Group Wedding Transport Tips When Booking

Nobody has to think about how we get from point A to point B daily. We hop in the car, consult the local bus and train schedule, and drive to our appointment location. Regarding the day of your wedding, you must make extra meticulous preparations for the transportation arrangements.

We have compiled a list of the most important aspects to consider when hiring transportation for your wedding so that you can be certain that you have reserved a safe, dependable, and viable vehicle (or vehicles) for your special day. 

Group Wedding Transport Tips

Butts In Seats

To begin, you need to make a preliminary estimate of the number of passengers that will be riding the bus or coach. Is it for all the wedding guests or just a certain group, such as guests from other countries? Local guests might not take advantage of this deal. However, overseas guests are more likely to take advantage of it. The smallest coaches have 12 seats, and the largest has 57. The seating capacity of coaches ranges from 12 to 57. However, buses have a combined standing and seating capacity of up to seventy passengers. 

Bus Or Coach

The advantage of taking the coach is that it is typically more comfortable than other modes of transportation, as it features amenities such as air conditioning and curtains. On the other hand, their costs are typically higher. You are not permitted to stand in the aisle when they are in transit. 

The rule of thumb about the capacity of buses is that they can seat seventy individuals. Because of this, we can accommodate 70 people, with 43 people seated and 27 standing. To cut costs and reduce the size of your wedding party, having only a few people stand during the ceremony may be worthwhile if the destination is close by. 

It is not recommended to do this when travelling for a significant amount of time, such as thirty minutes or more. Nobody wants to be forced to stand for that time in their suit or dress inside a crowded bus. Unlike coaches, buses, which typically do not have air conditioning, do not provide passengers with the same level of comfort. 

Never Assume The Bus / Coach Is White Or Has A Wedding Bow

You will find that the websites of many different transportation firms feature photographs of a white bus or coach decorated with a large novelty wedding bow in the front. The truth is that this was stolen from a wedding that one of our prior clients attended. Unless otherwise stated, they will not offer a bow for the wedding. Also, ensure that it is crystal clear when you make your reservation that you want a white bus or coach (if that is the colour you favour).

After a few years of experience in the transportation industry, I have observed many married couples making that assumption. Many people were annoyed when they were assigned a bus that was either yellow or blue. 

Although transportation companies will typically provide white vehicles, these vehicles might be reserved as part of a general booking, and mistakes can occur (unless they are specifically requested). If you want a white wedding bow like the one in the picture, you must go to a craft or fabric store, purchase approximately 10 metres of white cotton, and then knot that cotton into a large bow. Then, you will need to find some white (or silver) duct tape, cable ties, and someone to attach to the bus in advance. 

Planning The Route

When people rent a bus or coach, they often have the misconception that operating it is as easy as driving a car. The fact that these are large vehicles means that they cannot travel down every street in every neighbourhood. It may be because of a physical impediment (such as a low-hanging bridge), the road surface, or the width, which can affect their speed. 

As a rule, you should add thirty per cent of the time for them. Therefore, if a trip will ordinarily take you 30 minutes by automobile, add 10 minutes to that estimate as an example.

Additionally, picking up and dropping off visitors can take up to fifteen minutes, considering the time required for everyone to enter the vehicle and find a seat. Talk to the transportation firm you hired to get some useful pointers from them. 

The last thing you want to do is assume that a trip during which you will be collecting everyone up will take forty-five minutes. But in all seriousness, taking everything into account, it will take around an hour and a half. 

Mention It Clearly In The Invitation

One piece of advice about wedding transportation for large groups is to ensure the relevant information is prominently shown on the wedding invitation. It can be done as an additional insert if necessary. 

Someone will always claim they were kept in the dark, even though you diligently briefed them on numerous occasions. Make it abundantly clear that you intend to rent a vehicle, along with the date and time of your arrival and any other pertinent information. 

6 Great Tips for Booking Wedding Transportation

1. Timeline

You do not need to know every minute aspect of your wedding day down to the second, but you will need to plan how much of your day will be spent and where it will take place. For instance, where do you get your hair and makeup done, and what products do you use? At a different location, will you have a "first look" or take photographs of the bridal party? All of these are potential elements that will influence how you get about. Ask your photographer for assistance if you are having trouble estimating how much time you will require for those all-important "shutterbug" moments. Make sure that your timeline has some wiggle room in case an emergency occurs at the very last minute, such as a member of the wedding party or a vendor arriving late.

After you have a general idea of when things must be done, it is time to start looking into different rental firms. You should start your search approximately four to six months before the big day, but you may make reservations quite a while in advance. 

Bonus tip: If your wedding is going to take place during prom season (early April to mid-June) or on or around a big holiday such as New Year's Eve, you should begin your search for transportation as early as possible because rental firms may be swamped with bookings during those times. Start your search as early as possible if your wedding will occur during prom season. 

2. Budget

Your budget has determined everything from the centrepieces to the dress you'll wear down the aisle on your wedding day, and transportation is not an exception to this rule. When scheduling your contract, consider the cost per hour, the price of mileage, and the distance that must be travelled from one location to another. Most businesses will charge you for at least three to four hours, with prices ranging from $50 to $300 per hour based on your location and the type of car you leased.

Bonus tip: Enquire about seeing the limo (or other vehicle) in person to determine whether or not it has sufficient space for you and your bridal party to travel in luxury! You must check the functionality of the air conditioning if your wedding is scheduled to take place during the warm summer months. 

3. The Fine Print

Let's get down to business now that you've figured out what your requirements for transportation are and have a clearer notion of how much it'll cost to meet those requirements. You should obtain a formal agreement that details the following terms of service: total cost, deposits required, refund and gratuity policies, arrival and departure locations, pick-up/drop-off times, the precise models of the vehicles you've selected, and the overtime rate per hour. It will provide you with an increased sense of calm and ease!

When you are ready to put your signature on the dotted line, you must enquire about "all-inclusive pricing," which must always include the total cost of the trip but may not necessarily include taxes. 

Bonus tip: Remember to check that your driver has a licence and insurance before you let them drive your vehicle! You can get additional information by contacting your community's Public Utilities Commission. 

4. Prepare Yourself

You know how, like a busy little bee, you've been fixating on planning your schedule, right? Send it to your transportation provider by fax or email, together with all the relevant directions, including alternate routes, in case of traffic congestion at an inopportune moment. It is also a good idea to provide your bridal party with the itinerary and any important phone numbers they may need to have on hand throughout the wedding. 

Bonus tip: You should always call the bride! Make sure that your maid of honour or wedding planner (if you decide to hire one) gets all of the receipts and contracts and any contact numbers they might require. It is also a good idea to let the company providing your transportation know to get in touch with them if they have a question or if there is a problem on the day of the wedding (for example, the car you originally requested breaks down, and they need to send another one). 

5. Get Creative

When it comes to weddings, the mode of transportation is always one of the things that I find most interesting. Think about wedding trolleys, school buses (ideal for educators! ), or even a horse-drawn carriage for the ultimate fairytale experience if limos aren't your thing or if you want to splurge on something unique for you and your groom on your big day. Limos are only for some; if you don't want to, you can always choose something else. 

Bonus tip: On the day of your wedding, if you want to take your groom by surprise, consider renting the car he has always wanted to drive to the ceremony. 

6. Go the Extra Mile

Consider the possibility that some of your loved ones will want to depart the party at eleven o'clock at night rather than continuing the celebration until two in the morning if you will provide transportation for out-of-town guests. Suppose your finances could be higher, and you cannot afford two separate modes of return transportation. 

In that case, you may enquire with a family friend about the possibility of carpooling. It's always a great gesture to show appreciation to the people you care about by giving them a token of your appreciation as a small gift.

When my fiancé and I were reserving our venue, one of the things we took into consideration was whether or not our bridal party would require return transportation. If this is not an issue for you, you should consult with your family members, maid of honour, or event planner, if you have one, and ask for other options. After they have spent the entire day (and night!) celebrating your love, it is considerate of you to think about your bridal party's needs. 

Bonus tip: When exploring neighbouring hotels, it is important to ask whether they provide complimentary shuttle services to bring hotel guests back to their rooms after the wedding has concluded. In addition, it is a good practice to supply visitors with a list of local taxi companies if they consume too many alcoholic beverages and become unsteady on their feet as a result. 

Expert Advice On Booking Cars For Your Wedding Day

WHO DO YOU NEED TO BOOK TRANSPORT FOR? 

For the big day, it's important to have a specific personal touch and a transit experience that goes off without a hitch. For the Bride and Groom, we provide a selection of VIP saloon cars, principally Mercedes E and S Classes. For the wedding party, including pages and flower girls, we recommend the Mercedes V Class. We have a fleet of Mercedes sprinters for the extended bridal party, each outfitted with privacy glass, charging stations, refrigerators, and televisions.  

WHEN DO YOU NEED WEDDING TRANSPORTATION ON THE WEDDING DAY? 

We have a lot of requests to offer a car for the bride and her father to ride in while they attend the ceremony, and we are happy to accommodate those requests. After the ceremony, the bride and groom are driven to the reception in the same vehicle. This tradition is common in traditional weddings. 

In addition to this, we have everything necessary to transport the complete wedding party. We are the ideal companion for a short or long ride to where the bride and groom will be staying for their honeymoon or to an airport where they will be departing for their honeymoon. 

WHAT ARE THE ADVANTAGES OF BOOKING A LUXURY CAR SERVICE LIKE PRESTIGE? 

Despite being in business for the past four decades, we have never compromised our commitment to customised service. We have a core fleet of drivers who are very familiar with the requirements necessary to put on a lively display on the wedding day.  We can modify our service to the requirements of life's milestones. 

Because our allocations are made hours or even days in advance, you will be aware of the arrival time of the drivers and the car they will be driving. Furthermore, you will be given the drivers' contact information to communicate directly with them. 

ANY TIPS FOR MAKING TRAVEL ON THE DAY FUN? 

We can serve refreshments within the vehicle, such as champagne and balloons, and we are also able to decorate the vehicle with a sign that reads "Just Married" and wedding ribbons. The booking process may be extremely individualised, right down to the Champagne or beverage preferences of the customer. Water is included as a regular amenity. 

WHEN SHOULD YOU BOOK? 

We take great pleasure in being an executive chauffeur pre-booking company. Although most brides and grooms are incredibly organised and book our services months in advance, we remain available if any last-minute modifications or additions need to be made to the wedding transport roster.  

5 Things To Consider When Booking Wedding Transport

What is your financial situation?

When it comes to deciding on transportation for your wedding, your finances will be one of the most essential factors. You and your future spouse need to consider how important it is to have transportation on your wedding day before you can move on to the next step of your research. 

There are various wedding transportation providers, and their vehicles range from simple and affordable to lavish and expensive. From state-of-the-art limos to antique and vintage automobiles, coaches, and even more unique and out-of-the-ordinary choices like a campervan! 

When preparing a wedding, there are many costs; therefore, if transportation is high on your priority list, you may need to be flexible in other areas of the planning process.

Research the many options accessible in your area to understand better the kinds of automobiles that fall within your price range. Also, ask your family and friends if they know anyone who owns the vehicle (or vehicles) of your dreams and if that person would be willing to give you a ride for an affordable price! 

How many individuals will require transportation?

The number of people who will need transportation on the wedding day is another key factor influencing your option for wedding transportation.

It's possible that the only thing on your mind right now is getting the bride, groom, and bridesmaids to the venue. If this is the case, you won't need to rent more than one vehicle to make the necessary trips to and from the location. You need to determine whether or not you will offer transportation to any of your guests. 

If this is the case, you will need to think about renting a larger vehicle, such as a coach or a limousine, and you will also need to decide if you will be providing transportation for the entirety of the day or if it will be limited to moving people from one site to another. 

We at Centaur Travel specialise in wedding coach hire so that you don't have to worry about whether or not all of your guests will make it to the ceremony and reception on time. Let us take care of that for you! You may also charter a return coach, ensuring that your guests will be fine with cutting their time at the party short or having to drive themselves home. Our services for hiring a group coach are available to assist you in unwinding and enjoying your celebration refinedly. 

How long will your travel last?

The distance that separates where you will be staying before your wedding and the ceremony's location will impact the kind of transportation alternatives available to you, in addition to the cost of renting a private vehicle.

If you will be staying a significant distance from where the ceremony will take place, it is unlikely that you will be able to hire a horse and carriage for the occasion. Similarly, if you are considering hiring a vintage car for your wedding day, you should ensure that it has a history of dependability. After all, you want to avoid showing up at your wedding location in a tow truck! 

Is there a backup plan in place for the transportation company?

Despite the number of pre-planning and service inspections that a transportation business does, there is always the possibility that a vehicle will experience a breakdown or an accident on the day in question. We suggest contacting the company that will be providing the transportation for your wedding to enquire about the contingency plans they have in place in case of any issues on the big day. 

If your vehicle breaks down, do they have another one available for you to use? If your driver becomes sick, do you have access to another driver for that day? You need to put all of these preparations in writing before your big day to be prepared for anything that may come your way. 

At Centaur Travel, we have a devoted crew that guarantees to get you where you need to be at the cheapest price. Because of this, let us take care of the logistics and relieve some of the stress that you are experiencing. 

Do you want the vehicle to be decorated?

If you want to add decorations to your wedding transportation to maintain the theme of your wedding, check with your service provider to see if this is something they will allow or can do for you. It is something you should do to keep with the theme of your wedding. 

Tin cans are traditionally fastened to the bumper of antique cars or motorcycles on the wedding day of many couples because they want the gesture to represent the beginning of their new life together after they have tied the knot. You want to determine whether your transportation provider can accommodate such requests.  

Summary

So you have settled on the idea of employing the services of a group transportation company for your wedding. The plain and simple truth is that this is an excellent example of a solution that is quite practical for some weddings. It needs to be addressed more extensively than the bridal party transportation and the possibilities that pertain to it. 

Today, we looked at some helpful hints for group transportation to weddings. We went through several things to look for when selecting the proper vehicle for group transportation to a wedding for your special day. We offered some advice on how to convey to your guests the information that they are offered this choice in their accommodations.