Wedding Day Transportation for your Guests – Should you Invest?
You’ve been thinking about arranging transportation for your guests to get to and from your venue. Who should be responsible? Our answer – You! Arranging for transportation is a great idea and your guests will appreciate your effort, trust us!
First, you’ll want your guests to arrive on time without getting lost. Don’t let your out of town guests try to figure out how to get to the venue. Google maps can steer us in the wrong direction sometimes. Cell phone service can go in and out. Plus, grandma may not be up to date with data. They don’t know the area or the driving norms. Take that stress away from your guests and arrange transportation.
Setting up transportation from the hotel to your venue for your guests allows them to join in on the pre wedding ride fun over to the venue. My couples have themed rides, memorable songs playing, snacks, etc. These little details make the ride fun. What is more, get creative with the ride. Use a school bus, trolley, or whatever fits your style. There are more options than just a taxi, car, or van.
Why hire transportation if the hotel has a complimentary shuttle? Did you know that most of hotel courtesy shuttles only travel within a strict distance from the hotel or to specific locations. They also have limited seats which may be uncomfortable for your guests. Don’t bother with that headache, instead consider arranging a round trip, private shuttle service to transport your guests, in style.
Can you imagine the peace of mind you’ll have knowing that your guests are travelling safely? Think about it. Do you want your guests driving after they’ve been celebrating your marriage with drinks? No way! Keep them safe with hired transportation. We can help manage all the transportation logistics before and on your wedding day.
How do we make the magic happen? We connect with your selected transportation vendor and let them know we will be your wedding day point of contact.
Thirty days before the big day, we will work together to design a timeline of events and add some wiggle room for guest arrival to meet at the assigned location for the driver to meet everyone. We also calculate the time and distance each way; we may need to have the driver make multiple trips for pick up.
Forty-eight hours before wedding day, we call the transportation vendor and ask for the driver’s name and cell phone number. We also request that the transportation company include signage that states, “[InsertYourNameHere] Wedding,” so your guests get on the right shuttle.
On event day, we will call the driver one hour prior to pickup and confirm pick up location. We confirm that they have directions or are familiar with the route. It’s better to be safe than sorry!
Upon arrival, we meet and greet guests. We ensure that each guest is accounted for (guests staying at the hotel or guests that park at the hotel) so that no guest is left behind.
Once the shuttle arrives to the venue, we welcome your guest and direct them to the ceremony area.
Near the end of the reception, we coordinate a first run shuttle for any guests that don’t plan on staying until the end. The DJ will make an announcement so guests stay informed. We escort your guests to the shuttle. We work with the driver on a schedule to come back for the rest of the guests at the end of the evening.
As you can see, there’s plenty of benefits to arranging transportation for your guests. Your guests will appreciate the gesture and it’ll guarantee their safety after many hours of celebrating. Because there are many logistics in coordinating transportation, timelines, drivers, pick up and drop off location, etc. Furthermore, for a minimal surcharge, we can provide shuttle reminders for your guests (these are cards given to them at check in reminding them about pick times, location, contact phone number, etc). Let us help you with that!
We look forward to riding with you!
The Must Haves – Wedding Day Packing List
Have you ever been on vacation and forgot to pack deodorant and socks? How could you forget! Believe it or not, this happens often on wedding day. You forget something so simple.
We are in the midst of wedding season. You have spent months finding the cutest things to have displayed at your ceremony and reception. You want to ensure your memorable items make it to the right place, just like you saw it on Pinterest.
Stay organized with a wedding day packing list. Make sure you don’t miss a step by hiring a wedding planner. Share the list in a live google doc and we’ll make sure that every detail is on the list. We even think of those details that you never did!
Your packing list should include items that you need to have a planner setup for the ceremony, cocktail hour, and reception.
Here are some items to include in your packing list:
- Photos (engagement shots, both set of families photos to include grandparents to display)
- Ceremony programs
- Unity ceremony items
- Personalized memorable keepsakes
- Flower girl basket(s) and ring bearer pillow
- Two copies of your ceremony readings
- Guestbook or photo frame with assorted color sharpies
- Escort cards (cards that tell your guests their table seating) organized in alphabetical order by last name
- 2 final printed copies of your table seating by table number and by last name
- Gift card box
- Personalized table names or numbers
- Fun coloring books and stickers for the children’s table
- Toasting flutes (champagne glasses for the couple only)
- Cake and knife serving set (unless the caterer provides them)
- Cake topper
- Reception flats (take those heels off for dancing)
Include all the items you’re providing along with the quantity. Make sure to specify where you want the items to be displayed. Your wedding planner can make suggestions on where to set up items; we have lots of experience with crowd flow. The more details you can provided in your packing list, the better! We are here to help.
We ask all our brides to highlight all the items they want us to repack at the end of the reception. Don’t ask you family to do that! They’re on the dancefloor having fun. Don’t be that bride! That way we can help pack these items up 30 minutes prior to the reception end time. We can put the items in your hotel room or give to a designated point of contact; whatever you agree on. Feel assured that your items will be placed in a safe location.
Don’t reinvent the wheel! Contact us today. We can help you with your custom packing list and execute a successful wedding…just like you’ve always dreamed of!
Wedding Planner vs. Venue Coordinator
You are about to spend thousands on all these beautiful flowers, your dress, a venue, the food, etc. Want to ensure that everything comes together like you’ve planned in your head since you were young? Then hiring a wedding planner is the surest way to get you plans done on wedding day, not a venue coordinator. There’s a big difference!
I can’t tell you how many times I hear couples say that they have a venue coordinator that will take care of all the details. In short – a venue coordinator is exactly what their title describes. The venue coordinator is loyal to the venue and the venue’s contract. A wedding planner on the other hand, is there for you, every step of the way. I plan and carry out all the details like make sure your wedding favors get set up in the exact place or putting your grandfather’s picture on an easel. I am there guiding you through the, sometimes challenging, journey of wedding planning.
Let’s take some steps back, before we move forward. Believe it or not, before I become a wedding planner, I spend several years in the hospitality industry selling event space and catering for corporate groups and social events for hotels and private sectors. Most of my experience came from planning board meetings, large conferences, and training programs where there were lots of detail questions to ask and logistics to plan. I love weddings, so why not bring my past experiences into the wedding planning world?
Having been a sales and venue coordinator, I can tell you that hiring a wedding planner is worth the value. Here is just some of what I do as a planner:
- Connect you to industry vendors that best match your style, vision, and budget. I will use my resources to negotiate the best pricing and rates to meet your budget needs.
- I’m the liaison between you and all your vendors as your wedding date gets closer. All the back and forth emails and calls can be daunting. On your wedding day, I am the first one to call your vendors and remind them not to call you!
- Review your vendors contracts and their language to make sure both parties agree to their services requested, terms, and conditions. All that legal language can be tricky sometimes; you want to make sure everyone is on the same page and that you are getting exactly what you paid for.
- Guide you through the planning stages and provide you with updates and timelines of TO DO tasks.
- Help track manage your RSVP response; guide you through invitation etiquette, menu design, and decor inspiration.
- Work with you on designing a timeline of your wedding day; On wedding day, I will ensure the other vendors are doing their tasks on time and according to your plan.
- At the end of the night, my team and I oversee breakdown of the venue space and make sure all your personal items and gifts are secured. Plus, we surely can’t have you leave your wedding without any leftover cake!
But, you may be wondering about the tasks of a venue coordinator…As a past venue coordinator, my job was to make sure that all venue details were delivered and executed on day of, that’s it! That included AV setup, room layout, and to make sure our in house caterer had each menu prepared and timed as planned. All other coordination such as designing a detailed timeline, managing the master seating charts, etc was outside of the scope of my job as a venue coordinator.
I was usually onsite once vendors started unloading. It was my client’s responsibility to make sure all other event details were coordinated and executed. It’s your wedding day, you don’t want to deal with that!
What was one of my biggest issues as a venue coordinator? Vendors would unload, setup or drop off items, and something was missing or never setup per client’s request. I was limited because we only had the client’s contract with the venue, the services that we would provide to them, and their vendor point of contact. We did not have access to or know the full details of vendors’ contracts. We have no idea what you and your vendors agreed to.
As a wedding planner, I know what venues and vendors need from our clients to successfully communicate logistics and final planning. Once we start working with our couple to help design a timeline, we send out a draft version to our vendors to make sure that our timeline has a good flow to cover their services. We find it very important that we work together with your vendors. We want to to give your photographer ample time to capture details shots, group family photos, and all the reception events. Catering is crucial to any reception, we make sure we to communicate and review load in times, room layout, your finalized menu, any special meals, VIP tables, timing of the toast and much more.
We’ve received so many compliments from venues, caterers, and DJ’s on how detailed and informative our timelines are.
Long story, short – a wedding planner is your best bet. You’re already spending big bucks to have a beautiful wedding…I am here to guide your through this journey and ensure that all your details are taken care of. I look forward to working with you!
Want to know more? Contact me and let’s get started planning your worry-free wedding!