Post # 1
So my mom offered to call some hotels near our reception venue to block off rooms for our guests. I am estimating that 20ish guests will need a hotel room. She makes the call and the first hotel told her sorry, but they were completely booked the day of our wedding and hung up. Then she called the next hotel and they didn’t have any rooms for a block either – my mom was like “what the heck is going on?” How are there zero rooms?! Well it turns out a huge sporting event (that spans several days) is going on ohhh right in the vicinity of my reception site (just annouced 3 weeks ago apparently). The hotel woman explained that we wouldn’t have any luck booking any rooms nearby and that we should expect the area to be very busy and crowded (just.freaking.great).
Now our option is a hotel further away. In that case, I am really going to have to figure out transportation. The 2 hotels I wanted to block are directly across the street from the reception so it would have been perfect. Now, I am trying to determine how to transport guests from whatever hotel I can find to the church. And then from the church to the reception. And then the reception back to the hotel. I am ready to lose my mind!!
What do you bees think about providing transporation? Are you providing transportation? If so, are you providing it for each location change? This is just a big headache and I have sooo much going on. Starting to get overwhelmed with the process! Okay, thanks for letting me vent and thanks in advance for your thoughts!!
Post # 2
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
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
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 # 5
BooWood: I have thought about calling some cab companies and having them wait outside of the ceremony and reception site for guests. Would rather provide the transportation though.
missoptimism: Unfortunately the other hotels don’t offer a shuttle :/ I will look into limo buses just hoping it won’t be too expensive.
Ugh what are the chances of this stupid thing being the week of our wedding! It has never been held in our city – until next year ughhh
Post # 6
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 # 7
MrsBagel: hmm I guess I should look into the bus. We would need it from like 430pm to after midnight so I don’t even want to know what the cost will be.
I’m trying to contact people and see how many would actually be needing a hotel room.
Post # 8
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
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
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
- 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 # 12
Omgosh thank you all so so much for your suggestions! I’m so glad I signed up on the bee, everyone is so helpful :]
So after talking with some of our out of town guests and listening to your suggestions, we think this might work out okay (cause, yano, I’ve been freaking out). We found out that several of our guests were actually planning to drive in for the wedding, rather than fly. So they will have transportation and don’t mind driving at all which definitely helps.
We also found a hotel right across the street from the airport that we can block (about 20 minutes from reception) for those who are flying. We are waiting to hear back from a hotel that is by our reception site to see if they have any rooms to block. I am planning on telling my guests that we have a block at the hotel by the airport, but if they would rather have a hotel by the reception, to book online at either of the 2 hotels I was going to block (individual rooms are available).
If it’s going to be 5-10 people flying in, I don’t think I will get a whole shuttle. Most people have family here anyways so I’m thinking people might carpool. If it was like 15-20 people needing transportation then I would do it. What do you guys think about this so far?
We haven’t sent out our save the dates yet – our photographers are taking quite a while to get us our engagement pics back – so I was going to put our wedding website link on there. Then on the website I will explain in more detail about hotels. Or should I contact everyone right now? I don’t know. How does this all sound? It’s all swirling around in my brain and I have a headache now lol
Also, the one lady at the hotel told my mom that Friday (the day of our wedding) will be the biggest day of the whole stupid sporting event and that it will be packed downtown. Not what I want to hear at all. Totally out of my hands. Wish they would have annouced it sooner because I would have picked the week after!!
Post # 13
Wow sorry that was a long reply, didn’t notice!
Post # 14
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.