Transportation

Ah, transportation. The unsung hero of a well-coordinated wedding day, especially if your celebration includes a full bar, a long reception, or a venue that's a bit of a drive away. Providing transportation for your guests can be a thoughtful and appreciated gesture. But let's rip the bandaid off quickly: it's going to be a sizable chunk of your budget. The transportation industry has faced rising insurance costs and ever-increasing gas prices, making this a luxury. That said, if you decide to offer transportation, here are some logistics to think through.

For the Couple: The transportation for the couple is a critical point of any wedding day. People often consider a getaway car at the end of the night, but what about arriving to the venue? Or transportation if your ceremony is off site?

Options Include:

Classic, vintage, or town car
Sleek limousine
Non-traditional modes such as a horse-drawn carriage, a motorcycle, or even a boat, depending on the wedding's theme and location.

For the Wedding Party: Coordinating transportation for the wedding party is also essential. Sometimes it’s an early morning arrival for the girls and an afternoon arrival for the guys… sometimes it’s to take you all out after the wedding. Your bridal party size will determine your options. Having this convenience can ensure that the group travels together in style, creating memorable moments and photo opportunities along the way.

Options include: a limousine, stylish party bus or even a passenger van.
Don’t forget to plan out your parents arrivals and departures too!

For the Guests: When it comes to accommodating guests, providing transportation to and from the wedding venue can make it easier for everyone to join in the celebrations without worrying about logistics. For out-of-town guests, arranging shuttle services from designated hotels to the venue can enhance their overall experience and ensure they arrive on time. Additionally, offering valet parking or providing information about nearby parking options on your wedding website can streamline the arrival process.

Include a transportation RSVP in your invitation design. This will help you gauge how many people will need a ride.

You'll need to book your shuttles before you have the final RSVP count, so start with your guest list and make some educated guesses about who will need transportation. A good rule of thumb is to assume 80% of your out-of-town guests will take you up on the offer and book shuttles based on that number.

If you have guests needing transportation from Air BnBs or residential areas, consider reserving a smaller van or vehicle. Most shuttle services will not service residential or personal areas.

Logistics and Coordination: Effective communication and coordination are key when it comes to transportation for a wedding. Providing clear directions, timelines, and contact information to all involved parties, including your guests, and the wedding party and vendors (planner, drivers, hotels), can help ensure a smooth and seamless experience for everyone.

Key Questions for your Transportation Vendor:

- What's their deposit policy?

- Can you remove a bus from the contract if your final counts are lower than expected?

- What are their booking terms - Do they have an hour minimum, or do they book for the full day? Some people only want an end-of-the-night pick-up for the bridal party.

- What types of vehicles do they have in their fleet?

- Do the buses have restrooms, especially if it's a long trip for guests?

- Does their rate include a mid-evening hotel run?

- Talk through the shuttle schedule. Guests arriving 15-20 minutes before the ceremony is ideal unless you have pre-ceremony drinks or activities planned.

Pro Tips:

When to book? Transportation vendors can book up quickly, especially during peak wedding season. Aim to book your transportation 9-12 months in advance to ensure you get the vehicles and schedule you want.
Your wedding website is a great way to keep guests updated with transportation schedules and pick up locations.
Limit the number of locations your shuttles have to pick up and drop off - we say no more 3 max! Help guests enjoy their ride by minimizing their travel time.
Ask your drivers to post signage with couples last names and hotel locations for easy recognition for your guests
A small comfort kit on the shuttle can be a lifesaver. Include items like bottled water, mints, small snacks, and perhaps even a few motion sickness bags for those prone to travel sickness.

Offering transportation for your wedding guests can be a game-changer, ensuring everyone arrives safely and on time, and can fully enjoy your special day without worrying about the drive home. While it requires careful planning and a significant part of your budget, the convenience and peace of mind it provides can be well worth it. Just remember to start early, ask the right questions, and think through the details to make your wedding day transportation as smooth as possible.

By taking these steps, you'll not only ensure your guests have a great time, but you'll also add that extra touch of thoughtfulness that makes your wedding memorable. Happy planning!