Weddings · guest logistics
Wedding transfers that follow the run sheet
The couple has enough moving parts. Guest transport — especially the guests arriving by air — should be one decision, made once, then invisible.
Our wedding work starts at the airport: interstate family landing Thursday, the overseas contingent scattered across three flights on Friday, the best man cutting it fine on Saturday morning. Each pickup is booked against a real flight number and tracked — so a delayed leg reshuffles the driver, not the family group chat.
Around the day itself we run the unglamorous essentials: hotel-to-venue shuttles timed to the ceremony, people movers for the bridal party's families, the luxury van where presentation matters, and end-of-night runs that get everyone home without a car-park negotiation at midnight.
The practical way to arrange it: request a fare for one leg on the booking page and leave your name and mobile. When we call you back, tell us the guest numbers and dates, and email the flight list and run sheet to bookings@wsitransfers.com.au. We'll come back with a schedule, fixed fares for every leg, and one point of contact for the week.
What should the couple send us? #
Two documents and one contact. The guest flight list — names, flight numbers, arrival dates, and where each group is staying. The run sheet — ceremony time, venue addresses, when the venue wants guests seated, and when the reception ends. And one contact for the week who is not the couple.
We come back with a schedule, a fixed fare on every leg, and one point of contact. Each leg is quoted and paid as its own trip, so a change to Friday's airport run doesn't disturb Saturday's shuttle. Airport legs are arranged against real flight numbers and tracked, which means a delayed aircraft reshuffles the driver rather than the family group chat.
When should guests be picked up for the ceremony? #
Work backwards from the time the venue wants guests seated, not from the ceremony start — they are rarely the same, and your venue or celebrant will tell you the difference. Then add loading time. Ten guests in heels, with hats, gifts and a pram, take longer to get into a vehicle than one traveller with a bag.
A shuttle cannot leave until the last guest reaches the kerb, so give the coordinator two times: a departure time and a hard cutoff. At the cutoff the vehicle goes and stragglers make their own way. That is kinder than fifteen people missing the ceremony because of one.
Guests flying in from interstate or overseas #
Arrange every arrival against its flight number so the pickup follows the actual landing time. International arrivals need clearing time before anyone reaches the kerb — immigration, bags, biosecurity — so build in noticeably more than a domestic arrival, especially for older relatives moving slowly.
Which airport matters. Sydney Airport splits arrivals across T1 international and T2/T3 domestic, and it has an 11pm–6am curfew, so scheduled flights don't operate overnight. Western Sydney International, which opens to passengers on 25 October 2026, is one integrated terminal for domestic and international and has no curfew, so from that date a wedding weekend can include an overnight arrival. Guests who land the day before cause fewer problems than guests who land the morning of. Say so on the invitation.
Multiple pickups from different hotels #
There are two ways to do it, and the trade-off is time against vehicles. One vehicle looping between hotels means fewer vehicles and an earlier first pickup, with the first guests aboard the longest. Several vehicles leaving at once means a later start and everyone arriving together.
Group by suburb, not by relationship. Guests in the same area share a vehicle; the aunt staying twenty minutes the other way gets her own leg, not a detour that makes everyone late. Name the pickup point precisely in the special-instructions field — "hotel lobby" is not enough at a venue with two entrances and a porte-cochère that fits one car.
End-of-night runs #
Arrange them before the day, not from the dance floor. Reception finish times slide, so stagger the departures: an earlier run for guests with young children and elderly relatives, a later one at the actual finish. Nobody negotiates a fare at midnight in a car park, because the fare was confirmed weeks earlier.
Child seats need declaring when you request the trip, not on the night. The NSW road rules set out which restraint a child needs by age and size, up to age seven. Tell us each child's age up front and the seat is fitted before pickup — a family that mentions a toddler at 11pm cannot be accommodated safely. The same goes for wheelchair access and anyone travelling with a pet.
What to hand a transport coordinator #
One page they can hold in one hand while wearing a suit. Not a spreadsheet on a laptop, and not a thread of screenshots.
- Every leg in time order, with the pickup time we confirmed for it.
- The pickup point and time for each vehicle, with the hard cutoff written beside it.
- Passenger count per vehicle, and the name of anyone with a child seat, wheelchair or pet arranged.
- Our email address, bookings@wsitransfers.com.au, and one mobile number for the coordinator.
- The deadline for changes — plus-ones, drop-outs, cancellations — and who is allowed to make them.
Common questions
How far ahead should wedding transfers be booked?
As soon as the ceremony time and venue are locked, even if the guest list isn't final. The schedule is built from times and addresses; guest numbers can be adjusted afterwards. Airport legs can wait until flights are booked, but send the run sheet early — the ceremony timing is what everything else is planned backwards from.
Can one booking cover several vehicles?
Each vehicle is quoted, confirmed and paid as its own trip with its own fixed fare, and they share one plan. That sounds like more admin but it is much safer: a delayed flight or a cancelled hotel pickup changes one line instead of unravelling the day. The coordinator gets every leg in time order on one page.
What's the largest vehicle, and can you move a whole guest group?
Eleven passengers in one maxi van. Larger groups split across coordinated vehicles departing together, grouped by hotel or suburb rather than by family. Where presentation matters — the bridal party's parents, an arrival photographed by someone — the luxury van is the vehicle to look at.
Who pays: the couple or the guests?
Either, and it can differ per leg. Each trip is paid by the secure payment link we send to whoever requested it, after we have called to confirm the vehicle and the fare. Couples commonly cover the venue shuttles and end-of-night runs while guests arrange their own airport arrivals against the same plan. Tell us which legs are yours and we'll quote them separately.
What happens if a guest's flight is delayed?
The pickup moves with the aircraft. Every airport leg is arranged against a flight number and tracked, so the driver's schedule follows the actual landing time, and airport pickups include 60 minutes of free waiting from actual landing. Nobody needs to ring from a baggage carousel to renegotiate — though a message to the coordinator is still worth sending.
Do you do the bridal car?
Our work is guest movement — airport arrivals, hotel-to-venue shuttles, mid-day transfers and end-of-night runs — in sedans, people movers and vans. For the bridal party the luxury van is the vehicle worth looking at. Classic or vintage car hire is not something we offer, and we would rather say that than take the booking.
Weddings
One less spreadsheet
Request a fare for one leg and leave your mobile — when we call you back, we build the transfer schedule with a fixed fare on every line.
Plan the transfers