How to Map Out and Schedule Wedding Transportation

If there is anything that I consistently see that turns a wedding day into absolute chaos when I am personally attending as a guest... it is the shuttle/transportation schedule...

As a wedding planner, one of my simplest tasks is creating shuttle schedules. I plan weddings in rural areas like the Hudson Valley and all across New England. So, wedding transportation is a must for every wedding I'm involved in. We want to keep our guests safe on dark, rural roads, especially if they have been drinking.

It's tough to know what you're missing when you lack experience with something. Here is a clear, simple, step-by-step list. It will help you make a perfect transportation schedule for your wedding or event!

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YOUR WEDDING TRANSPORTATION SHUTTLE CHECKLIST

• Create list of all property titles & addresses (hotels, wedding venue, after party, etc)
  It is important to remain consistent with ‘titles’ (even on your wedding website) to avoid any potential confusion

• Put the addresses into Google Maps and determine the BEST ROUTE
  The goal is to create direct point-to-point runs OR a loop. The shuttle should not be backtracking unnecessarily

• Every stop MUST have 15 minutes allotted for people getting on/off
  This NATURALLY becomes built-in ‘flex time’ for people getting on/off, unexpected traffic issues, etc.

• Calculate drive time between locations (round up 5+ minutes for each stop)
  These vehicles can not go as fast as sedans, you MUST round up and add a little cushion time

• Create list of times you need shuttles to arrive at each location - with 15 min buffers
  You want them to arrive with guests 15 mins before ceremony, you want them to return to pick up 15 minutes
  before the end of the reception - this will allow for potential issues to not become problematic.

• At the end of the night - have all shuttles stop at all locations
  Guests will likely be drinking, they will not be good at determining which bus to get on (or not)

• Create a map for your transport company showing pickup/drop off locations
  Do everything you can to alleviate potential confusion the day of the wedding

• Send your schedule & MAP to your transportation company and adjust if needed

• Get RSVPs from your guests (include it on your RSVP for the wedding)
  You can usually cancel unnecessary buses with little to no financial liability.

• Clearly relay the shuttle times to your guests
  Give the schedule to your hotel and put it on your website. Add the words ‘leaving promptly at’ if necessary

IMPORTANT NOTES:

• NO VACATION RENTALS: Get a room block (or two) and let guests know if they choose to not utilize the block, then they are on their own for transportation

  • Not all vehicles can make it up/down all driveways

  • Remember with each stop taking 15 minutes, plus drive time between stops, you don’t want the first guests on the bus for longer than 35 minutes.. that is TOO long

• ARRIVAL AT THE CEREMONY: You don’t want guests to arrive at the venue more than 30 mins before ceremony - that is too early.

Having safely transported tens of thousands of guests to and from events, I'm confident that following these steps will give you the best chance of enjoying a worry-free wedding day when it comes to your shuttles.