Checklist Progress0 / 40 items (0%)
6+ Months Before — Book Early
- Determine event date and expected guest count
- Identify all venue locations that will need transportation
- Contact preferred transportation companies for quotes
- Compare written quotes — confirm the flat-rate structure, route, timing, vehicles, and what is included
- Book your transportation provider (peak dates fill quickly)
- Confirm the company's experience with your event type
- Request proof of commercial insurance and licensing
- Discuss signage options (professional signage available for a nominal fee)
3–4 Months Before — Plan Routes & Logistics
- Finalize all pickup and drop-off locations with exact addresses
- Confirm parking is available at each venue
- Provide transportation provider with detailed venue addresses
- Build a preliminary timeline for all vehicle movements
- Identify one point person responsible for day-of coordination
- Add shuttle details to event website or invitations
- Map the route and estimate drive times between locations
- Discuss vehicle capacity — ensure enough seats for all guests
1–2 Months Before — Confirm Details
- Send RSVPs with updated transportation information
- Confirm updated guest count with transportation provider
- Review and adjust transportation timeline as needed
- Share final details with all event staff and venues
- Finalize signage plan — DIY or professional through your provider
- Plan a backup transportation option for emergencies
- Confirm payment terms and final invoice with provider
- Set a reminder to re-confirm one week before the event
1–2 Weeks Before — Final Checks
- Confirm final headcount with transportation company
- Review all pickup/drop-off times one final time
- Obtain driver name and direct contact number
- Brief all staff on their transportation responsibilities
- Prepare driver gratuity ($50–$100 per driver is customary)
- Check weather forecast and plan contingencies
- Confirm vehicle type and passenger capacity with provider
- Print a copy of this checklist for day-of reference
Event Day — Execute the Plan
- Call driver 30 minutes before first pickup to confirm arrival
- Verify vehicle, driver, and company match your booking confirmation
- Position staff at pickup locations to guide guests
- Keep driver's contact info accessible throughout the event
- Stay flexible — adjust timing if guests are running late
- Notify driver of any last-minute route or schedule changes
- Do a final headcount before each departure
- Thank driver and provide gratuity at event conclusion
10 Questions to Ask Your Transportation Provider
Use this list when comparing quotes. A reputable company will have clear answers to all of these.
- 1.Are you licensed and insured for commercial passenger transportation in Missouri and Kansas?
- 2.What is your minimum booking time, and what is your hourly rate?
- 3.How many passengers does your vehicle hold (excluding the driver)?
- 4.Do you have experience with our event type and venue locations?
- 5.What is your cancellation and refund policy?
- 6.What happens if there's a vehicle breakdown — do you have a backup plan?
- 7.Is fuel, tolls, and driver gratuity included in your quoted price?
- 8.Can you provide professional printed signage for passenger pickup points?
- 9.Who is our main contact on event day if we need to make changes?
- 10.Do you carry ADA-accessible vehicles if any guests need them?
Budget Planning Worksheet
Fill in your numbers to build a transportation budget. Print this page to keep a record.
Each vehicle holds up to 11 passengers plus the driver; luggage may reduce practical capacity
Include travel time to/from your location
Typically $250–$300/hr in KC metro
May apply for service past midnight
$50–$100 per driver is customary
Hours × rate × vehicles + gratuity
KC pricing benchmark: Most KC metro shuttle bookings run $250–$300/hr per vehicle with a 4-hour minimum. An 11-passenger vehicle for 4 hours = $1,000–$1,200 total, or about $91–$109 per passenger when the vehicle is full. Luggage and route needs may reduce practical capacity.