Group & Shuttle Transportation Directory

Use shared pickup points where possible

Hotels, venues and airports can create efficient group staging points. Several scattered residential pickups can turn a simple shuttle into a long route.

Sprinter-style vehicle examples can be seen on this Vancouver group transportation page.

Capacity is more than the number of seats

Airport luggage, formal clothing and mobility needs can reduce practical capacity. Ask about cargo arrangements when the group travels with suitcases or sports equipment.

For repeated hotel shuttles, calculate the full loop time including loading and return.

Communicate departure times clearly

Guests should know when the vehicle leaves, not only when it arrives. For events, publish return times before the evening starts.

If several loops are planned, define whether the shuttle leaves when full or at fixed times.

For large events, one person should coordinate with the driver or dispatcher. Allowing dozens of guests to send individual instructions can create conflicting pickup expectations. A coordinator can confirm when each vehicle is full, identify missing passengers and communicate schedule changes without involving the wedding party or event host.

Shuttle planning should also consider where guests will wait. A hotel lobby can protect passengers from weather, while an outdoor venue pickup may require a tighter schedule. Large groups benefit from simple written instructions that name the pickup point, departure time and destination. The clearer the instructions, the less time the driver spends searching for passengers across a property.

If the event uses several identical vehicles, numbering or naming each shuttle can make loading easier. This is especially useful when different vehicles serve different hotels or passenger groups.

For conferences and large family events, passenger lists can help when several vehicles are assigned. The list does not need to be complicated, but knowing which group belongs on which shuttle reduces empty seats and missed departures. Hotels can also help identify designated loading areas so vehicles do not block regular guest traffic.