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5 Things To Know When Booking Wedding Transportation

Photo Courtesy of Rockstar Limo

Photo Courtesy of Rockstar Limo

The toughest part of wedding planning? Sorting out all the logistics. Case in point: Transportation the day of the event. It can feel like a major challenge to sort out how to shuttle guests between the ceremony and the reception and, also, to make sure you and your hubby arrive in style. That’s why we caught up with Meagan Leste, Wedding Sales Manager for Rockstar Limo in Rhode Island. She shared her best advice to ensure all your transportation needs go off without a hitch.

Remember, you have a ton of transportation options. We can get as creative as necessary and as creative as the client would like us to be. The most common forms of transportation are as follows. For the wedding party and family, you can choose from limos, trolleys, specialty cars and party buses. For guest shuttles, we recommend vans, mini coaches, motor-coaches, school buses and trolleys. Some out-of-the-box options that we have arranged for clients with tricky venues or unique requests: Golf carts, bicycles, pedicabs and water taxis. If we don’t have it, we are always willing to try and find it!

Leave the logistics to the professionals. The real experts will ask all of the necessary questions about the event details and times, they will know which vehicles work for certain venues and suggest best routes and shuttle times for everything. Wedding party transportation is typically provided to the ceremony and then the reception, but at the end of the night it is most common for the wedding party to leave with their dates that have either driven to the wedding or have taken the shuttle that the couple provided. Guest shuttles are often provided to and from the reception only, giving guests the opportunity to freshen up between ceremony and reception and/or check into hotel rooms. However, depending on the location of the wedding, those in touristy areas or those with mostly out of town guests choose to provide transportation to all events and offer activities like a driving tour between ceremony and reception.

Unless your event is taking place in a major city, it’s good to offer options. There is no long lost rule book for transportation that I am aware of, but I can say that there are a lot of venues who offer open bar for long period of time and require some form of transportation for guests to get home at the end of the night. I often tell my clients that if they are not planning on providing transportation for a large group of guests to the wedding, don’t expect a large group of guests to use transportation only from the wedding. This is because not many people will leave cars behind without a guaranteed way of getting them in the morning, not to mention there aren’t many venues that allow a large group of cars to stick around.  Some clients may encourage guests to take public transportation or car service to the wedding and offer a ride back, but this is extremely difficult to keep a safe estimate on head counts and plan ahead for. Plus if the wedding is not taking place in a major city (and by major city I mean Boston), the availability of cabs and the dreaded Uber is extremely limited—especially for large groups of people!  For those on a tight budget who still want to offer something, there are options available. They can always provide something smaller like a backup car, SUV or van that is onsite “just in case” someone needs a ride at the end of the night.

Notify your guests early that transportation will be available. Invitations and save the dates can say something as simple as “transportation to be provided”. Exact shuttle times and schedules cannot really be determined until the date approaches and there is a final guest count at all hotels, times are all finalized and even the weather is known. These are all factors that can affect loading times and shuttle times. To announce this information to guests, I always suggest welcome bags/notes, wedding websites, rehearsal dinner announcements, and even signage at the hotels.

Ask these questions before booking transportation for guests. 1) Is the wedding party getting ready at various locations that are further from the wedding sites? 2) Is it a holiday weekend? 3) Are guests from out of town and/or unfamiliar with the area? 4) Does the wedding city have a large event taking place (like a festival or parade) that can cause heavy traffic delays, road closures, or detours? 5) Is there a long distance between hotel, ceremony, and reception sites? That should cover it!

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5 Things To Know When Booking Wedding Transportation

The toughest part of wedding planning? Sorting out all the logistics. Case in point: Transportation the day of the event. It can feel like a major challenge to sort out how to shuttle guests between the ceremony and the reception and, also, to make sure you and your hubby arrive in style. That’s why we caught […]

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Forgoing the very traditional Indian closed mandap, Bijal decided she wanted a more floral and modern open mandap since all other aspects of the wedding followed Indian tradition. Bijal and Amish had many guests they had to accommodate making the Crowne Plaza Hotel Warwick the perfect venue. The ceremony was held in the Spring and […]

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