. "Home" is not an address. "The Harbour Hotel" is not sufficient. Provide the full street address and postcode for the location where the bride will be when the car arrives. If preparation is happening at a hair salon first and then moving to a hotel, confirm the final departure postcode.
Ceremony venue. Provide the venue postcode, not just the name. Some Hampshire venues (Norton Park, New Place Hotel) have postcodes that sat-nav resolves correctly; others have estate entrances that require a specific access point rather than the postcode delivery point. Confirm the main entrance postcode with the venue directly.
Reception venue. If the reception is at a different location from the ceremony, confirm the reception address separately. For Winchester Cathedral weddings with receptions at Lainston House or the Hotel du Vin, these are different postcodes and your driver needs both.
Return address. If you have booked a return journey, confirm the exact drop-off address — a hotel name and postcode, or a home address — not just "back to Southampton".
Timings
Ceremony start time. Provide the exact time, not an approximate window.
Target venue arrival time. Work backwards from the ceremony start to establish when you need to arrive at the venue. For most Hampshire venues, 20 to 30 minutes before the ceremony is the right arrival window — enough time for photographs and composure, not so early that you are standing in the car park.
Departure time from getting-ready address. Calculate: journey time to venue + 15-minute buffer + pre-ceremony arrival window. Your driver should confirm this with you before the day.
Second-vehicle timings. If there are two cars, confirm whether they depart simultaneously, or whether the first car (typically carrying the groom's family or bridesmaids) departs 10 to 15 minutes before the bridal car.
Guest shuttle timings. If you have booked station pickups or hotel shuttles, confirm the train arrival times and hotel check-out times that the shuttle needs to align with.
Vehicles and Capacity
Vehicle type. Confirm which vehicle is booked: Executive Saloon (Mercedes E-Class/BMW 5 Series), Executive MPV (Mercedes V-Class), MPV, or Minibus. Make sure the type matches the number of passengers and the occasion.
Passenger count. Confirm the number of passengers travelling in each vehicle. The Executive Saloon carries two passengers in the rear comfortably; the Executive MPV carries up to six. The Minibus carries up to eight. Do not book for two if three people need to travel.
Luggage. If the wedding party has overnight bags, a dress bag, or flowers travelling in the car, confirm that the boot space is sufficient. An Executive Saloon handles a dress bag and two small cases. An MPV handles more.
Dress considerations. If the gown has a very full skirt or a long train, confirm this with your booking so the driver knows to allow extra boarding and alighting time at both pick-up and drop-off.
Venue Access and Special Instructions
Estate or restricted access. Several Hampshire wedding venues have restricted access for vehicles: Winchester Cathedral's The Close requires a confirmed registration and arrival window; the Four Seasons Hampshire at Dogmersfield has specific estate entrance arrangements; Rhinefield House has a single driveway. Confirm with the venue what your transport provider needs to know.
Photography stops. If the photographer wants a driveway arrival shot or a brief stop at a scenic location during the day, communicate this to your driver so they know a photo stop is in the schedule rather than being asked to improvise.
Waiting time. If the bridal car is waiting between the ceremony and the reception (for example, during a drinks reception), confirm whether it is waiting on the estate or holding elsewhere. This affects how the driver plans their time.
Contacts
Primary contact number. The number on the booking should be one that will be answered on the morning. If the bride will have her phone off during hair and make-up, provide a bridesmaid's or a family member's number as the primary contact.
Venue coordinator contact. Provide the venue event coordinator's name and number to your driver, particularly for venues with specific access procedures.
Driver's number. Confirm before the day that you have the driver's direct contact number stored in your phone. Do not assume you will be able to retrieve it from an email confirmation on the morning.
Payments and Confirmation
Fixed fare confirmed. With Fare 1, the fare shown at booking is the fare you pay. Confirm the total before you finalise, including all legs — outbound, return, guest shuttles.
Return discount applied. A 5 per cent discount applies automatically on return journeys. Bookings above £250 receive a further 15 per cent off the return. Check these are reflected in your booking total.
Payment method. Fare 1 accepts Stripe card payments and PayPal. Confirm payment is complete and you have a booking confirmation reference.
Day-before confirmation. Some couples find it helpful to message their driver the evening before to confirm the morning's plan. This is not required with Fare 1 — all details are in the booking — but it is a reassurance step that costs nothing.
Get Your Quote and Book
An instant fixed fare is available at book.fare1.co.uk. Enter each leg — collection address, venue, return journey — and the price is confirmed before you book. No estimates, no day-of adjustments.