How To Plan Your Wedding Transportation
How to Plan Your Wedding Transportation
(Hint: You Might Need More Than a Couple Limos)
You’re planning your big day…you’ve decided on a venue, purchased a dress, ordered flowers, bought a cake, hired a caterer, booked the photographer. Anything missing? Have you planned the wedding transportation?
Your wedding transportation needs will probably be more than just picking up and delivering the bride and groom. Many weddings require a detailed logistical plan. Things happen. Things you didn’t plan on…or even think of.
Here are 6 things you might not have considered when planning your wedding logistics:
The wedding party and guests will need day-of transportation between locations: possibly multiple hotels, Airbnb, the wedding location, the reception venue and return trips
Guest car parking and possible transfers to shuttles, party buses or limos
Determining the most efficiently-sized vehicles for the bride and groom, the wedding party and guests
Guests who arrive late (but still want to try and make the ceremony!)
Guest who want to leave the reception early and return to their hotel or vehicle
Pre- and Post-event: Some family or guests may need airport pick-ups and drop-offs
Assuring that the bridal party, family and guests are transported in-style, comfortably, safely, and in a timely manner helps keep stress levels down and enjoyment levels up.
9 Tips to to Maximize Your Wedding Transportation Experience:
1. Plan Ahead and Book Early
Book your transportation early on in your wedding planning — at least six months ahead or nine months if you are scheduling a summer wedding. The closer the date gets, the less available (and possibly more expensive) transportation options may get.
When planning, here are some quick tips to think about for different transportation options:
Wedding Shuttles: include an option for transportation on your invitation RSVP for invitees - this will help you estimate transportation needs
Aside from guest transportation, consider how the bride, groom, wedding party and family members will be transported to the ceremony
Post-event: a possible limo or luxury sedan for the bride and groom
2. Include Your Wedding Planner
Transportation should be an integral part of your planning, which means looping in your wedding planner. Your wedding planner, who’s most likely in contact with your other providers, should have Swoop (or your other transportation provider) on their speed dial. When the wedding planner is working with your transportation provider, they can help with “day-of” logistics including managing guest expectations and assisting drivers with any changes
3. Preview Your Vehicles
To assure that the vehicle you’re renting is in excellent condition, clean and with the amenities listed, ask to see pictures of the actual vehicle you’re renting (we’ve heard horror stories!). You should clearly be able to see both the exterior and interior of the actual vehicle. Swoop guarantees that every vehicle it provides is vetted, highly-maintained and comes with a 5-star driver.
4. On-Site Support Can Be Crucial
While you may incur a nominal fee, having your transportation company provide day-of, on-site coordination support, especially if there are trips requiring multiple large vehicles or shuttle services, can keep things running smoothly. Read more about the importance of on-site coordinators here.
5. Get Those Driver Details
Transportation providers should send you driver details (name and phone) 24–48 hours before the event. Make sure to pass this information to your wedding planner should any special requests come up.
6. Communication is Key
Be specific with your guests, wedding planner and transportation provider when it comes to pick-up and drop-off points and estimated times. If you have a strict ceremony or reception start time, communicate that so the company can create a logistics plan around it. Have a wedding website? Include transportation schedules so guests know when the shuttles will depart and return.
7. It’s All About Options
Ask for different wedding transportation package options that fit within your budget. If there’s a vehicle you prefer but it’s out of your budget, ask if the provider has a some option for different vehicles. Some companies charge you by the hour so if there are budget constraints, offer transportation only before or after the reception.
https://medium.com/@Swoopapp/do-you-need-a-swoop-onsite-coordinator-c175adb829e1
8. Check on Wedding Experience
Chat with your transportation provider to ensure that the drivers are experienced when it comes to wedding transportation and if those drivers are familiar with the particular venue. Some venues are challenging to access (narrow, curving roads or tight parking areas); see if your provider will perform a dry-run to see if the vehicle fits within the venue.
Having a tailored logistics plan provided ahead of time will help set the right expectations with your entire team, including your wedding planner.
9. Most of All…Have fun!
Transportation should be part of the celebration. Whether you’re taking a limo, shuttle services or a fancy trolley, sharing the experience with friends and family can be a ton of fun! Planning ahead will just increase the enjoyment.
Why Choose Swoop for Your Wedding Transportation?
The Swoop team expertly coordinates wedding transportation and logistics for hundreds of weddings every year. By offering detailed planning, professional drivers, first-class vehicles and onsite coordinators, Swoop provides a superior wedding experience. Swoop is the 2020 “Couple Choice” winner for Best Wedding Transportation on Wedding Wire and The Knot.