Transportation for your Wedding Day
Transportation seems to be one of those dreaded logistics of wedding planning. I definitely get why it can be such a nightmare. Between figuring out timing, guests staying at several different locations and all the different vehicle types, it can be overwhelming to know where to start. Further, it feels like one of those necessary items that isn’t directly affecting your personal experience on the day. As a planner, I’ve booked transportation countless times and would love to share some insights to make your planning smoother.
Step 1: Figure out who needs a ride
Before you start to think about things like types of cars or a timeline, write down a list of everyone who will need transportation. Make groups like “bridesmaids”, “groomsmen”, “hotels”, “airbnbs”. Make a note of the size of each group.
Step 2: Research your options
Now that you’re armed with the size groups you’re looking to accommodate, you can start looking at the types of vehicles. This information is helpful because it could narrow your search. For example, if all of your groups are on the smaller side, you don’t even have to get into bus territory.
The options like most things wedding related, are really varied. While it may not seem so at first glance, this is an opportunity to have fun and be creative if you want to be! Trolley cars, old school VW buses and vintage cars are all great options.
For groups under 10, look at vans, limos and even splitting into a few ubers.
For groups between 10-25, look at smaller shuttles and mini party buses.
For groups over 30, check out buses.
Step 3: Get to know pricing
Do your homework. While all transportation companies typically have minimum hours, that number does vary. You’ll also want to understand everything that is included: tolls, tax, gratuity, cleaning fee etc.
Step 4: Make the plan
Once you know which modes of transportation you’ll be securing and the companies you want to work with, start working backwards on a timeline. If you want to be doing formal photos at 3pm at your venue, what time will you need to leave your hotel? Your transportation company (or your wedding planner) should be able to help you here. Factor in traffic, things going on in the local area (is there a race, parade or big sporting event that day?) and people who might need a few extra minutes to get on board.
If you’re having one vehicle do multiple trips, make sure you calculate your timing correctly. I would avoid doing this unless your venue is really close to guest accommodations. Instead, opt for two vehicles and space the pick up time out by 15 or 20 minutes.
Step 5: Communication
When you’ve gone through the trouble of setting up transportation, you certainly want to make sure everyone uses it! Come up with a plan to tell your guests where they should be and when. Put the information on your website, in welcome bags and on an information card (if you’re including one with your invitations). It’s also good practice to ask your hotels to put a sign in the lobby or on the front desk.
Step 6: Pass it off
Once you’ve locked all the details in and signed contracts, pass it off! You do not want to be the day-of contact for drivers. They will need to be in touch with someone whether there is a delay or not, and this person should not be you. If you aren’t hiring a wedding planner, assign a trustworthy person who won’t be occupied at key moments. That means your maid of honor might not be the best person if she’s going to be taking photos with you when your guests are getting picked up.
Now that you’ve read about how to attack booking your transportation, make sure you don’t forget these key things.
Gifts & Boxes
If you anticipate receiving lots of physical gifts or having leftover boxes of decor or favors, you’ll need to have an end of night transportation plan in place. Can these fit on a bus that you rented? Will one of your parents load them into a rental car?
Parking
Transportation logistics includes parking. If you know you’ll have a lot of guests driving, make sure you think about parking spots. Will there be enough or should you inform them about an overflow spot? If there is only paid parking, ask the venue for vouchers and consider covering the costs.
Knowing the Rules
Don’t assume your vehicle has an open container policy or a way to play your own music. Read your contracts carefully and ask questions before you sign. It would be a shame to provide a cooler of local beers for your guests’ long ride only to find out there is a strict no beverage policy.
Not Talking to Your Venue & Hotels
If you are going to set up transportation, it’s not only important to let your guests know, but your venue and the hotels as well. Some may have specific instructions about where to pick up, or physically can’t fit a large vehicle on their property.
Not anticipating the waiting period
If you know your guests will arrive in waves and will have some down time, make sure there is a plan in place. This could be as simple as a welcome beverage table with water or lemonade. Most importantly, there should be someone there for guests arrival welcoming them and directing them where they should go before the ceremony begins.
My goal in writing these blog posts is to be as helpful as possible. Aside from tips and tricks, I like to provide real recommendations when possible. Since I am a NY wedding planner, I’m including some favorite New York wedding transportation options.
Max Capacity: 34
Max Capacity: 34
Max Capacity: 48
Max Capacity: 4
Max Capacity: 54