Weddings 101: Transportation + Valet

Transportation may not be the most glamorous part of your wedding planning but we are here to help make it as easy as possible! Transportation is one of those should I {or shouldn’t I} line items on the wedding budget so we have mapped out the ultimate guide to ensure you and your guests arrive to your wedding fashionably on-time {and have a safe ride home!}! Couples love the idea of unwinding with their wedding party between the wedding and reception, but transportation is also extremely helpful if you are planning to take off-site photos.  Your timeline can quickly derail if everyone drives separately and having a vehicle that can accommodate your photographer and videographer alleviates the need and delay of finding parking.

Guest transportation and/or valet services are greatly appreciated by guests, but it is certainly not expected and often comes down to whether there is room in the budget.

Before you can get a single quote, you need to clearly outline your needs for the day. 

1. Consider the day and who needs transportation
2. Outline the timing, routing and passenger counts for each vehicle
3. Contact two booking companies to obtain quotes

Group Transportation - Considerations in Selection

1. Flexibility in bookings – some companies don’t allow you to cancel or downsize the vehicle.  Often times, you don’t know how many guests you will have at a hotel until a month out from the wedding, so you don’t want to get caught with a larger vehicle than you need.
2. Vehicle minimums – the larger and more popular vehicles have a minimum number of contiguous hours you can book, so think about how to manage this and get the most from your rental
3. Conversely, some vehicles are less expensive if you book them for the entire day than if you book two separate time slots.  Thoroughly explore your options.
4. Ask about the age and condition of the vehicles.  Smaller companies get their fleet as discards from the larger companies, so if you are interested in a lesser known company, go and physically look at the vehicles
5. Hourly rates are just the start.  Gratuity is always added on and there may be other fees as well. Be sure you get all-inclusive bids.

Valet

Of course, not every guest stays at a hotel, so you may want to consider valet services for venues with limited or strictly street parking.  When calling for estimates, pull together the following information in advance:

1. Timing of event and flow of guests (will all be arriving at once?)
2. Total attendance
3. Expected number of cars
4. Ending time of event

Be sure you get estimates that contain all possible expenses:  staffing fees, hooded meter fees, service fees/bonding fees, parking fees, gratuity and tax.

Lastly, be sure to provide the hotel with letters to guests which outline transportation details and also clue in the hotel bell stand and venues so they are not surprised when a large bus or valet stand pulls up!

If you prefer to have someone else take the reins on this {not so fun} process, the Style-Architects Wedding Team is happy to provide these services for you!