(Closed) Planning problems are starting to arise & I am stressed! (Transportation/Hotels)

posted 4 years ago in Logistics
Post # 2
3 posts

I am so sorry to hear of your transportation troubles. 

My advice would be to send out cards explaining the issue with contact information for rental cars, limos, and taxies in the aria and let your guests handle the transportation based on their need. I’m sure everyone will understand. 

You have so much going on right now, you really don’t need to have more piled on your plate. I hope it all works out. 

Post # 3
667 posts
Busy bee
  • Wedding: July 2015

Do the further away hotels offer a shuttle? That’s how I’m transporting my guests because the nearest hotel is about a 15minute car ride from our reception venue. If not, call around for limo buses. A lot will have a few hour minimums to book but you may get lucky and find one that doesn’t.

Post # 4
7673 posts
Bumble Beekeeper
  • Wedding: November 1999

AdaLee:  My advice: Waste no more time, and contact each potential travelling guest immediately.

I don’t see the point of you doing the research (i.e. using Google) when you don’t know exactly what your guests want, and it just means extra delay. Let them use Google themselves. Tell them something like, “We have just discovered there is a large sporting event in the area, so we are unable to block hotel rooms. So my advice is to book something as soon as possible”.

I’ve never heard of having to arrange transport for guests, but then I’m in Australia and tradition might be different where you live.

Post # 6
595 posts
Busy bee
  • Wedding: July 2015

I literally booked transport yesterday. My venue is 15 minutes away from my hotel. I’m providing 2 limos for girls/guys in my Wedding Party, along with a 40 passenger limo bus for family and SOs of our Wedding Party. The 2 limos will be done after we arrive at the venue (ceremony/reception same location) and the bus will stay on as a shuttle to/from the hotel. This way family with kids or friends that can’t drive have safe transport back to the hotel throughout the night. It was slightly expensive, but at least I know I’ve hired a designated driver for the night. 


Post # 8
595 posts
Busy bee
  • Wedding: July 2015

AdaLee:  I believe the bus (430-1am) was around $1700. But, if you go a little smaller than the 40 passenger it could do multiple trips and be a little cheaper.

Post # 9
612 posts
Busy bee

I would contact hotels further out and see if you could get a room block for those, then recommend good transportation co.s to your guests. You are doing a service for your guests blocking rooms for them and usually blocks come with discounts, so that is an extra perk. None of that is mandatory of you.

I have gone to plenty of weddings where I had to drive myself from the ceremony location to the reception location accross town, no transportation provided. I didn’t mind and I sure did not expect it from the hosts to provide it to me.

Look into some further out. Do what you can do, provide some recommendations, then move on. Don’t panic, your guests will be ok.

Post # 10
2191 posts
Buzzing bee
  • Wedding: May 2013

a few things…

#1 find the next closest hotel and get a block NOW – the more people who book the sporting event the more the prices will go up and the harder it will be for people to get a room. I don’t want to stress you but this is very time sensitive and your guests will generally not have the foresite (and will end up annoyed with you). Be VERY careful with your contract – do you have to pay if you don’t get all the rooms reserved? is there enough rooms blocked? when does the rate go up? any special things ie 2 day minimum or higher parking fee

#2 plan on budgeting for a shuttle bus….for only 20 ppl you can usually do some sort of mini-bus thing but its likely going to be in the $1000 area

#3 consider that it might be less expensive to find a hotel further out (say 20-30 min) since if you have a bus it doesn’t really matter but the room rates might be very different

#4 Finally I woud have relatives call up the close hotels and ask to get on the waiting list ASAP – a lot of times people think they will be able to go to an event but as it gets closer they can’t so they cancel… if you are first on the list then you will get those rooms as people drop out. I have been to many festivals and concerts where 1 yr out all the rooms are booked but 1 week from the event there are rooms available

Post # 11
1913 posts
Buzzing bee
  • Wedding: September 2014 - Dallas, TX

We are hiring a 21 person shuttle to transport guests to the church, which is about 20 minutes away, and back to the reception site which is right next to the hotel.

Post # 14
5161 posts
Bee Keeper
  • Wedding: June 2014

AdaLee:  We booked with a company that allowed us to do 2 hours at a time. So we had it from 3:30-5:30 and again from 11:30-1:30. It worked out perfectly and only cost us about $600. 

Are you having a gap between the church and reception? I think if you are, you can get away with only providing transport from the hotel to the reception and back.

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