Planning Considerations
Pre-ceremony timing is most crucial, so let's start there!
Not sure how many people or where they are? Add it as a question in your RSVP! If you can, be specific about the exact pickup and drop-off points. (ie. We are providing transportation from the Sheraton Main Street to the venue and return trips throughout the evening.)
Don’t forget about yourselves and your wedding party and any immediate family members staying at your getting ready location(s). What kind of vehicle(s) and how many hours do you need? Is everyone traveling together or do you need a separate vehicle for others leaving the house after you? Most limos, large shuttles, or buses work on a 5-hour split. This means you can use three hours in the afternoon and two hours in the evening, but they won’t book a service for shorter periods without paying the 5-hour minimum.
Once you have these ballpark numbers, and where they are staying, you can estimate the size of your vehicle or if you need a second vehicle. The bigger the vehicle, the fewer trips! Err on the side of having a vehicle that is too large, that way, it guarantees everyone will fit, including those who did not initially intend to take the shuttle.
Extra tip: Having one vehicle making multiple trips could impact the timing of your guest's arrival.
Timing is Everything
Start by using Google maps - it is your best friend! Take a look at how long it will take to drive to and from, at the same time and day as your wedding. Saturday at 4pm? Check then!
Once you've determined how long it'll take you to get from point A to point B and back, you'll be able to estimate the trip time. And, add some buffer. You never know what can happen, so it helps to add a few extra minutes to the regular trip time.
We love our friends and family, but everyone takes a few minutes when they’re in fancy dress! Estimate 10 minutes for the loading and unloading of passengers at each end.
With your trip time + estimate unloading and loading time, you're ready to piece the trips together!
Pre-Ceremony Arrival
Work backward: Start with the time you want your guests to be there and walk yourself back using your formula: vehicle arrival time + loading time + travel time + unloading time = one trip!
SAMPLE SCHEDULE
For a 4p ceremony with a 30-minute travel time, the timeline would be:
3.30p guest arrival
2.50p departure time
2.40p load time
2.30p vehicle arrival time
Note how we have included extra buffer time in each situation. Arriving too early is always better than arriving too late.
End of Night
Don’t forget the end of the night! More people tend to take a shuttle at the end of the night than they do pre-ceremony, especially if you're having an amazing party.
Consider rotating rounds at the end of the night. For example, shuttles start at 10pm, leaving every hour, with the last trip departing 15 minutes post-event end.
You’ll also want to make sure YOU have a drive home! Many town-cars/sedans are available for a single-trip service which is a nice way for the two of you to end the evening alone and start to wind down.
Here are a few situations that make a difference in the total number of guests needing transportation at the end of the evening:
The venue allows overnight parking. You may find some guests drive themselves, but take the shuttle back and then pick up their vehicles the next morning.
Your wedding party has a separate vehicle there, but needs to take the shuttle home - they'll require a spot!
Not everyone takes the first shuttle back at 10p, so plan for more people to take the later shuttles.
Extra trips and tricks TO PLAN YOUR WEDDING TRANSPORTATION
Have concerns about the number of people requiring transportation and ensuring everyone has a spot? Create sign-up sheets at the hotel for the shuttle times you have available. This way, if you have multiple vehicles or a single vehicle making multiple trips, you don’t have half-full vehicles leaving too many guests waiting for the next trip.
Gratuities are important and pretty much expected by transportation companies for their drivers. Many companies include a 10 - 15% gratuity in the invoice, but others do not. Make sure you double-check the invoice and be prepared to have the cash on hand and someone other than you to hand it to the driver.
Imagery is graciously provided by Christine Lim.
Rolls Royce from A Rolls Choice.
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