3 Ways to Keep Your Event Transportation on Schedule

Though it’s the wedding couple's big day, it’s a big day for their guests, too. And the happy couple will rely on you for communication, guidance and to set expectations for those guests. In terms of transportation, each individual guest thinks his or her timeline is most important. It’s a natural instinct, but it can cause headaches if you don’t communicate properly.For example, not long ago, my team and I received a last-minute call to redesign and coordinate transportation for an event that required moving nearly 300 guests from a hotel to the venue at a private residence. We provided upscale Mercedes-Benz Sprinter vans and executive minibuses. Guests were informed that the provided transportation would start at 6:30 p.m. They were also told that the event started at 7:00 p.m. and ended at 10:30 p.m., at which point transportation would be provided back to the hotel.Still, right after the event, guests clambered for seats, and insisted that we strand others so they wouldn’t have to wait. Of course, their time is valuable and no one wants to wait, but the people we would have left behind are important, too.The devil is in the detailsTo avoid conflict, provide specific details on when pickups begin and drop-offs end — and reiterate those details as needed. Ask guests to be prepared to arrive early and to be flexible with their return times. A firm statement like “Shuttles will be provided continuously after the event. The final shuttle will depart at 11:30 p.m.” would have eased guests’ concerns about getting back to their hotels.When details are left open to interpretation, some guests believe transportation should revolve around their needs — especially after a night of fun and cocktails. So, here are a few more proven strategies you and your transportation designer should consider to set expectations for guests regarding their event transportation:1. Stress transportation as a courtesy benefit. Let guests know that, for their convenience and safety, transportation is “graciously” being provided. This sets the tone that transportation will be handled for them and isn’t to be taken for granted. By communicating that transportation is a courtesy, you encourage guests to be responsible for themselves, stay on schedule, and avoid potential conflicts. Communicate this message in at least two ways — ideally, more. The most common way is to send an email to all guests. Additionally, consider leaving a note to this effect in the gift bag you leave in guests’ hotel rooms.2. Provide a backup plan if someone misses the last shuttle. You know as event planners and professionals that not everything will go smoothly, so prepare for the worst—but you can give guests the phone number of a local taxi company or instruct them to use Uber or Lyft if they prefer to at least make sure they’re accounted for. Include this information in the same places where you noted that transportation is graciously being provided. If you send an email, state in the same email what the backup plan is if guests get delayed.3. Prepare for the unexpected. Different from having a back up plan, preparing for the unexpected or unforeseen scenarios means you can handle it if a car breaks down. Having a spare SUV on hand saves the day. Of course, that extra vehicle might not be needed for guest transportation, but it’s always helpful in some way. A spare SUV can be used to run errands for the wedding planner and for the family, as well as to transport band equipment and food.It’s a big day for everyone, so don’t be afraid to expect guests to help it go smoothly. By prioritizing transportation design and clearly communicating its benefits and details with your guests and by being ready with a backup plan or for unforeseen circumstances, you’ll create an unforgettable experience that won’t go unnoticed — for the right reasons. WPM__Richard Fertig, Brilliant Transportation, Brooklyn, N.J.