Limo Rental Checklist — 10 Things to Confirm Before Your Booking

Don't Wing It

Booking a limo should be straightforward, but people regularly forget details that cause problems on the day of. A wrong address. An undercount on passengers. A vague "sometime around 6 PM" instead of an actual pickup time.

This checklist covers the ten things you should have nailed down before you pick up the phone or fill out a booking form. We use it internally at Royal Carriage to make sure every reservation is airtight — and now you can use it too.

The 10-Item Limo Rental Checklist

1. Confirm Your Exact Passenger Count

This determines the vehicle. A party of 4 fits in a sedan. A party of 8 needs an SUV or stretch limo. A party of 20 needs a party bus.

Count everyone, including yourself. If there's any chance the number might change — someone's a "maybe" — book for the higher number. It's far easier to have an extra seat than to scramble for a bigger vehicle 48 hours before your event.

Check our fleet page to see which vehicles match your group size.

2. Know Your Pickup and Drop-Off Addresses

Full addresses, not neighborhoods. "Downtown Chicago" isn't a pickup location. "401 N Wabash Ave, Chicago, IL 60611" is.

For airport pickups, include your terminal and airline. For hotels, include the hotel name and street address. For private residences, double-check the house number — GPS will get you close, but one wrong digit puts the driver on the wrong block.

If there are multiple stops, list every address in order.

3. Set the Exact Date and Time

Pick your date and lock in a pickup time. For events with a hard start (flights, weddings, concerts), build in a buffer:

• Airport departures: Arrive 2 hours before domestic, 3 hours before international. Work backward from there.
• Weddings and galas: 30-minute buffer minimum. Getting there 10 minutes early beats arriving 5 minutes late.
• Concerts and sports: Downtown Chicago traffic around United Center, Soldier Field, or Wrigley Field can add 30-45 minutes during peak times. Plan accordingly.

4. Choose the Right Vehicle Type

Don't just say "a limo." There are real differences:

• Sedan (Lincoln Continental, Cadillac CT6): Best for airport transfers, corporate travel, 1-3 passengers.
• SUV (Cadillac Escalade, Lincoln Navigator): Families, small groups, extra luggage, 4-6 passengers.
• Stretch Limo: Proms, date nights, celebrations, 6-10 passengers.
• Party Bus: Large groups, bar crawls, tailgates, 12-30+ passengers.
• Sprinter Van: Corporate shuttles, group airport transfers, 10-14 passengers.

Not sure? Call us at (224) 801-3090 and we'll match the vehicle to your trip.

5. Ask About Included Amenities

What's inside the vehicle matters. Standard amenities on most luxury vehicles include bottled water, phone chargers, and climate control. Stretch limos and party buses typically add:

• LED lighting and sound systems
• Ice bins and glassware
• Privacy partition
• Leather seating

Ask what's included so there are no surprises. If you need something specific — like a car seat for a child or extra luggage space — mention it during booking.

6. Confirm Flat Rate vs. Hourly Pricing

Know which model you're paying for:

• Flat rate: One price, no surprises. Standard for airport transfers and point-to-point rides. Check our rates page for current pricing.
• Hourly: Common for weddings, proms, and multi-stop events. Understand the hourly minimum (usually 3-5 hours) and what overtime costs.

Get the total in writing before you confirm. A verbal quote over the phone is not a price guarantee.

7. Ask About the Cancellation Policy

Things change. You need to know:

• How far in advance can you cancel for a full refund?
• What's the fee for same-day cancellation?
• What happens if you need to reschedule?

Most reputable companies offer free cancellation 24-48 hours out. Anything stricter should be in your booking confirmation so you can review it before agreeing.

8. Request an Insurance Certificate

This takes 30 seconds and protects you completely. Ask the company to email you their Certificate of Insurance showing commercial auto liability coverage. The industry standard is $5 million minimum.

If they can't produce one, do not book. This is a dealbreaker — not a nice-to-have. Read more about why in our guide to choosing a limo company.

9. Confirm Chauffeur Dress Code

Professional chauffeurs wear a suit or at minimum a dress shirt with slacks. For weddings and formal events, a full black suit with tie is standard.

Ask what the dress code is. If the answer is "whatever they want," that's a warning sign about the company's standards. Your driver represents your experience from the moment they step out of the vehicle.

10. Book Early for Peak Dates

Prom season (April-June), wedding season (May-October), holidays (New Year's Eve, Thanksgiving weekend), and major Chicago events (Lollapalooza, Chicago Marathon, Bears/Bulls/Blackhawks games) all create vehicle shortages.

For peak dates, book 2-4 months in advance for sedans and SUVs, and 3-6 months for stretch limos and party buses. Last-minute bookings during these windows often mean limited vehicle selection and higher prices.

Your Printable Checklist

Here's the clean version. Screenshot it, print it, or copy it into your notes:

• Passenger count confirmed (book for the highest possible number)
• Full pickup address with any special instructions
• Full drop-off address (and all intermediate stops)
• Date and pickup time with appropriate buffer
• Vehicle type selected for your group size and occasion
• Amenities confirmed (car seats, extra luggage, AV equipment)
• Pricing model understood — flat rate or hourly, total in writing
• Cancellation policy reviewed and accepted
• Insurance certificate requested and received
• Chauffeur dress code confirmed for your event type

Ready to Book?

If you've checked every box, you're ready. Give us a call at (224) 801-3090 or book online and we'll handle the rest. Every Royal Carriage reservation includes a written confirmation covering vehicle type, pricing, pickup details, and terms — so you'll always know exactly what you're getting.