The saying “God is in the details” could not apply more to events. Guests observe and appreciate even the little details, and that includes the moments before they arrive at an event. One of the crucial aspects that will determine an affair’s success is whether the guests arrive comfortably, safely, and most importantly, on time!
If you’re going to transport your guests or bridal party to and from the venue, here are some do’s and don’ts to keep in mind:
- Don’t be fooled by distance. It may be a short distance from your meeting point to the event venue, but getting from point A to B depends on a few other factors. Consider the time spent for guests to find the meet-up point and load the vehicle, and the greatest obstruction of all – traffic! Also do some research on local events or other happenings that may be the cause of road closures during your event date.
Tip: Use a GPS app like Waze to measure the usual travel time and road traffic from the loading point to your event.
- Do provide a standby vehicle. As ready as you are for the event, Murphy’s Law may strike and attack your mode of transport! In case of accidents or any unforeseen events, reserve a standby vehicle. It would be a disaster if your only vehicle breaks down and guests don’t make it on time.
Tip: Ask your transport vendor if they can provide a back-up for a fraction of the price. If you have a big party and your budget will allow, hire a company to run shuttles to and from the venue at specific hours. Booking more than one vehicle with a single vendor may save you money!
- Do know your guests. There’s nothing more awkward than having to sit in a cramped vehicle with people you don’t get along with, so don’t let your guests suffer this! Aside from their relations with others, things to consider include medical conditions (do they suffer from motion sickness?) and their schedule post-event, such as if they are flying out right after the celebration.
Tip: Group guests with the same age-group and interests together. This gives guests an easier time to get social, especially if it’s a long trip.
- Do provide extra seats. Providing extra seats assures that there is space for more guests to be added to the list at the last minute. If you’re strict about your guest list, extra seats also allows for some wiggle room, so your guests can move around and mingle with colleagues.
Tip: A ten-percent seat allowance on top of the confirmed guest list makes a good buffer.
- Do make it personal and comfortable. Make the road to the event just as memorable as the event itself with some personal touches. Try putting together a playlist to get the guests in the right mood, having the driver ask if they are comfortable with the car temperature, and perhaps having some snacks ready.
Tip: Give them a glimpse of what to expect at the event by providing an itinerary card, or an audio clip to be played in the vehicle.
Here’s to a smooth sailing event!
(Image Credit: Bride Box)
