The vineyard houses and countryside venues of Urla offer a wonderful setting for weddings, but most of them lie outside the town centre, along country lanes. Limited parking, finding the way in the dark and alcohol being served together make guest transport one of the most critical items in a wedding plan.
1. Turn the guest list into a transport list
Divide the invitation list into three groups according to transport needs:
- Guests from out of town: They may need an airport meet-and-greet and a hotel transfer.
- Guests staying in Urla hotels: A return shuttle between the hotel and the venue.
- Guests arriving in their own cars: No transport needed, though offering a late-night option is a thoughtful gesture.
2. Fix the pick-up points
If guests are staying in different hotels, set 1–3 pick-up points instead of collecting from each one separately. This shortens the shuttle time and reduces the risk of delays.
3. Work out the number of vehicles
An example calculation: for 40 guests arriving at the venue by transfer, two Sprinters plus one Vito VIP for the couple and their families is a good starting plan. Exact capacity depends on the vehicle layout; once you tell us your guest numbers, the plan is settled in the quote.
4. Timeline
| Time | Flow |
|---|---|
| 60–90 min before the ceremony | First shuttle from the hotels |
| 30 min before the ceremony | Last guest shuttle, arrival at the venue |
| Late evening, first return | Families with children and those leaving early |
| Late evening, last return | Remaining guests |
Planning two separate return runs means those who want to leave early and those who want to keep celebrating are not squeezed into the same departure time.
5. The wedding car and the photo schedule
Plan the wedding car separately from the guest shuttles. Draw up an hour-by-hour schedule for the preparation point, the photo stop and the arrival at the venue, and take into account the sunset time your photographer recommends.
6. Communication
Send your guests the following by invitation or message:
- Pick-up points and shuttle times
- Times of the return shuttles
- A contact number that can be reached on the day
Checklist
- Are the guest numbers and pick-up points confirmed?
- Do you know the venue’s vehicle access and parking arrangements?
- Have the return shuttles been announced to the guests?
- Does the wedding car schedule fit with the photographer’s?
To begin planning, take a look at our wedding car and event and group transfer pages.
