photo from vailrides.com
If your wedding will involve a good number of your guests staying at a hotel, and the reception is at a different venue, consider arranging shuttle vans or a bus for your out-of-town guests.
We went back and forth on this, initially thinking that shuttling family would be the extent of our obligation. In the end, we decided to provide shuttle service for anyone who wanted it.
Whatever you decide, make this decision early on, and most importantly, communicate transportation logistics to your guests via wedding website, or in their “welcome” packets at the hotel.
If you’ve made the decision to offer transportation, here are some suggestions that I wish someone had shared with us:
1.Get a good estimate of the number of people you will need to shuttle, and check out the directions and mileage (including a realistic time it will take to cover that distance!). You’ll want to give accurate numbers to the companies you contact.
2.Shop around! Like so many wedding expenses, these estimates tend to vary widely. Be sure to ask about minimum and maximum time and mileage requirements. Ask if multiple vans or one large bus makes the most sense financially and logistically.
3.Remember to ask the hotel if they would be willing to provide shuttle service for your wedding. Most have vans for airport runs, so be sure to ask. If a hefty number of guests are populating their hotel for the weekend, they may work with you on discounted transport costs.
4.When you book the transportation, get everything in writing, including the schedule (departure times, pick-up times, staggered times if you are moving a large group of people, etc.). Put the plan in writing, and give someone – not you, MOB, that schedule along with driver contact information.
5.Type up all transportation information and put it on the wedding website and in welcome bags for hotel guests. If you are not doing welcome bags, print plenty of the itineraries and ask the hotel to give them to your guests as they check in.
6.If you decide NOT to take on the expense of shuttling your guests, arrange to have taxis waiting at the reception to transport any guests who does not want to drive home after your party. In this case, communicate to guests ahead of time that their will be taxi service, and give them some phone numbers as well.
This is a bit of a project, and not a small expense, but if a great party is your goal, you want to take care of your guests and keep them safe! One more thought: Sometimes when the groom’s family offers to “pay for something,” why not suggest transportation?