Guest shuttles between venues
A wedding itinerary may need transport from the ceremony to a separate reception, or several collections before guests arrive. Give us both venue addresses, the times guests must be there and any access instructions from the venue. A rural entrance or restricted turning area needs to be understood before choosing the transport arrangement.
Decide whether everyone travels at once or in a planned sequence of runs. Include supervising adults for children and any guest who needs to stay with a companion. Transport should support the event schedule rather than leave a planner working out passenger allocation during the ceremony or photographs.
Hotel runs before and after the celebration
Send the full hotel addresses and the number joining at each property. Similar hotel names and multiple entrances can cause avoidable confusion, so agree where guests assemble. If some guests are arriving at Gatwick first, give their flight and terminal details separately rather than blending the airport arrival into a hotel collection time.
For the outward run, leave enough time for guests to arrive and settle before proceedings start. For the return, decide which hotel receives which passengers and whether additional home addresses are required. A venue-to-hotel booking should not be treated as including a different set of drop-offs that has not been agreed.
Late returns with a clear departure plan
An evening return works best with a time, assembly point and reachable organiser agreed beforehand. Tell guests the transport plan through the wedding's own communications, and nominate someone who can confirm they are ready to leave. If there are separate early and late departures, include both in the itinerary for review.
Do not assume an open-ended collection after the last guest decides to leave. A changed finishing time may affect the transport arrangement, so discuss revisions with us. We quote the actual schedule and do not invent a standard waiting policy or deposit for every wedding booking; the written quote provides the relevant conditions.
Planning timeline: what to send
Start with the date, venues, approximate guest total and the hotel or home pickup pattern. As your plans develop, send the ceremony arrival deadline, reception timings and proposed returns. Where the vehicle needs to wait, carry equipment or make repeated runs, make that explicit so the operating requirements can be reviewed.
Before booking, check the written itinerary and identify who can approve changes. Once guest arrangements are settled, confirm the final passenger allocation, luggage and practical accessibility needs. Keep a copy of the travel instructions with your planner or nominated contact on the day. We do not promise a fixed lead time or response deadline that may not suit every booking.
Older and less mobile guests
Ask guests what practical help they need rather than assuming age alone determines the vehicle. Consider steps, walking distance at the venue, wheelchair equipment and whether a companion needs to travel alongside them. Our wheelchair accessible transport service explains the information needed to plan a suitable vehicle.
Share practical access requirements with the guest's permission, not a detailed medical history. Check that the venue can support their arrival; vehicle transport and assistance inside the venue need separate arrangements.
MPVs, minibuses and coaches
Instant group pricing uses one MPV for 1–8 passengers and two MPVs for 9–16, travelling together under one booking. Two vehicles mean separate cabins, so decide who travels together and confirm the luggage. Groups of 17–32 receive a callback; larger wedding parties and coach journeys are quoted individually.
A single minibus or coach is arranged through a licensed partner, with the PSV operator's name and licence number on your quote for vehicles with nine or more passenger seats. National Transfer LTD holds Crawley Borough Council private hire operator licence OP297, not a PSV operator's licence. The arrangement is managed by us, with operation provided by the named partner.
One enquiry for the full wedding schedule
Use the form to describe the guest movements rather than only the main venue. Add return timings, vehicle preference and a planner's organisation if relevant. An initial enquiry lets us review suitable options; confirm the written quote and booking terms before telling guests that the transport is booked.
Minibus and coach journeys are arranged through licensed partners. For vehicles with 9 or more passenger seats, the journey is operated by a partner holding a PSV operator's licence, and we confirm the operator's name and licence number in writing on your quote.