Build an arrival list before booking vehicles
Record guest names, airline, flight number, scheduled arrival, passenger count, luggage and hotel. Guests arriving within a short window may be grouped together, while flights separated by several hours are usually easier to treat as separate transfers.
Landing time is not pickup time
Domestic and international arrivals can require different amounts of time for baggage and terminal processing. Flight information helps providers follow arrival changes, but guests still need clear instructions for where and how the pickup will occur.
Luggage can determine the vehicle before passengers do
Wedding guests may arrive with large suitcases, formal clothing and gifts. Airport vehicle selection should consider baggage separately from seats. A group that fits easily for a hotel-to-venue shuttle may need more cargo room when arriving from YVR.
Use the hotel as a transportation hub
When many guests stay at one or two hotels, airport arrivals can feed into a simpler wedding-weekend plan. The same hotels can later become shuttle pickup points for ceremonies and receptions.
Departures need their own schedule
Do not assume the return to YVR can copy the arrival plan. Guests may leave on different days, travel with more luggage or depart from another hotel. Work backward from airline check-in recommendations and the actual pickup city.
Group airport arrivals only when the timing is genuinely close
Combining passengers can save vehicles, but the first guest should not wait several hours simply because another relative lands later. Compare the arrival gap, terminal processing and hotel distance. Sometimes separate sedans are more practical than making everyone wait for a larger group vehicle.
Provide the hotel name and complete address
Large hotel brands can have more than one Metro Vancouver property. Use the exact hotel and address in the confirmation. If a family is staying at a private home or rental property, provide the precise entrance instructions needed for a late-night or early-morning pickup.
Plan wedding-weekend departures before everyone becomes busy
Return flights are easy to forget while attention is on the ceremony and reception. Collect departure information before the wedding weekend. Guests leaving on the same morning can then decide whether sharing a larger vehicle is practical based on flight times and luggage.