Consider the Logistics:

Location:

• Is your venue remote? Out of town? Or, more than a 30 minute drive away?

• Are there limited parking options? 

• Are you hosting events at multiple locations? Don’t forget to factor in travel time between venues, especially during peak traffic times. 

Was your answer to these questions, yes? Then I would highly recommend transportation for your guests! If the events happening are far apart, or remote then guests will need to determine how much time it will take them to drive to the location. In turn, this will prompt guests to leave earlier in the evening as they will have a further drive home or to plan for a safe ride home. Now, if your answer was no to the above questions, then I wouldn’t worry about arranging transportation and ensuring the correct information is provided before so guests can plan their day.

Guest List: 

• How many out-of-town guests are attending? 

• Are there elderly guests or those with mobility issues? This will help you determine the size and type of transportation needed.

• Will the majority of guests need a safe ride home?

If your guests list includes more than 50% of out-of-town guests, then yes! I would definitely recommend arranging transportation. These guests will be new to the area and may not know the taxi or Uber situations in that town. Providing them with a safe ride will ensure they feel taken care of (as well as, it means they will be on time for your event!). If the amount is less than 50% then I would suggest providing taxi and Uber information on your wedding website for your guests to plan their day. If you feel the majority of your guests will need a safe ride home at the end of the evening then there are three options: providing transportation, providing evening transportation to one location (hotel, main intersection etc) and lastly, posting taxi and Uber information at the bar and in the washrooms at your event to encourage a safe ride home. Finally, always consider the mobility needs of your guests! Transportation companies will be happy to discuss their needs with you. 

Providing Information:

I CANNOT STRESS THIS ENOUGH. Provide your guests with information, over, and over again. This will help remove the room for error. Whether you have or haven’t provided transportation or accommodations, please make sure to include all information. 

If you are providing transportation & accommodations:

• Website & Invitations: Clearly communicate transportation options on your wedding website and include details in your invitations or information packets. This could include shuttle schedules, recommended taxi services, or parking information. Most wedding websites provide pre-templated options for this as well! 

• Hotel Blocks: If you’ve arranged hotel blocks, consider coordinating shuttle services between the hotel and the venue. A lot of hotels provide shuttle services, or can recommend a company. Make sure to clearly outline the hotel blocks on your wedding website (with the code they need to use). 

• Shuttle Schedules: Create a clear and concise schedule. Share it with guests well in advance, and post it at the hotel and venue. Hotels will be happy to post this information at the front desk, or communicate with your guests about it. They will also place pamphlets in the blocked rooms for your guests to have a physical copy. A wedding planner or coordinator can help with creating the schedule. 

• Clearly Marked Vehicles: Ensure shuttle buses or designated vehicles are clearly marked, making them easy for guests to identify. Using your names, wedding logo, or even a few ribbons!

• Designated Contact: Assign a point person (a wedding planner, friend, or family member) to handle transportation logistics and answer guest questions. This will help anyone with questions prior to the event.

If you are NOT providing transportation & accommodations: 

• Website & Invitations: Include information about your venue, locations, and other pertinent details. This will help guide your guests to plan their days accordingly. 

• Hotels: Recommend local hotels or Air BNB’s for your guests to stay in town if they would like to. Make sure to include a line that a wedding block hasn’t been made and availability is subject to change. But, that you recommend these places!

• Offer Alternatives: If providing a full shuttle service isn’t feasible, offer suggestions for ride-sharing apps, local taxi services, or carpooling arrangements. Include links, or QR codes for Uber or the local taxi services. Again, this will help the guests plan their day.

• Taxi & Ride Sharing Information: Please always include this information at your wedding too! Post information by the bars, main hallway and bathrooms. A lot of venues already include this information but it’s always better to have extra information! 

Finally, I cannot stress enough that it will not reflect on you as a couple if you do or don’t provide these items. While this is blunt, it is true, your guests are adults and should be planning their rides, accommodations, and safe rides home. It’s easy for couples to feel overwhelmed to take care of every guest even past the wedding. That speaks volumes to how AWESOME you are, but ultimately, they will take care of themselves. Providing information, transportation, or accommodations is just a cherry on top of an already incredible day! 

Here are a few transportation companies that we recommend:

DriversSeat

Brentwood Livery

Epic Limo