Guest transport is the least visible job at a wedding or a corporate event. When it works, nobody notices; when it fails, everybody talks about it. Relatives flying in from abroad, flights landing at different hours, the transfer between hotel and venue, and departures after midnight all land on the same day. This guide shows how to plan event transport with Solevra Travel in three stages: airport arrivals, the venue transfer, and departures.
Stage 1: Airport arrivals
Your guests arrive at Istanbul Airport or Sabiha Gökçen on different flights. Make a separate booking for each flight so flight tracking works properly: the flight number is entered, the landing time is monitored, and the driver waits if the flight is delayed. With the meet and greet service, each guest is met in the arrivals hall with a name sign, which is the most reassuring start for guests who do not know Istanbul or the language.
Guests on the same flight can share one vehicle; choose the class by passenger and suitcase count. One Eco Van or VIP Van per family works well, and a Minibus suits a larger party. Our group transfer guide explains how to choose.
Stage 2: The hotel to venue transfer
On the day, guests need to reach the venue at the same time. There are two ways to run it:
- Single departure: if most guests stay in one hotel, one Midibus (27 passengers) or a few Minibuses leave together at a set time.
- Staggered departures: if guests are spread across several hotels, book a vehicle and a departure time per hotel. Two nearby hotels can be combined in one vehicle by adding an intermediate stop.
The return runs the same plan in reverse. For events that finish late, state the return time in the booking so the vehicles are waiting at the venue. Outbound and return legs sit in one reservation, and a different driver can be assigned to each leg.
Stage 3: Departures
The day after the wedding, guests leave at different times. Work backwards from each flight to set the hotel pickup time; our return transfer guide walks through the calculation step by step. Reserving a dedicated vehicle for the couple's honeymoon flight closes the weekend without a last-minute scramble.
A sample timeline
A typical plan for a wedding of one hundred guests, half of them from abroad:
- Two days before: airport arrival bookings with flight numbers, one vehicle per family.
- Wedding day, two hours before the ceremony: a Midibus leaves the main hotel; a Minibus with an intermediate stop collects guests from the two other hotels.
- After the reception: the same vehicles wait at the venue for the agreed return time.
- The next day: staggered airport transfers matched to departure times.
Every item shows a fixed price with VAT included before you confirm, so the organiser knows the budget from the start.
Notes for corporate events
A conference, a dealer meeting or a product launch follows the same plan; the difference is receipts and invoicing. Every booking sends a receipt by email, and our corporate transfer guide covers recurring bookings and guest standards. For speakers and VIP guests, consider the Business Sedan or Ultra VIP class together with meet and greet.
Organiser's checklist
- Keep one table of guests with flight number, hotel and party size.
- Make a separate booking per flight and record each booking number in the table.
- Calculate transfer times backwards from the ceremony and leave a margin for traffic.
- For changes, use the contact page; quoting the booking number speeds things up.
Guests arrive at different times. Is one booking enough?
No. Make a separate booking for each flight. Each vehicle then tracks its own flight, and one delay does not affect the other guests.
Will the vehicles wait at the venue?
If you state the return time in the booking, the vehicles are at the venue at that time. If waiting is needed, let us know in advance; any extra item appears in the breakdown before you pay.
Can the vehicles be decorated for the wedding?
Write the request in the booking notes or send it via the contact page. You will learn whether it is possible, and any extra item, before you confirm.
Is everything paid in one go?
Each booking is paid and receipted separately. That makes it easy to see afterwards which guests travelled in which vehicle.
Your guests' first and last memory of Istanbul begins at a car door. Enter the dates and routes and get your price to turn the plan into numbers.