Wedding transportation in Healdsburg lives or dies on the timeline. Use this checklist 90 days before the wedding to lock logistics.
First: confirm the venue's vehicle restrictions. Some estates (Montage Healdsburg, Ru's Farm, The Madrona) cannot accommodate 56-passenger coaches. Know this before you size vehicles.
Second: confirm guest staging hotels. Most Healdsburg weddings stage guests at h2hotel, Hotel Healdsburg, Harmon Guest House, the Madrona, and Best Western Dry Creek. Cluster pickups at no more than two hotels to keep timelines clean.
Third: build a wave plan. A 27-passenger shuttle clears 81 guests in three waves over 90 minutes. A 40-passenger coach clears the same in two waves over 60 minutes.
Fourth: budget a late-night safety shuttle. Run continuous loops between the venue and guest hotels from one hour before send-off until 30 minutes after the last guest leaves.
Fifth: confirm gratuity in writing. Industry-standard gratuity is 18–20% of the base fare. Add it to the contract so there are no surprises on the wedding day.