Planning transportation for your wedding guests is a crucial aspect of ensuring a seamless and enjoyable experience for everyone involved. Here’s a comprehensive guide on how to plan a wedding shuttle.

1. Book as Early as Possible

Booking your transportation services should take place at least 6 to 8 months in advance which provides you with a plethora of options in terms of date availability. This early booking also allows your guests ample time to familiarize themselves with the transportation options available for your wedding. Avoid transportation brokers and book directly with a legitimate bus company. Brokers are notorious for leaving passengers stranded. They do not own any buses and just add a fee to do the same thing that you can do yourself. While looking for bus companies check their safety score at https://safer.fmcsa.dot.gov/. All legitimate bus companies will be searchable on this platform.

2. Add Transportation Information to Your Website/Invitations

Create a dedicated section on your wedding website, such as FAQs, to inform guests about the transportation options provided. Be clear and concise in guiding them on how to find more information, reducing any potential confusion. Incorporate this information into your invitations and direct guests to travelvarsity.com for additional details.

3. Don’t Overfill Your Vehicles

Ensure a comfortable ride for everyone by calculating the number of guests requiring transportation and adding a few extra seats to account for potential stragglers. If anyone requires a wheelchair lift. Make sure to request that. By law all bus companies are required to have a bus with ADA capabilities or work with another company to provide that.

4. Schedule an Early Return Option

Consider offering an early return option. This minimal additional cost allows guests with young children or elderly attendees to depart slightly earlier, accommodating those who wish to stay until the late-night festivities.

5. Work/Communicate with Your Hotel(s)

Coordinate with the hotels where your guests will be staying, informing them of the shuttle service provided. Hotels can assist by reminding guests of shuttle times, ensuring a smooth transportation process.

6. Understand and Review the Contract Terms and Conditions

To avoid unexpected fees, inform your guests in advance about any potential vomit/cleaning fees. Review the off-road terms with the company and  confirm your venue’s charter bus friendliness. Additionally, consult with both the venue and charter bus company to address any concerns and prevent additional charges for delays or exceeding booked hours of service.

By following these steps and partnering with companies like Varsity Travel in Winchester, Virginia. You can ensure that the transportation aspect of your wedding is well-organized, stress-free, and tailored to the needs of your guests. For more information, visit travelvarsity.com.


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