Guest Transportation ?

DeClue82 · July 2012

I've mentioned before that my wedding is "Semi" desination. We have a lot of OOT guests coming including both our families, and right now we are sitting at 20 guest rooms booked in our block (with 20 more on hold). FI and I booked a coach party bus to transport our guests from the hotel to the venue and back. We wanted to ensure safe partying, and no one having to worry about driving after drinking. That being said... the bus holds 55 max, and we're already at 46 guests in the hotel... I'm thinking that we'll need 2 trips down to the venue, which is approx. 20-25 minutes away. Our ceremony starts at 5:30pm, so I'm thinking the first shuttle will leave at 4:05, and the second at 4:55? It seems so early for the people on the first shuttle, but in order to do 2 round trips that's how long it will take and the 2nd shuttle will be just making it in time. Does this sound ok to you? Any suggestions?

Lobsters25 · July 2012

I think it sounds like a great plan. Our friends did this and it worked quite well. They also staggered the departure from the reception, to accomodate people who didn't want to stay out as late.

[Deleted User] · July 2012

We're doing the same thing. For the people who are getting to the ceremony really early, I'm hoping to put out a table with some punch and cookies outside (weather permitting), so they can snack and enjoy the day and talk to other guests. It's fairly cheap, but it's also totally not required. The ones who get there early will be fine.

katehar01 · July 2012

If it's just going to be a little over 55, could you rent a small 2nd vehicle? When I researched, 12-15 passenger vans weren't too expensive. My concern is - how will people know to wait for the shuttle an hour and a half before the ceremony? If people know there are 2 runs, they will ALL try to take the 2nd run. No one wants to wait an hour at the venue. I'd worry if you do it this way that either the 2nd run will be overloaded, or people will just decide to drive to avoid all the waiting around and your shuttle won't be as utilized as you like, KWIM?

DeClue82 · July 2012

Well I have the times posted in the welcome letter which will be in their OOT bags, as well as a sign will be up in a frame at the front desk. However, that was my original point... I'm not sure if people will all wait for the 2nd shuttle and there won't be enough room. I was thinking of telling immidiate family to head down on the earlier one and maybe we can get a few family pictures out of the way... quite a few of the 46 that I mentioned will either have to be on the earlier shuttle or will be with me already (bridal party)... so hopefully the 1st vs. 2nd shuttle won't be an issue... I can also give a head count to the transport company so that they are sure they have everyone... renting a 2nd vehicle is not an option...

dawnp917 · July 2012

I would be worried about doing 2 runs. Most people are going to want to take the 2nd shuttle, I know I would. If you want to do family photos before the ceremony I would just have the first shuttle be for those that need to be there earlier for photos.

Do you know for sure that all the guests at the hotel are going to want to take the shuttle? We had guests on their RSVP indicate whether they want the shuttle or not, many guests staying at the hotel are choosing to drive instead of take the shuttle.

For our shuttle we are doing 1 run from the hotel to the ceremony and 2 runs in the evening. One for guests that don't want to stay until the end and one after the reception ends. We know that the shuttle will hold all of the guests if everybody chooses to take the last shuttle.

katehar01 · July 2012

In Response to <a href="http://forums.theknot.com/Sites/theknot/Pages/Main.aspx/wedding-club-boards_august-2012-weddings_guest-transportation?plckFindPostKey=Cat:Wedding Club BoardsForum:1fb748ee-7a4e-40eb-b4b4-e553486f4cacDiscussion:0a393499-70ab-48a6-aa13-6ee053f778f6Post:96734991-e09e-4daa-8136-b410e69f496f">Re: Guest Transportation ?</a>:
[QUOTE]Well I have the times posted in the welcome letter which will be in their OOT bags, as well as a sign will be up in a frame at the front desk. However, that was my original point... I'm not sure if people will all wait for the 2nd shuttle and there won't be enough room. I was thinking of telling immidiate family to head down on the earlier one and maybe we can get a few family pictures out of the way... quite a few of the 46 that I mentioned will either have to be on the earlier shuttle or will be with me already (bridal party)... so hopefully the 1st vs. 2nd shuttle won't be an issue... I can also give a head count to the transport company so that they are sure they have everyone... renting a 2nd vehicle is not an option...
Posted by DeClue82[/QUOTE]

Yea, that's a tough one. PP's suggestion about finding out who would actually take it is a good one, since I've heard many people choose to drive just cause, but it's probably too late for that (I did the same thing, I didn't get a head count because I just assumed everyone at the hotel would want to take the shuttle). If you ask family to take the first shuttle and present it as a picture thing, rather than a waiting around thing, that should work. I think giving the head count to the driver is also a good idea. I think as long as you have a plan in place to prevent everyone taking the 2nd shuttle, you'll be fine. GL!

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