Wedding Transportation Success Means Thinking Like a Designer

A designer mindset about transportation may mean the difference between a great wedding and a perfect one.The event space is booked, florist hired, catering selections placed, and other big-ticket items struck from the list. Except for one: transportation. Nothing is a bigger buzzkill than guests waiting in line for a routine van to transport them to the next location. Wedding transporters have to convince wedding planners to invest more in transportation, which is a fundamental part of a successful guest experience.The Peak of SuccessAn exceptional wedding is successfully planned when location transitions go unnoticed by guests. The party starts with everyone in place and ends without a hitch. Here’s an example: My team was hired to work a wedding at a private mountaintop estate in upstate New York. Guests stayed at six inns and bed-and-breakfasts in neighboring towns. However, transporting hundreds of guests to a private residence up winding, narrow private driveways was challenging due to the number of vans required—not to mention that the larger minibuses and coaches wouldn’t fit up the driveway and didn’t have the desired sleek, all-black Mercedes-Benz aesthetic.We worked closely with the estate’s engineering department and landscaping crew to ensure success. Roads were tested to withstand the weight of numerous Mercedes-Benz Sprinter vans. The driveway was widened in calculated places to create designated passing areas to reduce confusion and delays. During the ceremony and reception, a staging field kept guests’ views of the gorgeous landscape unobstructed and housed vehicles, effectively reducing the risk of vans getting dirty—or worse—getting stuck in the mud.Through close collaboration with the private estate engineers, we delivered a breathtaking mountaintop wedding. The team members united around a single goal: keeping the clients and guests focused on the celebration.The Designer MindsetEvent needs, such as moving guests from one location to another, are obvious. Familiarizing oneself with different fleet options, anticipating scenarios that could cause problems or delays, and approaching transportation challenges with a designer mindset isn’t quite so obvious.At an extravagant wedding on a private island in the Long Island Sound, where guests weren’t allowed to drive their own vehicles, my team tackled transportation logistics. The wedding was extraordinary. Every item and guest had to be considered, procured, and transported to and around this private island. The host knew exactly what he wanted and demanded it, no matter how difficult it was to navigate the roads (which had no streetlights, street signs, or even names). Additionally, we had to see that a tent company built and stabilized tents on sand and the edges of cliffs.Our team worked to accommodate guests comfortably, properly timing pickups and drop-offs from private guest homes to every venue. We couldn’t have done it without forethought and practice—the tenets of what I call designing a transportation model.Strategies for PerfectionAdopting a designer mindset about transportation can be the difference between a great wedding and a perfect one. Use these five strategies:1. Design a transportation model. Create a cohesive, well-integrated model to move guests seamlessly. Without thinking about design, adhering to the budget and moving people become the only two transportation objectives. Guests know when something is an afterthought, and a gap between the ceremony and reception can leave them wishing they’d driven themselves.2. Customize the vehicle. Keep the celebration going by adding a custom playlist, installing karaoke machines, or including a gift bag. It’s the little things that add to the overall experience.3. Hire more vehicles. Ensure your guests will be seated comfortably and transported promptly. We’ve all been to weddings or events where eight passengers are sitting for what seems like forever, waiting for a couple of additional guests to jump on the bus. With additional resources, you can dispatch half-full vans for continuous service.4. Hire an on-site coordinator. Hiring a professional on-site coordinator increases your time, resources, and capabilities. Coordinators do more than just greet guests; they’re your liaisons between the planning team and transportation designer. They handle chauffeur preparedness, appearance, routine, timing, and any late changes.5. Mix and match vehicles. Don’t buy into the unwritten rule that transportation units must be identical. Optimize the guest experience by having a variety of vehicle sizes available. Accommodating random group sizes, especially after the ceremony, will keep guests smiling.Weddings don’t have to be on private islands to pose transportation problems. But once clients understand the benefits of transportation planning, they’re more willing to add it to their big-ticket lists. Make them see how important it is, then deliver a perfect transportation experience. WPM__Richard Fertig, Brilliant Transportation, Brooklyn, NJ