Wedding Guest Transportation Do’s and Don’t for Effortless Management

Apart from all the wedding functions and rituals, guest transportation and accommodation are quite a difficult job. Wedding guest transportation can create major havoc or make the best first impression. Let’s see what questions we have regarding wedding guest transportation and we can answer all of your questions.

1. List of Guests
2. Budget Allocation
3. How to coordinate the wedding guest transportation?
4. Whom to hire?
5. What vehicles are best?

To help you achieve the latter here is some wedding guest transportation do’s and don’ts for effortless guest management.

1. Finalize Your List of Out Station Guests

   Once you have prepared a list of all your guests, categorize the people coming from different cities. Confirm a list of all RSVPs. Ideally, providing transportation for guests at your designated hotel should be included to ensure your event runs smoothly.

   

2. Allocate a Budget for Guest Arrival and Transportation

   After a couple of months of evaluating transport service providers, you’ll have an idea of your budget and then you decide on the car or bus or something luxurious like a mustang or a limo.

   

   How do you get from hotel to wedding?

   Ideally, a private bus is the most convenient mode of transport from hotel to wedding venue as your guests can be easily accommodated in the bus with utmost comfort. But, you can always choose the mode of transport you feel is more convenient for you and according to the number of guests. 

   How can I save money on wedding transportation?

   Weddings are anyways a costly affair, but you still can save some money by letting only your close ones travel in your private vehicle. The wedding transportation cost will be reduced by a small margin this way. 

   How many cars do you need for a wedding?

   2 to 3 cars are the most ideal number of cars you should opt for. The wedding cars mostly have only the close family and friends in the car or just small kids. 

   How do you ask a wedding guest if they need transportation?

   According to the distance, your guests are traveling to the wedding venue and your close relations with them, you can ask the guests if they need transportation. 

3. Consider All kinds of Vehicles before Deciding

   If you are looking for luxury don’t just stick to the regulars like minibusses or mustangs. Like every other aspect of your wedding, your welcome vehicle should match and complement your wedding style. You should look at all the vehicle options available, analyze the pricing and budget and compare the prices of different transportation providers. Once you have done all of this you can make an informed decision.

   

4. Hire Pros

   The first step to hassle-free wedding guest transportation is to hire pros. Worrying about coordinating different rides with several separate cars while going through all the Indian nuptials can be painful. If the number of outstation guests is high that alone is enough to make guest transportation a priority. Also, if you have a good budget for transportation you can have the added bonus. Have a variety of stylish, photo-ready Mustangs, limos, and double-decker buses.

   

5. Verify the Car’s Owner

   This point is not only for the crowd planning on making the transportation arrangements themselves. If the transportation company you hired doesn’t have the demanded car, they might borrow or rent a car from another vendor. It’s smart to know who actually owns the vehicle you’re renting. It would be wise to know the owner. By adding another middleman into the mix you put your plan at great risk.

6. Think About Wedding Guest Transportation Not Only On The Wedding Day

   Indian Weddings have too many functions, ceremonies, and rituals. Engagement party, bachelor or bachelorette, Sangeet, Reception, Haldi, Mehendi, cocktail, Pool, Maira, etc need transportation too. Only planning for receiving guests once they arrive at the airport would be a big mistake especially if you have multiple venues. You should plan for all the pre-and post-wedding parties.  You can hire a town car, a shuttle bus or just having detailed cab info on hand at each event.

   

7. Make Sure That You Consider Time Delays

   Your guest transportation can mean the difference between a wedding that flows effortlessly and a day with rushed traveling and chaos. Awkward delays, emergencies, traffic, and even flight delays should be taken into account. You must figure out travel timings and routes ahead of time and have adjustment periods.

   

8. Type up Call Sheets

   Prepare call sheets with the names of all passengers, pickup and drop-off addresses, and times. You can add detailed directions to each destination and also alternate routes. Don’t shy away from going all type A. Moreover, make sure you give your drivers this information in advance.

   

9. Keep Refreshments In the Vehicle

   After a tough journey, make sure you provide the necessary refreshments. It will also set the tone for the rest of your wedding. Even if you don’t want to go all out with hampers and baskets, you can just keep water and cold drinks, especially in summers.

   

10. Encourage Ride Sharing

    If you have multiple guests coming at the same time or going to the same place you should encourage ride-sharing. This method is a great option if travel time is minimal. We would recommend this for rides at or under 20 minutes. It is an eco friendly and cost-effective solution.
     

11. Ensure Parking Space

    Even if you’re providing transportation, make sure that there’s plenty of parking for guests. Communicate with your site manager and find out what your parking options are and if parking attendants and valets can be made available. You can hire a full-service valet team too. But it is only necessary if parking is scarce at your venue or if the venue is far away. This will make sure that the guests don’t have to hoof it in formalwear.

    

    For more such blogs and content follow us on Instagram.