By John Hans | Photography by Lisa Tilley, Tilley Photography
One critical aspect of any special event, and one that is easily overlooked, is transportation. Getting everyone where they need to be on time with minimal stress is essential.
HERE ARE FIVE TRANSPORTATION TIPS TO HELP MAKE YOUR EVENT A SUCCESS:
1. KNOW WHAT YOU ARE TRYING TO ACCOMPLISH
Whether you’re planning for a wedding, prom or other special event, know what you want to accomplish and pick the correct mode of transportation. Each transportation type, from a private car to a limousine or bus, has its own use. For instance, taking the wedding party to the church or reception in a bus can be a wise choice, as it keeps the group and spirit of the event together. A unique vehicle is best suited for the bride and groom, and a sporty convertible is well suited for homecoming or another event where you want to be seen.
2. DON’T DELAY
As with most events, after you have determined your needs, contact the transportation company and book early. Nothing puts a well-planned event into a tailspin as fast as finding out your first choice of vehicle is not available on your date. We are now booking some wedding events in 2025, so plan ahead.
3. BE MINDFUL OF YOUR GUESTS’ SPECIFIC TRANSPORTATION NEEDS
For instance, consider seniors and their needs, as well as children and those with mobility challenges. It may be helpful to offer certain guests different times or modes of departure.
4. PLAN YOUR BUDGET
Unique cars, limousines and buses can get expensive. Once you have determined your transportation needs, request the prospective vendors’ hourly rates, accounting for overtime, fuel charges and gratuity. Ask each vendor how and when he or she wants to be paid. Know what your expenses are up front so you are not stressed.
Consider, too, that not all weddings or events require rental vehicles. If you are working with a limited budget, ask family or friends if they can transport some of the guests.
5. HAVE A PLAN B
Any motorized vehicle can break down on the day of your event. It is best to have a backup plan for transportation so you can enjoy the day with minimal stress. Your backup plan can be simple and include friends, family or a standby vendor. The idea is to know that whatever happens, you’ve planned well enough that your event will proceed like a well-oiled machine.
You have put in all the hard work of planning your event, not to mention the expense of creating something that is unique to you and your guests. Above all, don’t forget to have fun!
John Hans is vice president of transportation with ACAR Wedding & Event cars. Reach him at (228) 617-6660.