7 things to consider before booking a van rental for a wedding

You’re getting married! And probably realizing that one of the best days of your life requires A LOT of planning. With so many decisions to make and tasks to tackle, securing a wedding van rental should be simple and straightforward. 
Greenvans has provided wedding transportation to countless couples over the past 16 years. We know exactly what you need and when you need it. That’s why we’ve compiled a guide to make the process of booking your wedding day transportation as easy as slicing into that wedding cake!

Why consider a rental van for your wedding day?

Weddings are a lot of work. Between choosing the dress, securing the venue, and fine tuning the menu, the last thing you want to stress about is your ride. Traditionally, soon-to-be newlyweds have opted to transport their wedding party in limousines or buses. 

However, traditions are changing and these transportation options aren’t always the right fit. If you want something bigger than a limo and more chic than a bus, a wedding van rental is the way to go! Here’s why:

  • Versatility: Passenger vans can be configured to comfortably carry up to 12 guests while still leaving plenty of space in the back for equipment. 
  • Comfort: Unlike many buses, a 12- or 10-passenger party van wedding rental comes with AC and heat to keep riders feeling fresh. Not to mention plush seats and lots of room to stretch out.
  • Safety: Rental vans are fully-maintenanced with 24/7 on-call service in the unlikely event of an emergency.
  • Maneuverability: With a van rental, you can drop guests off directly in front of the venue where a large bus might not fit.
  • Sophistication: Passenger vans such as Greenvans’ Ford 15-Passenger Transit 350 XLT Mid-Roof are sleek and sophisticated, the perfect complement to the perfect wedding.

Still not convinced? Here are seven top tips to consider when renting a van for your wedding day.

Photo by Al Elmes on Unsplash

Tip #1: Determine how many guests need transportation

If your ceremony and reception are in separate places, it’s customary to include transportation to the venue after the service is over. 

To figure out which vehicle is optimal, as yourself the following questions:

How many people on the guest list will need transportation to the reception? 

Are you saving your ceremony for close family and inviting the whole crew to your reception? Calculate for only the number of guests who need transportation from the ceremony to the reception venue, including the wedding party.

Are there any other attendees that might need transportation?

Consider those helping to make the wedding happen – photographers, planners, musicians, makeup artists – and ask if they will be bringing their own vans or if they will need a ride. 

Will you need to transport any supplies from the ceremony to reception?

Determine how much space you’ll need for gear – camera equipment, flowers, instruments – and if a trailer is necessary. 

Tip #2: Consider the style and size of the van

Rental vans come in a variety of sizes and styles. Let’s narrow down some wedding transportation ideas to determine the best option for you.

Option 1: Minivan rental

A minivan is a decent option for small wedding parties in need of a simple, straightforward ride from the ceremony to the reception. This type of vehicle fits six to seven people without suitcases or supplies. 

Option 2: 15-, 12-, or 10-passenger party van wedding rental 

A more comfortable and spacious transportation option for your guests is a passenger van. There are enough seats to fit up to 15 people (including the driver) and large sliding power doors to make entering and exiting the van smooth, whether you’re dressed in a suit or stilettos  that defy gravity.  

Greenvans’ fleet of shiny and sleek Ford 15-Passenger Transit 350 XLT Mid-Roof is ideal for wedding transportation. Our vans can be configured to seat 15, 11, and 8 riders by removing the back row or two of seats. This opens up a ton of space for any extra supplies you want to bring en route, like champagne to celebrate! 

All vans come with six-foot-high roofs, roomy seats, temperature control, and SiriusXM radio to get the party started. Guests can take advantage of the four USB charging outlets to charge their phones and cameras on the way.

Tip #3: Review rental companies’ policies and pricing

Avoid unwanted surprises on your big day by first reading through the rental agreement. A well-organized policy and pricing structure should answer the following questions:

  • What are the requirements for one-day rentals? Is there an additional fee if I want to customize the drop off/pick up locations?
  • What are the age limitations to drive a 15-passenger van? Do these requirements vary by company, state, or both?
  • What paperwork do you need to rent a van? Do I need a special drivers license?
  • What are the legalities around transport of alcohol? Open container policies?
  • Is there a mileage limit? What’s the maximum miles I can cover without being charged?
  • What steps must I take in the event of a parking ticket or fender bender?

The more you know, the more calm you’ll be. Read through our Frequently Asked Questions to understand Greenvans’ policies and pricing.

Tip #4: Factor in your wedding day needs

Wedding day transportation should be one of the easiest duties to complete. Here is a list of important things to consider when booking wedding transport for yourself and your guests.

Extra legroom and comfortable seating

No one wants to be crammed into a vehicle with bench seating, especially while dressed up in long dresses and tailored suits. Book a van with captain’s chairs, upgraded interiors, and high roofs so guests have ample legroom and a comfortable experience. 

Cargo space for luggage and dresses

Keep in mind that wedding transportation means transporting more than just your guests. Will your bridal party be bringing suitcases or garment bags? What about flowers, decorations, or gifts? Find out if your rental company can arrange extended cargo space in your wedding rental van to accommodate the necessary supplies that will make your wedding unforgettable.

Greenvans can remove a back seat or two to fit extra cargo. Our 15-passenger van rentals also come equipped with a tow hitch to hook a trailer if you need it.

Tinted windows for privacy

Give your bridal party the gift of privacy by booking a wedding van rental with tinted windows. Bridesmaids can touch up their makeup and groomsmen can change their shirts without a passerby watching at a red light. 

Some cities have regulations on window tinting, so make sure to clear this with the local government beforehand.

Unlimited mileage

Destination weddings are all the rage these days. If you’ve decided to get hitched out of town, a wedding van rental is the perfect ride to take you there. Depending on the distance, investing in an unlimited mileage package could keep your costs at bay.

Rental company’s reputation

Do you check product reviews before making a big purchase? Restaurant reviews before reserving a table? Reputation is equally as important when deciding on transportation for a wedding. 

Look for reviews that say things like:

Seamless experience with reservation, pick up and drop off. The folks over there are easy to work with and I look forward to my next rental. – Marquis Harper

I absolutely love this company and how accommodating they were. Our plans had to change a few different times but Dustin was always a text away and super understanding. The van was a great smooth ride, pick up and drop off was easy, and the pricing was more than reasonable. My husband and I will definitely be using this company again. – Elizabeth Beliard Cadet

Andy and everyone at Green Vans were super helpful with us renting a van to use to haul around some friends (ie… bridesmaids and groomsmen) during our wedding this past weekend. The rental process was an absolute piece of cake to set up and the van we received was incredibly clean, well maintained, and worked perfectly over the course of 5 days we had it for the wedding. Highly recommended and top notch service. Thanks! – Robert C.

Before you book a wedding van rental, make sure the company you choose rents often to wedding parties and understands the ins and outs of wedding transportation. 

Insurance policy

Whichever company you rent from should be fully insured with liability coverage ensuring their legitimacy. As a customer, you will need to provide proof of insurance upon renting or purchase an insurance policy, like Greenvans’ primary liability and collision coverage options.

Tip #5: Plan for potential weather conditions

There is nothing one can do about the weather. As long as you’re prepared for anything, you can let Mother Nature do her thing without feeling stressed. Here are a few precautions to take before the big day:

  • Understand loading restrictions at both the ceremony and reception venue.
  • Find out how close to the entrance you can drop off and pick up your guests.
  • Have a stash of umbrellas either in the back of the vans or with the hosts who can guide guests from the vehicle to the door in the event of rain.
  • Make sure the wedding van rental has rear-wheel drive for better weight distribution and handling.
  • Confirm that your wedding van rental will have heating or air-conditioning in the front and the back seats.
  • Are you leaving supplies in the rental van during the ceremony? Be mindful of the temperature and scope out safe, shady parking areas if needed.

Tip #6: Make sure the rental van can be customized or decorated for your wedding theme

It’s your wedding and you should celebrate the way you want to! If that means decorating the van to show off your new nuptials, then that’s exactly what you should do. With a Greenvans wedding van rental, you can hang streamers, attach balloons and bells, even decorate the exterior with washable paint! As long as the van is returned exactly as you rented it, sprucing it up is no problem at all. 

Tip #7: Check the rental van’s availability and book in advance

Don’t leave decisions about wedding transportation for the last minute! Whether you want one van or dozens, it’s critical to book in advance. Wedding season often coincides with high travel season and you don’t want to be left scrambling for vehicles right before the big day.

The team at Greenvans suggests booking at least six months out to ensure that vehicles can be sourced, taken in for maintenance, and ready to roll.

Photo by Eddi Aguirre on Unsplash

An unforgettable day, and our unforgettable service

Weddings are wonderful, but that doesn’t mean there isn’t a ton of prep and planning involved. We know exactly what you’re up against, which is why we are here to make your wedding transportation experience as smooth as possible. 

Frequently asked questions about wedding van rentals

How much does wedding transportation cost?

Wedding van rentals are priced according to a variety of factors: rental agency, length of rental, location, time of year, mileage, the list goes on. Most agencies charge a daily rate that is adjusted according to these factors. 
Greenvans offers rates starting as low as $109 per day, with convenient add-ons to make things easy – insurance, pay-by-plate options, and unlimited mileage packages. Reach out to us for a free personalized van rental quote to have a clear idea of cost.

When to book wedding transportation?

Book your wedding transportation with Greenvans at least six months out. Wedding van rentals are typically requested during the summer or holiday weekends, peak travel season. The earlier you can secure your reservation, the more likely van rentals will be available.

What type of vans do you have available for wedding rentals?

Greenvans has a fleet of all black Ford 15-Passenger Transit 350 XLT Mid-Roof van rentals. Not only are our vehicles safe, chic, and fuel-efficient, they are incredibly spacious so guests will feel comfortable during their ride. The large side access door makes entering and exiting the vehicle a breeze, and an interior height of 6 feet is convenient for guests in formal attire. 

Are there any restrictions or rules for decorating the wedding van rental?

The only rule for decorating your wedding van rental from Greenvans is that you return the van exactly as you rented it. While you’re on the road, you are welcome to decorate and celebrate as you see fit! Refrain from making any permanent changes to the van and clean it thoroughly to avoid any unnecessary charges.

What is included in the cost of the wedding van rental?

The cost of a wedding van rental includes a standard daily rate customized to your rental period, as well as taxes, fees and additional insurance coverage if needed.

The perfect day calls for the perfect transportation – Get a free wedding van rental quote today!


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